Sample Message Templates

Below you will find some sample message templates you can cut and paste into the program when creating message templates.

Note: You can use the following text variable to automatically fill in the applicant's first and last name:

%ApplicantName%

Thank you for applying

Subject: Thank you for applying to (Insitution Name)

Dear %ApplicantName%,

We really appreciate that you took the time to consider (Institution Name)  in your career search. We know there are a lot of organizations hiring out there, and recognize the effort it took to apply for a role at (Institution Name) .

While we are reviewing candidate qualifications, we invite you to visit our careers page to learn more about (Institution Name) . Specifically, you might want to check .

We are lucky to see a high volume of applicants for each of our openings, so we may not be able to reach out to you unless you are an ideal match for the role. However, we are committed to keeping you informed about your candidacy as often as possible, and notifying you as soon as we’ve made a hiring decision.

Sincerely,

(Institution Name)  Faculty Hiring Team

We need more information

Subject: Your application - need more information

Dear %ApplicantName%,

While in the process of reviewing your application, some additional questions have come up.

(You may want to choose one or more of the following):

Can you please clarify your answer for the following question?

Can you please upload a different version of your resume or cover letter? The formatting wasn’t compatible with our system so we are having trouble deciphering it.

Can you please clarify your availability or salary or references or                ?

If you have any questions or concerns, please reach out and let me know at your earliest convenience.

Sincerely,

DEPT CHAIR NAME & CONTACT INFO

Your candidacy - Checking in

Subject: Your candidacy - Checking in

Dear %ApplicantName%,

I hope your week is going well. I wanted to touch base with you so that you wouldn’t think we had forgotten you. The Hiring Committee expects to make decisions about second interviews for the position “%PositionName%”  next week. I’ll be getting back to you as soon as I can after I hear back. In the meantime, please let me know of any questions you have for me or anything new on your end that the Hiring Committee should know about. Thanks again, and have a wonderful weekend!

Sincerely,

DEPT CHAIR NAME & CONTACT INFO

Your Application - Update

Subject: Your Application - Update

Dear %ApplicantName%,

Just a quick note to say we have not forgotten about you. It is taking quite some time to review all of the applications for the position “%PositionName%”. Hang in there, we will provide an update as soon as possible.

(Institution Name)  Faculty Hiring Team

Your Candidacy - Under Consideration

Subject: Your Candidacy - Under Consideration

Dear %ApplicantName%,

We wanted to provide a quick update. Your application has been reviewed and is currently being considered among other qualified candidates. Keep an eye out for further updates.

(Institution Name)  Faculty Hiring Team

Scheduling Phone Interview

Subject: Your Candidacy - Scheduling Phone Interview

Dear %ApplicantName%,

The hiring committee has reviewed your qualifications and would like to move you forward in the process. The next step is a phone interview with the committee chair. S/he will have some detailed questions about your experience and go into the needs for the open position and the team.

Sincerely,

DEPT CHAIR NAME & CONTACT INFO

Skype Interview Confirmation

Hello %ApplicantName%,

Thank you for your response/speaking with me. Per your email/our conversation, you are confirmed for your virtual interview for the POSITION TITLE position. You will be interviewing on DATE and TIME Pacific. You will be meeting with Interviewers for Duration.

For this interview, we will be connecting over Skype. Please use your Skype account you provided: SKYPE USERNAME.

1) If you have not already downloaded Skype, please  visit http://www.skype.com/downloads/ to    download and install Skype.

2) If you are unfamiliar with Skype please familiarize yourself in advance at http://www.skype.com/en/what-is-skype/

3)  We will add you as a contact on Skype 15 minutes prior to the interview, using the (Institution Name) inson Cancer Research Center’s Skype interview account.

4)  Please do not initiate a call to the (Institution Name)  Skype interview account. You will receive a call from the account to begin the interview.

5)  Skype requires a webcam with an integrated microphone, or a webcam and additional microphone to communicate. Please test your webcam and microphone prior to your interview to ensure that the interview begins on time. Please refer to https://support.skype.com/en/ if you have difficulties with sound or video quality.

Please let me know if you have any questions, we look forward to speaking with you.

Sincerely,

SIGNATURE

In-person Interview (Address)

Hello %ApplicantName%,

Thank you for your response/speaking with me. Per your email/our conversation, you are confirmed for your interview for the POSITION TITLE position. You will be interviewing on DATE and TIME Pacific. You will be meeting with Interviewers for Duration.

Your interview will be held at (ADDRESS) When you enter the building for your interview, please tell the reception/security desk to call extension x XXXX and PERSON ESCORTING will meet you for the interview.

There is paid street parking OR you may park in the visitor lot on the main campus directly in front of the Yale Building and then walk over to 1100 Eastlake Ave E.  (about a 5-10 min walk). If you choose to park for free and then walk over, please sign in at the transportation desk in the Yale building. If your interview exceeds 2 hours, please show the parking office your interview schedule and they will extend your visitor parking time. Directions to the campus can be found on our website.

Please let me know if you have any questions or if you need clarification on the directions/parking!

Sincerely,

SIGNATURE

In-person Interview Request

Hello %ApplicantName%,

Thank you for your time and interest in the POSITION TITLE position. We would like to move you forward in the process and schedule you for an in-person interview. At your earliest convenience, please give me a call or reply to this email so we can discuss additional details regarding your availability.

I look forward to hearing from you!

Sincerely,

SIGNATURE

Phone Interview Confirmation

Hello %ApplicantName%,

Thank you for your interest in the POSITION TITLE position at the Recruiting Workflow: Job : Organization. This email confirms your phone interview with RECRUITER NAME on DATE and TIME Pacific. The recruiter will call you at the following number to begin the interview: PHONE NUMBER. Please allow 20-30 minutes.

Feel free to contact me if you have any questions or if I can be of further assistance.  We look forward to speaking with you!

Best regards,

SIGNATURE

NU Candidacy Update / reject

Hello %ApplicantName%,

Thank you for considering (Institution Name)  as an option in your career search. We have reviewed your resume and qualifications. The choice for this position has been a difficult one. We have been fortunate to have a large number of applicants with a wealth of knowledge and experience. Your credentials are very impressive, and we are sure you would contribute to our University. However, we feel that another candidate more closely meets our needs at this time, and so we regret to inform you that we are no longer considering you as a candidate.  In no way should this be considered a negative reflection of your experience or qualifications.

We greatly appreciate your interest in this position and the time and effort that you have spent to supply us with information. We wish you well in your career endeavors, and again thank you for your interest.

Sincerely,

DEPT CHAIR NAME & CONTACT INFO

Your Candidacy at (Institution Name) - Update/Reject

Hello %ApplicantName%,

Thank you for considering (Institution Name)  as an option in your career search. We have reviewed your resume and qualifications. The choice for this position has been a difficult one. We have been fortunate to have a large number of applicants with a wealth of knowledge and experience. Your credentials are very impressive, and we are sure you would contribute to our University. However, we feel that another candidate more closely meets our needs at this time, and so we regret to inform you that we are no longer considering you as a candidate.  In no way should this be considered a negative reflection of your experience or qualifications.

We greatly appreciate your interest in this position and the time and effort that you have spent supplying us with information. While we are moving forward with another candidate, we are eager to stay in touch as we do think you could be a good fit for future openings and will reach out again if we find a good match. In the meantime, we wish you well in your career endeavors, and again thank you for your interest.

Sincerely,

DEPT CHAIR NAME & CONTACT INFO

Your Candidacy at (Institution Name) - Rejected

Hello %ApplicantName%,

We really appreciate that you took the time to consider (Institution Name) . We know there are a lot of organizations hiring out there, and realize the time and effort it must have taken to prepare and submit your application for consideration.

The team was really impressed with your ability to get things done  even with limited experience  such as when you built out the entire ecommerce and payment solution at [previous company]. Ultimately, we selected a candidate with more hands-on customer implementation experience.

We were truly impressed with your qualifications and experience and we know you would have added significant value to our team. We hope you don’t mind if we reach out to you in the future.

All the best in your career endeavors.

Sincerely,

DEPT CHAIR NAME & CONTACT INFO

Decline - General

Hello %ApplicantName%,

On behalf of (Institution Name) , we wanted to sincerely thank you for your interest with our POSITION TITLE position within our DIVISION.

As with all our faculty member roles, each represents a unique blend of both the science and the interests of each faculty member candidate. This becomes a complex recruitment in identifying the optimum fit within a specific period of time.  For this current search, we do feel the match is not aligned enough to continue forward, but your research and accomplishments are highly respected and we will be looking to your work with our future faculty member searches.

If you have any questions or inquiries either now or in the future, please do not hesitate to reach out to us directly.

Sincerely,

SIGNATURE

Decline - Onsite Interview

Hello %ApplicantName%,

I would like to take this opportunity to thank you for taking the time recently to speak with us regarding our need for a POSITION TITLE.  We enjoyed speaking with you and appreciated your patience throughout our search process.

While we were very impressed with your qualifications, we were faced with a difficult decision, and I regret to inform you that we finally selected another candidate who we believe more closely matches what we are looking for in the position.

However, we will be glad to keep your resume on file should we become aware of any other appropriate positions in the near future. I would also encourage you to visit our website as new positions become available.

Thank you again for your interest and good luck in all your future endeavors!

Best Regards,

SIGNATURE

Decline - Onsite Interview

Hello %ApplicantName%,

I would like to take this opportunity to thank you for taking the time recently to speak with us regarding our need for a POSITION TITLE.  We enjoyed speaking with you and appreciated your patience throughout our search process.

While we were very impressed with your qualifications, we were faced with a difficult decision, and I regret to inform you that we finally selected another candidate who we believe more closely matches what we are looking for in the position.

However, we will be glad to keep your resume on file should we become aware of any other appropriate positions in the near future. I would also encourage you to visit our website as new positions become available.

Thank you again for your interest and good luck in all your future endeavors!

Best Regards,

SIGNATURE

Voicemail Follow-Up - Recruiter Interview 1st Attempt

Hello %ApplicantName%,

Thank you for your interest in the POSITION TITLE position.  I am following up on the voicemail I left for you earlier today to schedule a phone interview with our recruiter.  Please give me a call at your earliest convenience to discuss next steps or reply to this email with your availability for this and next week so I can schedule accordingly.

I look forward to hearing from you.

Best regards,

SIGNATURE