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Customize the Outgoing Messages in iRecruit

iRecruit, applicant tracking and recruiting and onboarding software (ATS) allows users to customize the outgoing messages that are sent to candidates. This enables your company to personalize outgoing correspondence and engage your brand.


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1. Automatic Thank You Email Replies to Applicants
Thank You emails are sent immediately after the application is submitted, the applicant will receive an automatic thank you message. This is actually located under Application Forms > Manage Application Forms > Edit (name of form) > Email Correspondence. You can customize this message.

Thank you for your interest in the {JobTitle} position at COMPANY NAME. We are a fantastic place to work! We were recently ranked #1 in relevant survey by leading online source.

Just some of the lovely benefits of working for COMPANY NAME:

Great PTO!
Paid Holidays
Tuition Reimbursement

We will be in touch to set up an interview should your skills and experience match our needs for this role.

Thank you,


2. iConnect Email Template (with iConnect only)
The iConnect Email Template under Administration > iConnect > iConnect Email Template is used to inform applicants or new hires that they have document(s) to complete. You can customize this message, for example.

Dear First Name,

Welcome to Company Name. We are thrilled to have you onboard with us! Please take a moment to log into our candidate portal to complete the following documents at your convenience:

  • Your Offer Letter
  • Employee Handbook and Acknowledgement
  • Work Opportunity Tax Credit Screening
  • Company Name’s Policies and Procedures
  • Your Emergency Contacts
  • Your I-9 and W-4

Please contact your HR department at ###-###-#### should you have any questions about the above documents.

Thank you,


3. Appointment Email Message
The email template for the schedule appointment action is located under Administration > Appointment > Appointment Email Message. You can customize this message.

Dear Applicant Name, please confirm your availability for the below appointment with Manager Name in the Department Name for the Job Title.

Monday, at 2:00pm. Location: Our office address (link to Google Maps).

Thank you,


4. Pending Application Reminder Emails
Administration > Email Notifications > Pending Email Template allows you to customize the automatic notification sent to applicants who started an application, but did not submit it. These automatic emails are scheduled to begin emailing 5 days from the expiration date of the requisition. Emails will send once daily until the applicant either completes the application, or the requisition expires.

Dear Applicant Name,

We noticed you hadn’t finished your application for the Job Title position at Company Name. The position is still available until date. Are you still interested? Please complete your application by date.

Thank you for your interest,

Recruiter Name


5. The Request to complete more application information or “Process Lead”
The two email templates for the Lead process action are located in Administration > Application > Process Lead Email Template. There are two templates available:

  • The first email template is for applicants who created an account when they applied.
  • The second email template is for applicants who did not register. Sending this email generates an account for them associated with their email address, and provides a temporary password so they can log in to complete your application.


6. Email Templates

You can create email templates for any message that you frequently send out to candidates. Here are a few examples (note these examples are available in full from iRecruit’s Help file):

  • Application Received – Benefits of Working With Us
  • Application Withdrawn
  • Chose Not to Fill Positon
  • Directions to Office for Interview
  • Follow Us on Social Media (nurture)
  • Here’s More Info on the job (marketing)
  • Interview Confirmation Email
  • Invitation to Interview Email
  • Job Fair or Open House (marketing)
  • Not Eligible for Rehire
  • Rejection Email After Interview
  • Rejection Email Not Qualified
  • New Hire Package
  • Offer Letter
  • Phone Screen Message
  • Position Filled
  • Request for Interview
  • Request for References
  • Unable to Reach Candidate
  • Update Status Email (nurture)
  • We are hiring notice to previous applicants (marketing)

Let’s not forget Texting!

Just like the email templates, you can setup texting templates for frequently used messages.


About iRecruit

irecruit-duck-miniiRecruit is a cloud-based recruiting and applicant tracking and remote onboarding software designed to provide any size of business a cost effective, affordable and truly simple way to manage the recruiting and onboarding process online. With options for ExpressProfessional and Enterprise, you can find a flexible recruiting solution that meets your needs.

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