Inherently stressful and incredibly rewarding. That sums up what it’s like to be a recruiter.
Yes, you need to be savvy, you need to be quick, and you need to snatch up that perfect applicant before a savvier competitor does. But how can you when your emails get buried in dusty inboxes and your calls go straight to voicemail?
That’s where texting comes in. It’s fast, personal, and far more likely to get a response.
This guide provides text templates for every step of the hiring process. Use them to connect faster, improve response rates, and stay ahead of the competition.
23 recruiting texting templates when communicating with candidates
Two-way texting lets you connect with candidates faster and on their terms. Use these templates to keep the process moving, from the first touchpoint to the final offer.(We’ve also included some examples of text automation using Zapier workflows and OpenPhone to help speed things up.)
Before we dive in, stay compliant by:
- Including an opt-out message with your initial text and when you haven’t spoken to a professional contact in a while, such as: “To opt out of texts from us, reply STOP. ”
- Ensuring candidates have opted-in to receive messages during the application process by gainingwritten consent before texting. This can be done through a digital form or physical application.
💡 Learn more about texting compliance requirements in our guide to SMS consent.
Application receipt confirmation
A quick text lets candidates know you’ve received their application and answers common questions, like what happens next. It’s an easy way to keep them in the loop, reduce follow-ups, and make a good first impression.
Here’s an easy way to confirm receipt of an application and set expectations:
Thank you for your application to [company]! Your application is currently being reviewed. In the meantime, please check your spam folder and whitelist [company] emails. We’ll be in touch soon! To opt out of receiving texts from us, reply STOP.
You can use this message to acknowledge the application and invite further engagement:
Hi [candidate name], we’ve received your application for [role] at [company]. Thanks for your interest! If you have any questions about the role, feel free to reply to this message. We’ll review your application and get back to you soon. Reply STOP to opt out of texts.
For when you want to encourage candidates to stay engaged:
Hi [candidate name], we’ve received your application for [role] at [company]. While we review it, check out [company website/careers page] to learn more about what we do. We’ll reach out soon. Reply STOP to opt out of texts
Here’s a more personal, friendly example:
Hey [candidate name]! I’m [your name], a recruiter at [company name]. Just wanted to let you know we’ve received your application for [job title]. I’ll be reviewing it soon and will reach out if we move forward. Let me know if you have any questions in the meantime. Reply STOP to opt out of texts.
Pre-screening candidates
Whether it’s 50 or hundreds of applicants for a single role, texting makes pre-screening quick and efficient. Candidates can reply in their own time, so there’s no need to coordinate schedules for a call or meeting. It’s a straightforward way to gather key information and move the process forward faster.
Here’s an example of a simple pre-screening text:
Hi [candidate name], it’s [recruiter name] from [company]. Thanks for applying for [role]. As the first step in our hiring process, we’ll ask several questions via text. Just answer whenever you have a free minute in the next day or two. Reply YES to get started. To opt out of receiving texts from us, reply STOP.
Here’s an example for when you want to keep it professional and to the point:
Hi [candidate name], this is [recruiter name] from [company]. Thank you for applying for [role]. I’d like to ask a few quick questions to learn more about your experience. Reply YES to begin. To opt out of receiving texts, reply Unsubscribe.
This is a more casual, approachable option for connecting with candidates:
Hi [candidate name]! I’m [recruiter name] from [company]. Thanks for your application! To get started, I’d like to ask you a few quick questions about your background. Take your time — just reply when you’re ready in the next couple of days. Reply STOP to opt out of texts.
Scheduling interviews
You can eliminate the back-and-forth of finding a time that works for everyone by providing the candidate access to a calendar via text.
💡 Avoid using link shorteners, they might get your messages filtered out as spam by some carriers. If you need to save space, use services like Rebrandly, which shorten links according to compliance requirements.
Here’s a straightforward interview invitation text:
Hi [candidate name]. We’d like to set up an interview over Zoom as a next step. Please select a time between today and [date] that works for you: [Calendly link]. If you wish to no longer receive messages from us, reply STOP.
For when you want to provide additional details upfront:
Hi [candidate name], this is [recruiter name] from [company]. We’d love to set up an interview for [role]. It’ll be a 30-minute Zoom call to discuss your experience and answer any questions you have. Please pick a time that works for you here: [Calendly link]. Reply STOP to opt out of messages.
For a friendlier, more conversational tone:
Hi [candidate name]! It’s [recruiter name] from [company]. I’m excited to move forward with your application! Can you pick a time here that works for your interview? [Calendly link]. Let me know if you need anything. Reply STOP to opt out of messages.
If you’re already an OpenPhone user, you can copy the Zap below to automate this process. Every time a candidate schedules an interview on Calendly, they’ll automatically receive an appointment confirmation text.
This Zap below then automatically sends a text message confirming the interview.
Interview reminders
No-shows are no good for a busy recruiter, so use texts to send reminders for interviews.
Here’s a simple reminder:
Hi [candidate name], it’s [recruiter name] from [company]. I just sent an invite for [date] at [time] for a Google Meet video call. More information to follow. Have a great day! If you wish to no longer receive texts from us, reply STOP.
For a friendly tone that checks in with the candidate:
Hi [candidate name]! Just a reminder about your Zoom interview with [company] tomorrow at [time]. Let me know ASAP if you need to reschedule or have questions beforehand. Looking forward to speaking with you! Reply STOP to opt out of texts.
You can also add additional information to help prepare the candidate:
Hi [candidate name], a quick reminder about your interview with [company] on [date] at [time]. Here’s the Zoom link: [link]. Please join a few minutes early to test your connection. Let us know if you need anything. Reply STOP to opt out of texts.
Handling too many candidates? Use OpenPhone’s integration with Zapier to send automated appointment reminder texts.
For example, if you use Greenhouse as your ATS, you can use the below Zap to set up automatic interview reminders. (Keep in mind that you’ll likely need a paid Zapier plan.)
With this Zap, you can minimize the possibility of a no-show by using Zap delays based on a specific time interval through OpenPhone.
Here’s how to set an automatic reminder 55 minutes before a meeting:
You can personalize the text message in several ways. For example:
Feedback request
Getting feedback after an interview helps you improve your hiring process and address concerns before they end up on Glassdoor. Texting makes it easier because candidates can respond right away.
Here’s a simple way to ask for feedback while checking if the candidate wants to move forward after the initial interview:
Hi [candidate name]. I hope your interview with [interviewer] went well. Please provide any feedback and let me know if you’re interested in moving forward in the hiring process for the [role]. To opt out of texts from us, reply STOP.
For a more conversational tone:
Hi [candidate name], thanks again for taking the time to interview with us! I’d love to hear your thoughts about the process and if we can do anything to improve. Share your feedback by replying to this email.
For checking in after multiple interview rounds:
Hi [candidate name]. You’ve completed several steps in the process for [role], and we’d like to get your feedback so far. Was there anything you felt we could do differently? Reply STOP to opt out of texts.
Updates and next steps
Providing updates and next steps via text is an easy way to improve the candidate experience and keep the hiring process moving.
Here’s an example of what to say when you’re waiting for internal feedback:
Hi [candidate name], [recruiter name] with [company] here! Just letting you know we’re still awaiting feedback from the hiring managers on the [role]. I’ll reach out when I have more information. To opt out of texts from us, reply STOP.
For letting candidates know they’re moving to the next stage:
Hi [candidate name], great news! You’ve been selected to move forward in the hiring process for [role]. I’ll reach out soon with the details for the next steps. Let me know if you have any questions. Reply STOP to opt out of texts.
For letting candidates know they didn’t make it this time:
Hi [candidate name], I want to thank you for your interest in the [role] at [company] and for putting in the time and effort to interview with us. After careful consideration, we’ve decided to move forward with another candidate. We wish you the best of luck in your job search. Reply STOP to opt out of texts.
For confirming a timeline:
Hi [candidate name], thanks again for your application for [role]. We’re reviewing candidates now and expect to have an update by [date]. Let me know if you have any questions in the meantime. Reply END to opt out of texts.
Hiring event followup
If in-person hiring events or webinars are part of your recruiting strategy, try using text as a way to follow up. This ensures you stay top of mind with candidates and gives them an easy way to continue the conversation.
Here’s an example for following up after a general hiring event:
Hi [candidate name], it was nice to meet you at the [event name]. My name is [recruiter name] from [company]. I’d like to hear more about your career interests and explore potential opportunities with [company]. Choose a time that works for you here: [Calendly link]. If you prefer to no longer receive messages from us, please respond with STOP.
For reaching out after a webinar or virtual hiring event:
Hi [candidate name], thanks for attending our [webinar name] session! I’d love to connect and discuss how your skills might align with opportunities at [company]. Let me know when you’re free: [Calendly link]. Text STOP to opt out of future messages.
For following up after an industry conference or networking event:
Hi [candidate name], it was great meeting you at [conference/event name]! I enjoyed hearing about your experience with [specific topic or skill]. If you’d like to explore roles at [company], let’s schedule a quick call: [Calendly link]. Reply STOP if you’d rather not hear from us again.
Best practices for recruiting using texting
Just because texts have a great open rate doesn’t mean your SMS recruiting efforts will be successful. You’ll also have to respect texting etiquette:
- Stay on brand: The tone of your messages should reflect your team’s’s tone of voice, the position you’re hiring for, and the candidate’s level of experience. For example, a tech startup might use a casual tone, while a corporate finance role may require a more formal approach.
- Register with The Campaign Registry: You need to complete US carrier registration if you’re texting candidates based in the US and using text recruiting software like OpenPhone If you use OpenPhone, you can get verified by completing the US carrier registration form.
- Personalize your messages: Candidates can tell when a message is copy-pasted. Use their name, reference the role, or mention something specific from their application to show you’ve paid attention. It makes a difference.
- Don’t text outside business hours: It’s unprofessional and can leave a bad impression. The best business texting apps (like OpenPhone 😉) let you schedule messages to be delivered during the recipient’s business hours.
- Don’t use your personal number: Use a dedicated business number to maintain boundaries and protect your privacy. With OpenPhone, you can get one new US, Canadian, or toll-free business number for $15 per month.
- Automate what you can: Save time by automating repetitive messages like reminders or application confirmations. Tools like Zapier or templated messages (snippets) in OpenPhone help you stay consistent.
Add recruiting text messages to your hiring strategy today
You have a limited amount of time to convince qualified candidates to consider the role you’re trying to fill. One study suggests they’re off the market in 10 days — less if you’re targeting upper-level executives.
And while there will be times you need to pick up the phone, texting is a faster, more personal way to connect. And OpenPhone makes it even easier. With features like automated messages, snippets, and auto-replies, you can streamline your communication while keeping it professional and compliant.Explore all these features (and more!) for seven days with OpenPhone’s free trial.