HR life has never been as easy as today. With the advancement of HR solutions technology, there is a lot of software for recruiters, like Talenteria, available online nowadays that the question that arises now is which is the most ideal template that can accommodate your company’s needs.
Let say for example that you are looking for the best software that can create the most appropriate template in sending interview reminders for potential candidates. What are the important factors that you need to consider in choosing the most appropriate one?
Before we find our answer to that question, why don’t we go through the process of sending the reminder email first?
Things to consider in sending interview reminders
Providing great applicant experience is one of the goals that most recruiters aim to meet and one of the objectives that can contribute to meeting this goal is the way an interview reminder is sent. Just by receiving this reminder, the candidate must already have a clear idea how professional the employees in your company are so it has to be done in a business-like and accommodating manner.
Here are some of the factors ro take note of when sending reminders for an interview:
- To make sure the application is given an ample time to prepare, your reminder for an interview invitation should be sent at least one day before the actual interview date.
- A confirmation or acknowledgement should be asked from the applicant in order to secure the slot for the interview.
- There should be an option to reschedule in case the applicant is unavailable at the proposed time. In case that the company is unable to accommodate any other interview schedule, it should be made clear in the invitation to set proper expectations with the applicant.
- Any important reminders such as bringing of valid IDs or any needed documents should be clearly stated in the interview invitation. This is to avoid any unnecessary questions and clarifications from both parties.
- A clear instruction on how to get to the office location. If a map is available, that would be ideal.
- Contact information that the applicant can reach out to in case of any unforeseen situations.
- If the interview is to be done online, complete instructions on how to join the meeting including log in credentials should be explained clearly.
- A reminder needs to be sent a few hours before the interview.
Preparing the template for an Interview Reminder through sending emails
Now that we have determined the important factors to consider in sending interview reminders, you now have a clear idea of what to look for in a template.
I have provided two examples of email templates that you can redesign according to your needs:
- If the Interview is scheduled at the Office
Subject line: Interview Reminder: [insert Company name] on [Date and time] interview for the role [Enter Job Title]
[Date]
Dear [Applicant’s Name],
Good day!
This is [insert your name], [insert position], [insert company name]. We are very impressed with your credentials and we are happy to let you know that you are invited for an interview tomorrow [Insert Date and Time].
Please visit us at our office located at [insert office address], and look for [name of HR officer]. She will be there to assist you and provide the details about the interview.
Here are some important reminders: [Insert reminded in bullet form]
[Don’t forget to bring a valid ID as you may need to surrender it at the lobby. Click on this link to check our office location.
To secure your slot, don’t forget to reply to this email. You can simply include your name and contact number and we will be glad to take things from there.
Should you have other concerns, free to reach out to me through this contact number [insert phone number].
We can’t wait to meet you!
Thanks,
[Your name and signature]
- If the interview is happening in an Online Video Platform
Subject line: Online Video Interview Reminder: [insert Company name] on [Date and time] interview for the role [Enter Job Title]
[Date]
Dear [Applicant’s Name],
Good day!
This is [insert your name], [insert position], [insert company name]. We are very impressed with your credentials and we are happy to let you know that you are invited for an online interview tomorrow [Insert Date and Time].
[Your name], your HR manager and [Any other video participant, job role] will meet you over our video platform [name of vendor].
In order to join the call, please go to this link and follow the on screen instructions that it will prompt you to do:
Here are your login credentials:
Username: Name_JobTitle
Password: XXXXXX
You may also visit this link for details on how to navigate the video platform for your reference.
To secure your slot, don’t forget to reply to this email. You can simply include your name and contact number and we will be glad to take things from there.
To ensure smooth working conditions, please log in a few minutes earlier to ensure that your connection is good and that you have a working audio and camera.
Should you encounter any technical difficulties, you may reach out to me by relying on this email or you can send me a message or call me at [insert phone number].
We can’t wait to meet you!
Thanks,
[Your name and signature]
Should you need a customized template to use in sending your interview reminder, there are a lot of online resources that you can utilize. Just keep in mind that in lieu of a generic interview reminder, it would be best to always have it tailor made to suit the demands of your company’s acquisition data.
If your company requires a signed Non-Disclosure Agreement prior to meeting with a potential applicant, make sure to include it in your email. You must also make sure that the template aligns to your company’s branding. Use your logos and company’s color in preparing the template to make it look more professional and at the same time, personal.