--- name: candidate-communication description: Manage all candidate communications throughout the hiring lifecycle. Use when sending application confirmations, interview invitations, status updates, rejection letters, offer letters, counter-offer responses, or nurture sequences for silver-medalist candidates. Handles personalization, templating, multi-channel delivery (email, SMS, in-app), A/B testing messaging, and engagement tracking. Triggers on phrases like "notify candidate", "send rejection", "update candidate status", "candidate email", "offer communication", "rejection letter", "nurture candidate", "candidate experience". --- # Candidate Communication Keep candidates engaged and informed at every stage of the hiring process. ## Workflow 1. Identify the communication trigger: application received, stage change, interview scheduled, offer extended, rejection, or nurture campaign. 2. Select the appropriate template for the stage and outcome. 3. Personalize using candidate data: name, role applied for, specific qualifications noted, interviewer names, timeline. 4. Choose delivery channel based on candidate preference and message type (email for formal, SMS for time-sensitive, in-app for portal users). 5. Send and log the communication in the ATS. 6. Track open rates, click-through rates, and response rates. 7. A/B test subject lines and messaging variants for continuous improvement. 8. For rejections: offer feedback where appropriate and invite to future consideration. ## Communication Trigger Matrix | Trigger | Timing | Channel | Template | Personalization Level | |---------|--------|---------|----------|----------------------| | Application received | Immediate (< 1hr) | Email | Confirmation | Name, role, next steps timeline | | Moving to screening | Within 24h of decision | Email + SMS | Interview invite | Interviewer name, format, prep tips | | Stage change (any) | Within 4h of decision | Email | Status update | Current stage, what to expect next | | Interview reminder | 24h before | Calendar + Email | Reminder | Time, link, who they'll meet | | Offer extended | Same day as approval | Email + Phone call | Offer letter | Comp details, start date, deadline | | Offer accepted | Immediate | Email | Welcome pre-boarding | Start date agenda, pre-work | | Rejection (post-screen) | Within 24h | Email | Polite decline | Specific feedback if candidate requested | | Rejection (post-offer) | Within 24h | Email + Phone call | Thoughtful decline | Detailed feedback, keep-door-open | | Silver medalist hold | Within 48h | Email | Hold notification | Timeline for re-evaluation | | Nurture (pipeline) | Monthly | Email | Check-in | New roles, company news | ## Template Library ### Application Confirmation ``` Subject: Application received for [Role] at [Company] Hi [Name], Thanks for applying to [Role] on our team. We've received your application and a member of our recruiting team will review it within [X business days]. You'll hear back from us by [date] regardless of the outcome. If you have questions in the meantime, reply to this email. Best, [Recruiter Name] [Company] Recruitment Team ``` ### Interview Invitation ``` Subject: Interview invitation — [Role] at [Company] Hi [Name], We'd like to invite you to a [stage] interview for the [Role] position. When: [Date] at [Time, candidate's timezone] Format: [Video/Phone/In-person] Duration: [X] minutes Interviewer: [Name, Title] — [1-sentence intro about them] [Calendar link to confirm/reschedule] What to expect: [2-sentence description of interview format] Preparation: [any prep materials or links] Looking forward to meeting you. Best, [Recruiter Name] ``` ### Rejection (Post-Screening) ``` Subject: Update on your [Role] application Hi [Name], Thank you for taking the time to interview for [Role]. We genuinely appreciated learning about your background in [specific area mentioned]. After careful consideration, we've decided to move forward with another candidate whose experience more closely aligns with our current needs. This was a difficult decision — you impressed us with [specific strength]. [If candidate requested feedback:] You asked for feedback: [1–2 specific, constructive points]. We'd like to keep your resume on file and will reach out if a better-matched role opens up. We encourage you to apply again in the future. Wishing you the best in your search. Best, [Recruiter Name] ``` ### Offer Letter ``` Subject: Offer of Employment — [Role] at [Company] Hi [Name], We are thrilled to offer you the position of [Role] on the [Team] team. Compensation: Base salary: [$X,XXX] per [year/hour] Equity: [X shares/options] vesting over 4 years with 1-year cliff Signing bonus: [$X,XXX] (if applicable) Annual bonus target: [X%] of base salary Start date: [Date] Reporting to: [Manager Name, Title] Location: [City / Remote] Full offer details are in the attached letter. Please review and sign by [deadline — typically 5 business days]. Reply to this email or call me directly at [phone] with any questions. Congratulations and welcome to [Company]! Best, [Recruiter Name] ``` ### Silver-Medal Nurture ``` Subject: Staying in touch — [Company] Hi [Name], Though we didn't move forward this time, we were impressed by your background and would like to stay connected. [Company news or update — 1–2 sentences] [New role that might be relevant — if applicable] We'll check in periodically with opportunities that match your profile. In the meantime, feel free to reach out if your situation changes. Best, [Recruiter Name] ``` ## Personalization Rules - **Always use the candidate's name** — never "Dear Candidate" - **Reference something specific** from their application or interview (project, skill, experience) - **Match tone to company culture** — formal for finance/law, casual for startups/tech - **Be specific about timelines** — "within 5 business days" not "soon" - **Give a real contact** — not a generic no-reply address - **For rejections at later stages**: always offer feedback if requested; include a specific positive observation ## Engagement Tracking | Metric | Target | How to Track | |--------|--------|-------------| | Email open rate | > 65% | Email platform analytics | | Click-through rate | > 25% | Link tracking | | Response rate to offers | > 70% | ATS offer acceptance data | | Candidate NPS | > 40 | Post-process survey | | Time to first response | < 24h | ATS timestamp data | | Rejection feedback request fulfillment | 100% | Manual tracking | ## A/B Testing Framework Test one variable at a time: ``` Test 1: Subject line personalization A: "Interview invitation — Senior Engineer at [Company]" B: "Hi [Name], we'd love to interview you for Senior Engineer" Measure: Open rate Test 2: Rejection feedback offer A: "We'd like to keep your resume on file" B: "You asked for feedback: [specific point]. We'd also like to keep your resume on file" Measure: Future re-application rate Test 3: Offer letter format A: PDF attachment B: Inline HTML with e-sign link Measure: Time to acceptance ``` ## Multi-Channel Strategy | Channel | Best For | Rules | |---------|---------|-------| | Email | Formal communications, offer letters, rejections | Primary channel for all formal comms | | SMS | Time-sensitive reminders, quick confirmations | Only with opt-in; keep under 160 chars | | Phone | Offer delivery, late-stage rejections, emergencies | Personal call from recruiter, not voicemail | | In-app/Portal | Status updates for active applicants | Supplement to email, never replacement | | LinkedIn | Initial outreach, silver-medalist re-engagement | Keep professional, reference shared context | ## Edge Cases - **Ghosted candidates** (no response for 7+ days): Send one follow-up; if still no response, pause and log - **Counter-offer situations**: Escalate to hiring manager within 24h; prepare retention package if approved - **International candidates**: Translate offer letters per local labor law requirements; account for timezone in deadline setting - **Accessibility**: Offer alternative formats (read-aloud, screen-reader compatible) upon request - **Legal sensitivity** (executive hires): Route all communications through legal review before sending