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Texting 101

25 text recruiting templates to help you hire top talent

Alia Paavola
9
minute read
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The reality is high-quality candidates are bombarded with emails and LinkedIn messages. As a result, recruiters have turned to text messaging as a way to cut through the noise and contact job candidates. 

Text messaging is used in the industry to schedule interviews, screen candidates, share application statuses, and more.

In this article, we share 25 text recruiting templates to use across different scenarios. Plus we break down the benefits of a text recruiting strategy and tips to succeed with text communication.

Benefits of text messaging during the recruitment process

For recruiters, there are many benefits to adding text as a communication tool. Here are just a few stats and benefits to keep in mind.

  • Candidates who received texts from recruiters rated their experience 50 percent higher than those who didn’t receive texts.
  • SMS open rates are 98 percent, nearly four times that of email.
  • The average SMS response rate is 45 percent, nearly eight times that of email.
  • Most texts are read within three minutes of being received.
  • The average response time to a text message is 90 seconds.
  • Texting can be more convenient for candidates since it saves them from picking up a phone call or responding to a personal email while at work.

There are clearly many benefits. But, it is important to note that there are instances where it is better to use email or phone calls. 

Is texting better than other recruitment tools?

In short, no! There are recruitment tools that will always be important. SMS will not replace those tools. However, it is a great supplemental tool to get important information to candidates quickly, start conversations, and get replies. 

There are tools that will always be used in recruiting, including:

  • Email
  • Job boards
  • Social media
  • Job fairs
  • Applicant tracking software

Recruiting text message templates

Here are 25 SMS templates that will help you create a positive candidate experience throughout the recruitment process. 

1. Recruitment marketing

Get the word out to job seekers about new opportunities to help with talent acquisition.

Hi [candidate name]. My name is [name] and I’m a recruiter for [company]. We are looking to hire a talented [job title] and think you’d be a great fit based on your experiences. Please reply and let me know if you are interested in learning more!

2. Invite a potential candidate to attend your hiring event

Use SMS to invite a candidate to visit your booth at a career fair or stop by a hiring event that you will be attending. 

Hi [candidate name]. This is [name] from [company]. I saw you RSVP’d to the upcoming career fair at [location] on [date]. My company will be there at booth [booth number]. Based on your experience and major, we hope you stop by to learn more about [open position].

3. Hiring event follow-up

Shoot a text to a prospective candidate you met at a career fair or other hiring event to encourage the next steps.

Hi [candidate name]. [Recruiter name] here from [company]. It was a pleasure meeting you at [event or university name]. I’d love to schedule a 15-minute call to discuss your skills and career interests in greater detail. Please select a time that works for you: [link to calendar].

4. Job application received confirmation

Confirm with a candidate that you received their application for a particular position.

Hi [candidate name]. This is [name] from [company name]. Thank you for submitting your application and full resume for the [job title] position. We will be in touch in a few days about the next steps. 

5. Conduct a pre-screen interview via SMS

Use SMS to conduct a brief interview via SMS to narrow down your candidate pool. 

Hi [candidate name]. I’m [recruiter name], a recruiter at [company name]. Thanks for applying to our [job title] role. The first step in our recruiting process is answering a few quick questions via text. You can answer these whenever you have a chance in the next day or two. Are you ready to see the first question?

6. Phone interview invite

Let job candidates schedule a phone interview via SMS.

Hi [candidate name]. My name is [recruiter name] from [company.] We reviewed your application for our [job title] role and we’d love to schedule a {{X}}-minute phone interview! Please schedule at a time that is most convenient for you: [calendar link]. Thanks, I look forward to chatting!

7. In-person job interview invitation

Invite a candidate for an in-person interview. 

Hello [candidate name]. This is [recruiter name] with [company.] We’d love to invite you for an in-person interview next week at our office in [location]. Would [date] and [time] work for you? If not, we have other dates and times available. Thank you!

8. Video job interview invitation

Invite a candidate for a video interview. 

Hello [candidate name]. This is [recruiter name] with [company.] We’d love to invite you for a video interview next week over [Zoom or another video conferencing platform]. Would [date] and [time] work for you? Other dates and interview times are available if necessary. Thank you!

9. Interview confirmations

Use SMS to ask candidates to confirm an upcoming interview.

Hi [candidate name]. [Recruiter name] here with [company]. Your interview with [interviewer name] is scheduled for [date] at [time]. Please reply C to confirm. Thank you!

10. Scheduled interview reminders

Use SMS to remind candidates about an upcoming interview.

Hi [candidate name]. [Recruiter name] here with [company]. This is just a friendly reminder that your interview with [employee name] is tomorrow at [time]. We look forward to speaking with you.

11. Reschedule an interview

Send candidates a text to quickly reschedule an interview. 

Hello [candidate name]. Unfortunately, I need to reschedule our interview on [date]. Would you be available instead on [date 1, date 2, or date 3]? Thank you for understanding. - [Recruiter name] from [company].

12. Project reminders

Remind candidates about an assignment or project they need to complete for an upcoming interview. 

Hi [candidate name]. [Recruiter name] here from [company]. I just wanted to remind you that for your upcoming interview we will be reviewing your [project or assignment]. Please let me know if you have any questions as you prepare!

13. Provide interview tips

Send candidates a quick text to share helpful reminders or tips to help them succeed in an upcoming interview. 

Hi [candidate name]. [Recruiter name] here from [company]. I wanted to quickly share a resource that may help you prepare for your upcoming interview: [Link to resource].

14. Follow up after an in-person interview

Send your candidates a follow-up text message the day they came in for an interview. 

Hey [candidate name]. Thanks for coming to [interview location] for the interview, it was great meeting you. I’ll be in touch in the next [time frame] to share the next steps. Feel free to reach out here if you have any questions. - [Recruiter name]

15. Follow up after a video interview

Send your candidates a follow-up text message on the day of a video interview. 

Hey [candidate name]. Thanks for taking the time to speak with [interviewer name] today. I’ll be in touch in the next [time frame] to share the next steps. Feel free to reach out here if you have any questions. - [Recruiter name] from [organization name]

16. Job offer

After finding your high-quality candidate, use SMS to alert them that they got the job.

Congratulations, [candidate name] 🥳 I wanted to let you know that we’d like to offer you the position of [job title.] We think you will be a great asset to our team. An email will be sent to you with additional details and the offer letter. We look forward to hearing your decision! -[Recruiter name].

17. Rejection text message

Let candidates know they didn’t make it to the next round of interviews.

Hi [candidate name.] Thank you for taking the time to meet with the team about the [job title] role at [company.] Unfortunately, they decided to move forward with a different candidate. I’m happy to reach out to you again as other job opportunities arise.

18. Text template for onboarding

Use SMS to start the onboarding process, especially if you want your candidate to fill out paperwork.

Hi [candidate name]. Congratulations again on your job offer! Stay tuned for a few more emails from us with requirements, paperwork, and your first-day schedule. -[Recruiter name].

19. Remind a hiree to complete paperwork

Gently remind your new hire to fill out necessary paperwork prior to their start day.

Hi [candidate name]. We can’t wait for you to join the team on [date]! Please remember to complete the necessary paperwork prior to your first day. Thank you! - [Recruiter name].

20. Reengage a past applicant

Use SMS to reconnect with an applicant you worked with in the past if you have a new job opening they will be a good fit for.

Hi [candidate name]. This is [recruiter name], a recruiter with [company]. I’m reaching out because we are hiring for a [new role]. I believe that your skills and work experience would make you great for this role. Would you be available for a call on [date] to discuss this opportunity?

21. Reengage passive candidates

Use an SMS message to follow up with a candidate that hasn’t replied back to you in a few days. You can ask them if they have questions or offer to set up a quick chat.

Hi [candidate name]. This is [recruiter name] from [company]. I’m reaching out to see if you’re still interested in applying to our [open position]. Let me know if I can answer any questions for you!

22. Reach out to a referral

Referrals are one of the top ways to source top talent. Use SMS to communicate with these referral leads. 

Hi [candidate name]. My name is [name], a recruiter with [company]. A friend of yours that works here, [employee name] referred you for our [open position]. Are you available for a quick call to discuss this opportunity in greater detail? Here’s a link to the job description: [Link]

23. Encourage referrals from staff

Send an SMS message to your employees to encourage them to make a referral. 

Hi team! We are hiring a new [job title]! If you have any friends or family you think would be a great fit, please refer them. Thanks! - [Recruiter name]

24. Ask candidates to take a survey

After a candidate accepts a job offer, ask them to take a survey via SMS. 

Hi [hiree]. Congrats again on your job offer! Would you be willing to take a quick survey via text about our interview process? Your feedback is so valuable and can help us improve for the next candidates. -[Recruiter name] with [company].

25. Ask candidates to leave a review

Ask your candidate to leave a review about the interview process or hiring process via text. Ask them to leave it on a website like Glassdoor or if you are a recruitment firm ask them to leave a review on your website. 

Hi [chosen candidate name]. Congrats again on your job offer! Would you be willing to leave a review about your recruiting experience with [company name]? Your feedback is so valuable and can help us improve for the next candidates. -[Recruiter name] with [company].

7 best practices for text messaging for recruiting

There are several best practices to note before adding text to your recruiting strategy. Below we break down seven of them.

1. Get consent to text your candidates

There are several rules that regulate texting. Two to keep top of mind are the Telephone Consumer Protection Act of 1991 and The Campaign Registry. 

To ensure you are legally texting candidates, the TCPA requires you to get permission to text your contacts. This is called an opt-in. You can obtain these opt-ins by asking customers to text you first, asking customers to consent on their application form, or more. To learn more ways to get opt-ins, read this blog.

In addition to getting consent, you must provide your contacts with a way to opt out. This means if they reply to your text message with words like STOP or UNSUBSCRIBE, you must stop texting them. One way to ensure you do this is to use a text recruiting software provider. Textline, for example, automatically unsubscribes any contact that replies with these words. 

Another key thing to remember is to register for The Campaign Registry. This registry was created by mobile network operators to cut down on SPAM messages. Any recruiter who wants to text candidates using a 10-digit long code number must register. Without doing so, they could face message deliverability issues or fines.

2. Keep it short and to the point

SMS messages have a 160-character limit. As a result, it is vital to keep your message content short, simple, and to the point. Only include important information and don’t send long messages.

Take the following two examples. In the first message, the action the recruiter wants the job applicant to take is clear. The message is meant to get the candidate to schedule an interview.

The second message contains too many action items for the candidate. It includes reviewing the company culture page, scheduling an interview, and letting her know if there are any questions. 

✅ Hi Shane. This is Amy from Bolt Residential. We reviewed your application for the manager position and would love to schedule a 15-minute chat. Are you free on Wednesday or Thursday afternoon this week?

❌ Hi Shane. This is Amy from Bolt Residential. We reviewed your application for the manager position and would love to schedule a 15-minute chat. Are you free on Wednesday or Thursday afternoon this week? Additionally, here’s a link to our company culture page: [insert link]. Let me know if you have any questions. 

3. Personalize your messages 

Remember that texting is a personal communication channel and a real person is on the receiving end. As a result, make sure to personalize the recruiting messages you send. Don’t shoot off text blasts without this personalization. Include the candidate’s first name at a minimum. 

To back this further, studies show that 76 percent of customers get frustrated when personalization doesn’t occur. And, in general, people prefer personalized communication.

4. Text during business hours

To comply with the laws that regulate business texting and improve the candidate experience, send text messages during business hours. This typically means 9 am to 5 pm in your time zone.

Sending text messages too early in the morning or too late at night could feel intrusive to personal time.

Plus, a recent study found 14 percent of job seekers believe getting a text outside of business hours is unprofessional. 

5. Keep frequency in mind

In addition to the time of day, keep the frequency of messages in mind. Don’t send too many messages to your candidates or it will start to feel intrusive and like spam. 

Instead, stick to sending them the important details via text and use an omnichannel communication approach. 

6. Introduce yourself or your business in your text

Don’t assume your candidates have your business texting number saved. Chances are they don’t. As a result, it’s important to introduce yourself or your business in your texts.

That way, your customers know without a doubt who they are texting with. This will increase trust and make it more likely that they will respond. 

7. Let candidates know they can text you

As you adopt texting, it’s important to let candidates know that they can text you. Make sure they know they can message you with questions at any point. This will encourage them to reach out.  

If you work for a recruiting business, we’d also recommend posting your business texting number online and in physical locations.  Here are a few places you’d want to add it:

  • Your office
  • Your website
  • Social media profiles
  • Review pages
  • Digital advertisements
  • Printed materials

The bottom line

Recruiters are turning to text messaging to help reach candidates where they spend a lot of time: their mobile phones. There are many benefits of adding text messaging as a communication tool, but keep our best practices in mind before you start texting.

If you’re interested in learning more about how to implement texting into your recruiting workflow, reach out to Textline today. We are happy to get you started on a free trial and walk through a demo. Click here

Additionally, if you’re looking for some out-of-the-box recruiting strategies, read our blog that breaks down 20.

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