Text Message Recruitment Templates to Boost Candidate Outreach

Think about that promo code text you actually opened right away or the delivery update that got your attention in seconds. Text messages tend to reach us faster and get read quicker than emails lost in a busy inbox. When it comes to recruiting, this difference matters. Candidates are checking their phones. 

And here’s where it gets interesting: candidates not only see texts more but they respond faster. The click-through rate for SMS sits around 10%, much higher than email’s 3.8%. In recruiting, this can mean fewer missed interviews, quicker replies, and less back-and-forth.

Text messaging makes the hiring process faster, simpler, and more efficient. In this guide, we’ll cover why SMS can be a smart move in recruitment and give you practical templates for each step of the hiring process. Whether it’s an interview reminder or reaching out to a passive candidate, text recruiting just works.

Benefits of Text Messaging in Recruitment

Text messaging makes every part of recruiting more effective. Here’s what SMS brings to your hiring process:

Faster Hiring Decisions

• Texts get read almost immediately. Candidates respond in minutes, not hours.
• When you need quick answers for fast-paced roles, this difference matters.
• Texting lets you move candidates through the pipeline without waiting for email replies.

Higher Candidate Engagement

• Messages feel personal and direct. A quick “Hello” or reminder stands out from formal emails.
• Candidates are more likely to reply and stay engaged through each stage.
• It helps build a smooth, back-and-forth conversation with potential hires.

Lower No-Show Rates

• Interview reminders are harder to miss when sent by text.
• Candidates see updates immediately, so there’s less chance of last-minute surprises.
• With fewer no-shows, you save time and keep your schedule running on track.

Better Open Rates

• SMS open rates sit at around 98%, while email can’t break 30%.
• When you send a job update or follow-up, you know it’s being seen.
• This reach is valuable, especially with passive candidates who might ignore email.

Text messaging simplifies every step, allowing you to move from outreach to hire with fewer delays. Next, we’ll cover best practices for making sure each message lands right.

Best Practices for Using Text in Recruitment

Getting the most from text messaging in recruitment means more than just sending a quick note. Each message needs to feel clear, respectful, and timed just right. Here’s how to make sure your texts hit the mark:

1. Always Get Consent First

• Make sure candidates have opted in to receive messages. Not only is this legally required in many regions, but it’s also respectful.
• A simple checkbox during the application process can do the trick. Make it clear that you’ll be reaching out with updates via SMS.

2. Keep Messages Short and Direct

• Candidates are more likely to read and respond to concise messages.
• Aim to get your point across in under 160 characters.
• Start with a friendly greeting, get straight to the message, and include any necessary details—no fluff.

3. Send Messages at the Right Time

• Timing is everything. Aim for mid-morning or early afternoon when people are more likely to check their phones.
• Avoid late-night messages or weekends to respect candidates’ personal time.
• For reminders, try sending a note a day before the event and again an hour before.

4. Personalize Where Possible

• Using the candidate’s name adds a personal touch, especially in interview invitations and follow-ups.
• Mention specific details, like the position name or any next steps, to make each message feel relevant and tailored to them.

5. Make Responses Easy

• Avoid making candidates jump through hoops to respond. Use “yes” or “no” questions where possible.
• If you’re scheduling an interview, offer a few time slots they can easily choose from.

Following these practices keeps communication smooth and respectful, helping to build a strong candidate relationship from the start. Next, we’ll get into some ready-to-use templates for your recruitment texts.

Recruitment Text Message Templates

Here’s a set of carefully crafted message templates, designed for experienced recruiters who need to get results at every step of the process. Each message is short, clear, and speaks directly to the candidate.

1. Job Announcement Template

• Hi [Name], I came across your background in [specific skill/field]—we have an opening for a [Position] at [Company] that might be a great fit. Here’s more on the role: [Link]. Open to a quick chat?

2. Interview Invitation and Scheduling

• Hi [Name], we’d like to invite you to interview for the [Position] role at [Company]. Are you available [Date] at [Time]? If that doesn’t work, let us know your availability, and we’ll coordinate from there. Looking forward to the conversation!

3. Application Status Update

• Hello [Name], just a quick update: we’re currently reviewing applications for the [Position] role and will be reaching out with next steps by [Timeline]. Appreciate your patience, and please reach out if you have any questions in the meantime.

4. Follow-Up After Interviews

• Hi [Name], thanks for taking the time to interview for the [Position] role with [Company] today. We’ll be in touch by [Timeline] with feedback. If you have any questions before then, feel free to reach out.

5. Interview Confirmation Reminder

• Hi [Name], just a quick reminder of your interview for the [Position] role at [Company] on [Date] at [Time]. We’re looking forward to speaking with you. Let us know if you need any assistance with directions or details!

6. Re-engaging a Past Candidate

• Hi [Name], we have a new opportunity for a [Position] role at [Company] that aligns with your experience in [Skill/Industry]. If you’re open to exploring it, let’s set up a quick call to discuss the details. Here’s a link to the job description: [Link].

7. Passive Candidate Outreach

• Hi [Name], I came across your profile and was impressed by your work in [Specific Field/Project]. We’re looking to fill a [Position] at [Company] with skills just like yours. Interested in learning more? Let me know a convenient time to connect.

8. Request for Additional Documents

• Hello [Name], to move forward with your application for the [Position] role, we need a copy of [Document, e.g., your portfolio, certification]. Could you send it to [Email/Link] at your earliest convenience?

9. Interview Rescheduling

• Hi [Name], we need to reschedule your interview for the [Position] role due to [Reason]. Are you available [New Date/Time]? Apologies for the change, and thank you for your flexibility!

10. Offer Notification

• Hi [Name], great news—we’re ready to extend you an offer for the [Position] at [Company]! Let’s schedule a time to discuss the details. Looking forward to welcoming you to the team!

These templates provide a comprehensive approach to candidate outreach, covering key stages from initial engagement to final offers. Next, let’s discuss effective strategies for keeping passive candidates interested with re-engagement techniques.

Engaging Passive Candidates

Passive candidates—those not actively looking but open to the right opportunity—can often be ideal hires. Engaging them takes a bit of finesse. You’re building a connection and sparking interest. Here’s how to keep them engaged and make them feel valued without overloading them.

1. Casual Check-In

• Hi [Name], I hope things are going well at [Current Company]. We have some exciting developments at [Your Company], and I thought of you for a potential role that aligns with your expertise. Open to catching up sometime to discuss it?

2. Recognizing Achievements

• Hi [Name], I noticed your recent work on [Specific Project/Achievement]—really impressive! We’re hiring for a similar initiative here at [Your Company]. Would love to chat if you’re open to exploring something new.

3. Highlighting a Unique Opportunity

• Hi [Name], we’re launching a new [Project/Department] at [Your Company], and your experience in [Skill/Field] caught my eye. This could be a unique growth opportunity. Interested in learning more about it?

4. Sharing Industry Insights

• Hi [Name], we just released a report on [Industry Trend or Insight] and thought it might be relevant to your work in [Field]. Let me know if you’d like a copy. Always happy to chat about what’s happening in [Industry].

5. Invitation to Company Event

• Hi [Name], we’re hosting an invite-only event on [Event Topic] at [Date/Location]. We’ll have industry leaders sharing insights on [Relevant Topic]. Would you be interested in attending? It could be a good chance to network and learn more about what we’re up to.

6. Follow-Up on Previous Interaction

• Hi [Name], I remember we chatted about opportunities at [Your Company] a while back. A position has opened up that could be a great fit for you. Let me know if you'd like to reconnect and discuss it further.

7. Seasonal or Holiday Outreach

• Hi [Name], hope you’re doing well as we head into [Holiday/Season]. If you’re considering new roles or want to discuss any potential opportunities, I’d love to connect. Wishing you a great [Season/Holiday]!

With Tidyhire, you can keep passive candidates warm with personalized, automated messages that feel genuine. Set up tailored touchpoints to stay on their radar effortlessly, and let Tidyhire handle the timing.

Each message here serves as a light touchpoint, respecting the candidate’s time and personal space. The goal is to open doors without pushing, building rapport that could lead to a future hire. Now, let’s cover strategies for gathering referrals and feedback.

Referrals and Follow-Ups

Referrals can be gold in recruitment. They come with built-in credibility and often bring in high-quality candidates. Following up with candidates after each stage also shows that you value their time and effort. Here are some templates to encourage referrals and manage follow-ups effectively.

1. Employee Referral Request

• Hi [Employee Name], we’re hiring for a [Position] in [Department], and your recommendations are always valuable. If you know anyone who could be a good fit, feel free to pass along their info. We’d love to reach out, and there’s a referral bonus for successful hires!

2. Candidate Referral Follow-Up

• Hi [Candidate Name], thanks for recommending [Referred Person’s Name]! We’re in touch with them, and I’ll keep you updated as we go through the process. Let us know if there’s anything else you’d like to share about them.

3. Feedback Request After Interview

• Hi [Candidate Name], thank you again for interviewing for the [Position]. We’re always looking to improve the candidate experience, so if you have a moment, we’d love any feedback you might want to share about the process.

4. Post-Interview Follow-Up for Future Opportunities

• Hi [Candidate Name], thank you for your time during the interview process. While we’ve decided to move forward with another candidate, we’d like to stay in touch for future roles that might be a fit. Let me know if you’re open to keeping the door open.

5. Post-Hire Referral Check-In

• Hi [Employee Name], wanted to say thanks again for referring [New Hire’s Name]! They’ve joined the team, and we’re excited about their start. Keep those referrals coming—your network is valuable!

Referrals and follow-ups make candidates feel valued and build a positive experience with your brand. Now, let’s move on to the legal side of text recruiting to keep everything compliant and above board.

Common Legal and Compliance Considerations

Text messaging is a fast and effective tool, but it’s essential to stay compliant with legal regulations. Missteps in text recruiting can lead to serious issues, so understanding and applying these guidelines protects both you and your candidates. Here’s a quick overview of key points to keep your recruitment texts compliant.

1. Get Consent

Always secure permission before sending texts. Candidates should be given an opt-in option, whether through an online form, application process, or a simple checkbox. This ensures you’re respecting their privacy and keeping your communication above board.

2. Know the Key Regulations

Different countries have specific laws governing text communication:

• TCPA (Telephone Consumer Protection Act): In the U.S., requires written consent for businesses to send marketing or recruitment texts.
• GDPR (General Data Protection Regulation): In the EU, emphasizes user consent and data protection, with strict penalties for non-compliance.
• CASL (Canada’s Anti-Spam Legislation): Applies to businesses contacting candidates in Canada, mandating clear opt-ins and easy opt-outs.

3. Offer Clear Opt-Out Options

Always include a way for candidates to unsubscribe. A simple line like “Reply STOP to opt out” keeps you compliant and respects the candidate’s right to stop receiving messages.

4. Limit the Frequency of Messages

Avoid overwhelming candidates with too many texts. Focus on sending only the most relevant information and maintain a respectful pace. This keeps communication professional and minimizes the chance of candidates opting out.

5. Be Transparent About Data Usage

Make sure candidates know how their data will be used. A brief statement about data protection during the opt-in process can clarify this. Transparency builds trust and helps ensure compliance with data protection regulations.

Following these guidelines keeps your recruitment efforts compliant and respectful of candidate rights. Next, we will look at a tool that can automate it all without you having to worry about anything.

Next, we’ll wrap up with a summary of how SMS can enhance your recruitment process and keep you connected to the right talent.

How Tidyhire Can Automate your Outreach

Tidyhire is built to handle your recruitment outreach with unmatched efficiency and precision. With Ria, you’re not just sending messages; you’re creating hyper-personalized experiences that resonate with each candidate.

Here’s what Ria brings to your recruitment:

• Automated Sourcing

Let Ria source candidates for you. She has access to over 700 million profiles and uses advanced algorithms to find qualified talent across the internet, pulling in candidates that meet your exact criteria without lifting a finger.

• Multi-Channel Outreach

Reach candidates where they’re most active—whether through Email, LinkedIn, SMS, or WhatsApp. Ria handles this seamlessly, ensuring your outreach lands in the right place at the right time.

• Hyper-Personalized Messaging

Ria tailors each outreach based on the candidate’s background, skills, and role fit. This level of personalization leaves a memorable impression, making your messages stand out from the rest.

• Automated Follow-Ups

Ria takes care of all follow-ups, ensuring no opportunity slips through the cracks. You’ll never have to worry about missing a response or keeping a candidate engaged. Ria manages it all, so each candidate feels valued and connected throughout the process.

• Daily Reports and Insights

Stay on top of your recruitment efforts with daily reports from Ria. She provides updates on pipeline progress and sourcing efficiency, allowing you to make informed adjustments and improve your strategy continuously.

• Integrated with Slack and MS Teams

Access Ria directly from your Slack or MS Teams account. Ask questions, get updates, and instruct her to handle specific recruiting tasks, making her an integral part of your existing workflow.

With Ria, Tidyhire offers a recruitment solution that combines the speed of AI with a human touch, freeing you up to focus on what matters most—building relationships with top talent. Let’s wrap things up with a quick recap.

Conclusion

Text messaging brings speed, clarity, and a personal touch to recruiting that’s hard to achieve with email alone. From initial outreach to interview scheduling and follow-ups, SMS keeps the process smooth and candidates engaged. When used thoughtfully, it’s a tool that can move the hiring process along without the usual delays or gaps in communication.

With the templates and best practices covered here, you’re ready to start using text messaging effectively at every stage. Each message can create a positive impression, helping candidates feel valued and keeping them informed.

To make things even simpler, consider Tidyhire. With automated, hyper-personalized messaging and compliance features built in, Tidyhire takes the legwork out of managing recruitment texts. Book a call to see how Tidyhire can enhance your hiring process and keep you connected to the best candidates.