Job applications are a part and parcel of any HR department. This application paves the way for an applicant to enter the company. Hence, they spend an unhealthy amount of time perfecting it and customizing it for any particular position.
In such a scenario, acknowledging a job application is the least that you can do as HR to appreciate them for taking the time to apply for your organization as well as, to confirm that you have received their letter.
Replying to a job application can be daunting, especially in cases where the number of aspirants is huge or has exceeded expectations. In such cases, having a dedicated HRMS proves useful since it will have the option to automatically respond to every candidate to acknowledge receipt of their applications.
Modern software even has the option to parse their resume to personalize the message by addressing them by their first names. Such kind of small touches can add a dash of personality to a rather mundane acknowledgement and helps in heightening the applicant’s experience.
A job application acknowledgement also helps the applicant understand that the company actually respects them and helps them know that their application has been received by the relevant department. The mere fact that the company is taking the time to let them know that you received their application will help the applicant realize that the company treats their employees with respect and strengthen your employer brand.
What is an application acknowledgement letter?
Application acknowledgement is the letter provided by companies to acknowledge the receipt of applications received. Hence, companies need to ensure that it assures the applicant that their application is valued and is being scrutinised well. It helps them make up their mind to proceed with the job application or look for other opportunities.
Due to these reasons, companies are putting more time and effort into developing a good letter to help the applicant understand how much it means for them that the applicant has chosen their organization to work with.
Won’t a ‘thank you for applying’ suffice?
There used to be a time when companies would simply send a ‘thank you’ note to potential employees without realizing the importance of the candidates to whom they were replying. However, over time, companies soon realized that this simple mundane activity can also be utilized to further enhance the candidate experience. Soon, it became a common practice to write an acknowledgement and respond to the candidates who have applied for any particular position.
Nowadays, companies have really embraced the idea of acknowledgement letters and are trying their best to make it personal and unique. Organizations are altering it to match their employer branding and in the process, helping themselves to stand out from the horde of similar acknowledgement letters.
So, the answer to the query above is NO, a simple ‘thank you for applying’ would not suffice nowadays when every other company is wooing the best talent to work for them.
Points to include in an acknowledgement letter
1. Thank the candidate for applying
2. Mention the job title or remind the basic job requirements
3. Provide the status of their application
4. Mention the next steps from your end
5. Provide a tentative timeframe by when you will contact them
6. You may guide the applicant towards resources to better understand your company.
How do you acknowledge every applicant?
When it comes to a startup company, it is pretty easy to acknowledge all candidates who have applied for a specific vacant position since the number of applicants themselves would be very meagre. However, when it comes to MNCs with laser-focused corporate branding, it becomes a daunting task as the HR department might be flooded with millions of applications for a desirable position.
In the aforementioned scenario, a good HRMS solution helps the company by making it easier to revert to every single candidate who is interested. In fact, modern HRMS systems even incorporate automated replying with personalized messages with the help of AI and sophisticated algorithms which predict the candidate’s employability by parsing the application and understanding their probability of being employed in the organization.
We have provided a sample email template for the acknowledgement email below. Feel free to edit and tweak this email template to make it unique for your company.
Application acknowledgement email template
Dear [Candidate’s Name],
On behalf of [Company Name], thank you for your application for the position of [Designation] in our company. We have received your application and I will be reviewing it in the next couple of days and updating the status of your application.
If you are selected for the next phase of the recruitment process, I will contact you for an interview session along with the date and time. You can expect my reply by [Date].
I once again thank you for your application and for taking the time to apply for this position and appreciate your interest in our company and wish you the very best in this selection process.