8 Best Practices for Effective Recruitment Texting

The current job market has become increasingly competitive, making it more important, now than ever before, for hiring professionals to reach-out to their prospective candidates in a timely manner. To face this reality, recruiters are looking for new and unique tools to get in touch with job seekers, which is why over 60% of recruiters are using text messages to reach potential candidates1.

It makes sense for recruiters to use text messaging since we look at our phones on average 52 times a day. The average response time of a text is only 90 seconds, making it a quick and effective medium for communication.

Of course, we don’t text potential candidates the same way we text our friends, so there are certain guidelines to keep in mind in order to be successful. Here are 8 tips that will help you run an effective recruitment texting strategy.

1. Get permission

Unsolicited messages can be perceived as invasive, which is why you should always make sure your candidates are open to text messaging before you start texting them. Preferably, ask them how they would prefer to communicate early on in your exchanges so you can make them feel at ease from the get-go. If your job posting includes a form, for example, you could add a new field to let candidates choose their preferred communication method.

Note that if candidates have opted into communications with you by reaching out through a talent search site or responding to a new job posting, you are authorized to send them texts. Learn more on Canada’s Anti-Spam Legislation (CASL) and the Telephone Consumer Protection Act (TCPA) by reading our blog posts.

2. Keep it brief

Text messaging is not a great medium for long and detailed conversations. Text messages that are sent to candidates should be simple and concise. For this reason, texting during talent acquisition processes is best used for communicating about logistics, such as scheduling interviews, asking for short follow-up questions, sending friendly “thank you” messages after the interview, etc.

Also, shorter messages that end with a call-to-action have more impact and their response rates are higher; keeping your message short increases your chances of receiving a response. Read our blog post on best practises for business texting for more information.

3. Text during the regular 9 to 5

24% of candidates consider that receiving text messages outside regular business hours is inappropriate2. You should therefore respect your candidate’s personal time and avoid having them feel as though you are invading their privacy.

If you are texting outside of regular business hours, it can also seem as though your company endorses working overtime, which can be negatively perceived by job seekers.

4. Be professional

Although text messaging is more informal than other means of communication, you should always keep in mind that you are representing a brand and that your company’s business communication etiquette needs to be respected. Therefore, refrain from using jargon, abbreviations and slang to avoid falling into overly casual exchanges.

Not only is it important to polish and proofread your messages to promote your brand image, but job seekers can also be bothered by overly personal texts related to a hiring process.

5. Know your audience

Text messaging is a great tool for reaching candidates. However, it cannot be assumed that texting is for everyone. For young adults under the age of 30, 86% feel positively about texting during the hiring process3. This is not the case however for candidates over the age of 45 years and older that are often less enthusiastic about this method. For this reason, it is crucial to use texting with caution and to know when to stop if the response isn’t positive.

6. Be sensitive about content

Text messaging is a great way to send time-sensitive and succinct messages during the hiring process, but some messages are not appropriate and should be shared through a different communication channel, such as job offers or rejections notes.

7. Keep track of communications

You will want to track of all the information shared with candidates. Keeping vital information like contact details, notes, appointment invites and reminders all in one place can be achieved by using a web-based communication platform that supports texting. The information remains in one place and is accessible to all team members. You also won’t need to use your personal phone number for texting, which is not recommended.

8. Create templates

Text messaging is a great tool in itself to save time and improve productivity during the hiring process. Creating ready-to-use SMS templates for common and repetitive communications can further increase the time saved.

Here are two examples:

Hi { customer.name }, We have to reschedule tomorrow’s interview. Would you be available Friday morning at 10 a.m. instead? If not, please let me know what time would suit you best next Monday-Tuesday. Thank you!

Hi { contact.name }, we are looking forward to meeting you today! Here are the directions to our office [enter your URL]. You can find parking at [enter your URL]. See you soon!

By following these simple guidelines, you will be able to effectively reach potential candidates and improve your communication strategy for a faster, easier and smarter recruiting process.

  1. How Job Seekers Feel About Recruiter Text Messaging
  2. How Job Seekers Feel About Recruiter Text Messaging
  3. Texting Candidates: 4 Rules Every Recruiter Should Follow


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