Candidates invest time in your hiring process. Clear updates help them understand whether they need to act, wait or move on. You do not need a lengthy message for every stage, but you do need an honest one.
These templates are starting points. Replace the bracketed details, check the current application status and send through your approved communication channel. Do not promise a timeline or feedback the team cannot provide.
Application acknowledgement
“Hello [name], thank you for applying for [role] at [company]. We have received your application and will review it against the role requirements. [Explain the actual next stage or update timing, if confirmed.] Thank you for your interest.”
An acknowledgement confirms receipt; it should not imply that the person has been shortlisted. If the process uses an automated receipt, make sure it reflects the real workflow and does not make unsupported promises.
Update when the timeline changes
“Hello [name], thank you for your patience regarding [role]. Our review is taking longer than expected because [brief, appropriate explanation]. We expect to provide another update by [date]. There is nothing further you need to send at this stage. Please let us know if your availability changes.”
Use an update date you can maintain, even if the final decision is not yet known. If you cannot give a decision date, say when you will next communicate. Avoid unnecessary internal details or information about other candidates.
Interview invitation
“Hello [name], we would like to invite you to discuss the [role] position. The conversation will cover [job-related topics] and is expected to take [duration]. Please review [available arrangements or times] and let us know what works for you. Tell us if you need an adjustment to participate.”
Confirm the location or joining instructions, participants where useful, and any preparation requested. If there is an exercise, describe its scope and effort before the candidate agrees.
Rejection after a completed review
“Hello [name], thank you for the time you spent applying for [role] and [interviewing with us, if applicable]. After reviewing the requirements and evidence for this vacancy, we will not be progressing your application. We appreciate your interest and wish you well with your search.”
If your organisation provides individual feedback, keep it factual and connected to the role. Check that it matches the documented review. Do not invent a reason, disclose another candidate’s information or make a promise to retain details without appropriate arrangements.
Close the loop in your hiring system
Before sending, check the candidate’s name, role, stage and any previous message. A correct template sent to the wrong person can cause avoidable distress and expose information. Use a second review for sensitive or unusual situations.
After sending, update the record so another colleague does not send a conflicting message. Use OpenDoor’s employer workspace to organise application stages, while checking the actual communication tools and delivery status available in your setup.
What if the vacancy is paused?
Say that the vacancy is paused, explain what that means for the application and offer an honest next update where possible. Do not leave the candidate believing an interview is imminent when no hiring decision can currently be made.
