Regret Email Options in your ATS

One feature to boost your employer brand

One simple applicant tracking software feature plays a big role in how you are perceived as an employer: the regret letter. Receiving timely feedback and information from an employer, whether good or bad, is always better than silence. Studies have shown that a job seekers single biggest frustration is a lack of feedback from employers.

There are a few options an ATS can offer which make communicating with candidates simple and painless. Different hiring patterns make certain options better suited to your company.

Option 1: The mass automatic email
Set up this email once, and have it send when the job is closed or you have made a hire. Every applicant receives the same email, and are notified at the same time. This is the simplest to set up and send out, with no extra action needed from the recruiters or hiring managers. The mass automatic email is ideal for jobs which are posted 30 days or less.

Option 2: Automatic email from the rejection stage
This email is set up once, and can be scheduled to be sent out once a candidate has been moved to the rejection stage. All rejected candidates receive the same email, but at different times; and as with the mass email, there is no extra effort involved. This solution works best for long-running job postings, where candidates may stay in the rejected stage of an open job for months before the job is filled or closed. While a timely notification is nice for the applicant, it can lead to an awkward situation if a recruiter decides to pull a candidate out of the rejected stage and back into consideration.

regret emailOption 3: Manual emails
Send a rejection email to one or more candidates at any time. This option gives the most flexibility in terms of when the email is sent, and to whom. Target selected candidates with one email (for example, those who were rejected during a pre-screen) and email another group of candidates with a separate message (those who were interviewed). The software should allow for email templates for different situations, with placeholders giving a custom and personal feel. While this option is the most powerful, it does cause more action on the part of the job owner to choose when and who to send an email.

Option 4: Manual and Automatic combination
Choosing who receives your email and when, is the best solution for sending specific messages, but it does entail more work. Option 4 is the best of both worlds: send a manual email to selected applicants, and set up an automatic email to the rest once the job is closed. Certainly applicants that have invested more time into the competition deserve a relevant and targeted email, while an automatic message to the lower ranked applicants saves time and ensures all receive a message.

Regret emails in practice

Employers using our StartDate ATS system send out regret emails at different stages of their jobs, for different reasons. For example:

candidate emailAn email is sent to general applicants when there is no job available, thanking them for their application and letting them know that it will be kept on file for when a relevant position is available. In Alberta’s current economy, many businesses are overwhelmed with applicants, but simply don’t have the jobs to fill. Enabling applicants to submit resumes into the system gives the employer a pool of interested candidates to draw on when they start ramping up their hiring. This scenario can also apply to seasonal businesses who need to hire quickly. Having qualified resumes on hand gives them a head start in the hiring process.

Some employers are continually hiring for specific positions all year round. A good example of this are construction companies who always looking for qualified tradespeople to call on for their next project. Candidates who apply but do not meet desired criteria can be sent a regret email, while potential employees can be sent a letter stating that they will be contacted once a position becomes available.

By sending the right type of regret email, employers are keeping the lines of communication open and honest, instead of leaving their applicants in the dark.

See StartDate’s email features