Nobody loves to be put on hold, especially during the hiring journey of candidates. A quick reply saying, ‘We received your resume and we’re reviewing it” gives a sense of relief to candidates. It also puts confidence in candidates back in minds that his/her efforts are not wasted while applying for open roles. Hence, an acknowledgment email is important.

What is an Application Acknowledgment Email?

An Application Acknowledgement email is a brief confirmation sent to applicants acknowledging the receipt of their submitted application. It typically includes the submission date, and a reference number, and expresses gratitude for their interest, providing reassurance that their application is under consideration.

What you should include in an acknowledgment email

• Start with a personalized and warm greeting. Address the candidate by their name to make the communication feel more individualized and less automated.
• Take a moment to genuinely thank the candidate for their interest in the company and for the effort they’ve put into their application. This not only confirms the receipt of their application but also conveys appreciation for their desire to be a part of the organization.
• Provide a brief overview of the selection process. Outline the subsequent steps involved, whether it’s a series of interviews, assessments, or background checks. This gives the candidate a clearer understanding of what to expect.
• Offer a tentative timeline for the hiring process. Inform candidates about when they might expect further communication or updates. This helps manage their expectations and reduces anxiety during the waiting period.
• Provide a point of contact, such as an HR representative or hiring manager, for any queries or clarifications. This openness reflects positively on the company’s approachability and transparency.
• If applicable, reassure candidates that their personal and professional details will be treated with the utmost confidentiality and used solely for the purposes of the hiring process. This addresses concerns about data privacy.
• Conclude the email on a positive note. Express anticipation and enthusiasm for potentially progressing with their application. A professional sign-off wraps up the communication effectively.

Email Template for Application Acknowledgment