Application Acknowledgement

Dear %ApplicantName%,

This is to acknowledge the receipt of your application for our recently advertised position in %UnitName%, for the %PositionName% position. The search committee will begin to review applications shortly. Thank-you for applying for this position in the department of %UnitName% at XXX.

Phone Interview Confirmation

Hello %ApplicantName%,

Thank you for your interest in the [POSITION TITLE] position at [INSTITUTION NAME]. This email confirms your phone interview with [RECRUITER NAME] on [DATE] at [TIME]. The recruiter will call you at [PHONE NUMBER] to begin the interview. Please allow 20-30 minutes. Feel free to contact me if you have any questions or if I can be of further assistance. We look forward to speaking with you!

In-Person Interview Confirmation

Hello %ApplicantName%,

Thank you for your response/speaking with me. Per your email/our conversation, you are confirmed for your interview for the [POSITION TITLE] position. You will be interviewing on [DATE] at [TIME]. You will be meeting with Interviewers for [DURATION]. Your interview will be held at [ADDRESS]. When you enter the building for your interview, please tell the reception/security desk to call extension [XXXX] and [PERSON ESCORTING] will meet you for the interview. Please let me know if you have any questions or if you need clarification on the directions/parking!

Pre-Selection Rejection

Dear %ApplicantName%:

I would like to express my appreciation for your interest in our recruitment for %PositionName% in the %UnitName% at XXX. We have completed our evaluation process and have identified candidates for interviews, and you have not been selected for an interview. The applications of other candidates, who more closely match the requirements of our job, will be considered further. Thank you for your interest in this position, and we wish you the best in all your future endeavors.
 

Post-Selection Rejection

Dear %ApplicantName%:

I would like to express my appreciation to you for your interest in our recruitment for %PositionName% in the %UnitName%. This email is to inform you that the %UnitName% has filled this position. The search drew a large number of highly qualified candidates, and our decision was a difficult one. We have selected another candidate whose experience, education, and training most closely match the requirements of the position and needs of %UnitName%. Thank you for your interest in this job, and we wish you the best in all your future endeavors.

General Rejection

Hello %ApplicantName%,

Thank you for considering [INSTITUTION NAME] as an option in your career search. We have reviewed your resume and qualifications. The choice for this position has been a difficult one. We have been fortunate to have a large number of applicants with a wealth of knowledge and experience. Your credentials are very impressive, and we are sure you would contribute to our University. However, we feel that another candidate more closely meets our needs at this time, and so we regret to inform you that we are no longer considering you as a candidate. In no way should this be considered a negative reflection of your experience or qualifications. We greatly appreciate your interest in this position and the time and effort that you have spent to supply us with information. We wish you well in your career endeavors and again thank you for your interest.

Schedule Interview

Dear %ApplicantName%:

Thank you for your recent application in the Department of %UnitName% for the %PositionName% position. The search committee has reviewed applications and would like to extend an interview opportunity to you. This will be conducted via zoom and will consist of:

• 15 min meeting with the department head
• 45 min meeting with faculty
• 1 hour seminar that presents a topic of general interest to the faculty at a level that is similar to a lecture as opposed to a research seminar.

Interviews are currently being scheduled over the following dates: [DATE OPTIONS]
Please let me know which date(s) work with your schedule, and I will work with you on the next steps. Thank-you for applying for this position in the Department of %UnitName% at XXX, and I look forward to hearing from you.

Setup Phone Interview

Dear %ApplicantName%,

The hiring committee has reviewed your qualifications and would like to move you forward in the process. The next step is a phone interview with the committee chair. They will have some detailed questions about your experience and go into the needs for the open position and the team.

Need More Information

Dear %ApplicantName%,

While in the process of reviewing your application, some additional questions have come up. (You may want to choose one or more of the following):

• Can you please clarify your answer to the following question?
• Can you please upload a different version of your resume or cover letter? The formatting was not compatible with our system so we are having trouble deciphering it.
• Can you please clarify your availability, salary, references, etc.?

If you have any questions or concerns, please reach out and let me know at your earliest convenience.

Checking In

Dear %ApplicantName%,

I hope your week is going well. I wanted to touch base with you so that you would not think we had forgotten you. The Hiring Committee expects to make decisions about second interviews for the position “%PositionName%” next week. I will be getting back to you as soon as I can after I hear back. In the meantime, please let me know of any questions you have for me or anything new on your end that the Hiring Committee should know about. Thanks again, and have a wonderful weekend!