Ever wondered if your “thank you for applying” email makes the right impression? Sending a prompt, thoughtful response to job applicants isn’t just polite—it also reflects your company’s professionalism and culture.
Knowing how to craft the perfect thank-you email can help you attract top talent, maintain a positive reputation, and streamline your hiring process. In this article, you’ll find a template, practical tips, and helpful insights to ensure your messages are warm and effective every time.
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What Is a “Thank You for Applying” Email Template?
A “thank you for applying” email template is a standard email that companies use to acknowledge receipt of a job application. This message assures candidates that their application has been received, outlines what to expect next, and expresses gratitude for their interest in the company. It’s one of the first direct interactions applicants have with an employer, making it a crucial step in shaping a positive candidate experience.
Why Sending a “Thank You for Applying” Email Matters
Sending an acknowledgment doesn’t just show good manners. It also serves several important purposes in your recruitment process:
- Professionalism: It demonstrates your company’s organized and respectful approach.
- Candidate Experience: Applicants feel valued and informed, even if they’re not selected.
- Transparency: It outlines next steps, reducing uncertainty and follow-up emails.
- Employer Branding: Candidates share their experience with others, influencing your reputation.
Key Elements of a Strong “Thank You for Applying” Email
Crafting an effective email template involves more than just saying thanks. Here’s what to include:
- Personalized Greeting: Address the candidate by name whenever possible.
- Thank You Message: Express appreciation for their interest and application.
- Position Recap: Mention the specific job they applied for.
- Next Steps Information: Explain your process and what candidates should expect.
- Contact Details: Provide a way for candidates to ask questions if needed.
- Company Signature: Sign off professionally with your name, title, and company branding.
Let’s break these down further:
1. Personalized Greeting
People appreciate when emails feel personal. Use the candidate’s name, and avoid generic phrases like “Dear Applicant.” Personalization helps you stand out and shows attention to detail.
2. Thank You Message
Keep this section warm but concise. Thank the applicant for their time, interest, and effort in applying to your company.
3. Position Recap
Include the job title or reference number. This clarity is helpful, particularly if your organization fills multiple roles simultaneously.
4. Next Steps Information
Inform the candidate of the process ahead. For example:
- When or if they can expect to hear back
- If only shortlisted candidates will be contacted
- An estimated timeline for decisions
5. Contact Details
A brief invitation to reach out with questions helps keep communication channels open. Provide an appropriate email or phone number.
6. Professional Signature
Sign off with your name, job title, and any relevant company branding. This reinforces professionalism and trust.
Sample “Thank You for Applying” Email Templates
Here are two sample templates you can adapt for your organization:
Simple Template
Subject: Thank You for Your Application – [Job Title]
Dear [Candidate Name],
Thank you for applying for the [Job Title] position at [Company Name]. We appreciate the time and effort you have taken to apply.
We are currently reviewing all applications and will contact shortlisted candidates for the next steps within [time frame].
If you have any questions, please don’t hesitate to reach out.
Best regards,
[Your Name] [Your Title] [Company Name]
Friendly & Detailed Template
Subject: We’ve Received Your Application!
Hi [Candidate Name],
Thank you so much for your interest in joining [Company Name] as a [Job Title]. We are excited to learn more about you!
Here’s what happens next: Our hiring team will review your application in detail. If your profile matches our criteria, we’ll be in touch to arrange an interview. Otherwise, we will keep your resume on file for future opportunities.
Feel free to email us at [[email protected]] if you have questions about your application.
Wishing you the best,
[Your Name] [Your Title] [Company Name]
Step-by-Step: How to Write Your Own “Thank You for Applying” Email
If you want to write a customized acknowledgment, follow these steps:
- Start Promptly
Send the acknowledgment within 24-48 hours of receiving the application. - Open with Personalization
Greet the candidate by name. - Express Thanks Clearly
Start with a sentence thanking the candidate. - Restate the Position
Reference the specific job or department. - Manage Expectations
Briefly inform candidates about the review process and expected timeline. - Add a Helpful Touch
Offer a way to contact you for questions. - End Professionally
Use a polite sign-off and include your name and company. - Check for Errors
Proofread for typos and clarity.
Benefits of Using a “Thank You for Applying” Email
Sending prompt and polite acknowledgments offers many advantages:
- Promotes Goodwill: Even rejected candidates feel respected.
- Reduces Candidate Anxiety: Applicants know their application was received.
- Minimizes Follow-Ups: Fewer emails asking for status updates.
- Boosts Employer Brand: Candidates are more likely to recommend and re-apply.
- Improves Recruiter Efficiency: Standardized templates save time.
Challenges and How to Overcome Them
While seemingly simple, creating effective thank-you emails can come with obstacles:
1. High Volume of Applications
If you receive hundreds of applications, consider using applicant tracking systems (ATS) to automate responses.
2. Maintaining Personalization
Bulk emails can feel impersonal. Personalize fields like name and job title through merge tags or smart templates in your ATS.
3. Consistency Across Teams
Make sure all recruiters use the same tone and process. Create a central repository of templates and guidelines.
4. Keeping Information Up to Date
Update your template to reflect any changes in the recruitment process or timelines.
Best Practices for Effective Communication
Here’s how to make your thank-you emails stand out:
- Be Timely: Send the email as soon as possible after receiving the application.
- Keep It Short and Sweet: Don’t overload candidates with information.
- Remain Positive and Professional: Maintain a friendly tone, even in rejection scenarios.
- Clarify Next Steps: Set expectations so candidates aren’t left wondering.
- Avoid Jargon: Use clear, simple language.
When (and When Not) to Send a Thank You for Applying Email
When to Send
- For every valid job application, even if the candidate is not advancing.
- After receiving open applications or expressions of interest.
- Following referrals or recommended applicant submissions.
When Not to Send
- For obviously spam or irrelevant applications (filter these out carefully).
Most applicants expect some form of acknowledgment, so err on the side of communication.
Tips for Small Businesses or Limited Resources
- Use free or built-in email tools for templates (such as Gmail or Outlook).
- Automate emails through free ATS platforms if possible.
- Dedicate a short session each day for sending acknowledgments if automation isn’t feasible.
Cost Considerations
Generally, sending thank-you emails comes at no additional cost—besides your email service or ATS subscription. If you’re shipping physical application packs or correspondence (rare today), consider postage costs. However, 99% of “thank you for applying” communications are via email, which is free or included in your existing software costs.
Summary
A well-crafted “thank you for applying” email is a small investment of time that pays big dividends in professionalism, candidate satisfaction, and employer branding. Simple, timely communication helps applicants feel valued and keeps your recruitment process running smoothly. Customize your template to reflect your company culture, and keep your message clear, kind, and concise. By following best practices and staying proactive, you’ll provide an outstanding candidate experience—with very little cost or effort.
Frequently Asked Questions (FAQs)
1. Should I send a thank you for applying email to every applicant, even if they are not moving forward?
Absolutely. Acknowledging every application shows respect and professionalism. It also prevents confusion and ensures candidates don’t wonder if their application was lost.
2. What’s the ideal time frame for sending an acknowledgment email?
Aim to send your acknowledgment email within 24-48 hours after receiving the application. Promptness reassures candidates and sets the tone for your hiring process.
3. How can I personalize automated thank you emails?
Most applicant tracking systems allow you to use personalization fields (such as first name and job title). This keeps automated messages warm and relevant.
4. What should I include if the candidate is not being considered further?
You can mention that their application won’t be progressing but thank them sincerely for their interest. Optionally, encourage them to apply for other roles in the future.
5. Can thank you for applying emails help with our employer branding?
Definitely. Positive experiences—even through automated messages—make candidates more likely to speak highly of your organization, re-apply in the future, and recommend your business to others.