6 Best Practices for Text Recruiting

In 2022, messaging has become a communication mode essential for a positive candidate experience. As the number one use of smartphones in the USA, messaging has quickly become the preferred way to communicate for many. Text recruiting is a fast and efficient way to connect with potential employees. But, it is only appropriate if done correctly. Texting can lead to embarrassing, costly, and time-consuming mistakes when done wrong. It can even tarnish your company’s employer brand. Here are our best practices for text recruiting:

Text Recruiting - Best Practices for Text Recruiting - Oorwin


Create a Policy for Text Recruitment Etiquette

If you want to reduce the risk of embarrassing yourself or your company, develop a policy for text recruitment etiquette. This should include guidelines on using text recruiting (e.g., what type of texts are appropriate and when it is appropriate to reach out to candidates via text). In addition, it would be best to list the types of communication that are not allowed (i.e., spamming and harassment).

When training your recruiters, make sure they are familiar with the policy and understand how to follow it.


Respect Candidate Privacy

It is not just employees who need boundaries set in an increasingly remote workplace; candidates do. For example, sending an unwanted text to a jobseeker can appear invasive, especially if they are only a passive candidate. In addition, if a candidate is not expecting a text from you, they may be annoyed, offended, or put off because you decided to reach out to them that way.

You should always respect the privacy of potential employees by asking for their consent beforehand, so texting should never be the first method of communication used with a candidate.


Build a Text Recruitment Database

Creating a text recruitment database is one way to ensure that your text recruiting efforts are efficient. Your database can include the names, phone numbers, and email addresses of potential candidates that you reach out to via text.

Doing so is easy with an Applicant Tracking System (ATS) that allows you to store a candidate’s contact information in a database and document your conversations. You can then easily send text messages (or even automated text messages) to potential candidates without manually entering their information every time. 

Next in the list of best practices for text recruiting, let us understand why you should use only short messages while texting.

Only Use Texting for Short Messages

Text messages to candidates should be short and sweet. Email is a much better and more professional mode of communication for any message that is longer than a few lines or sentences. This means that you should not text candidates anything requiring them to respond with a descriptive answer.

Texts should also never include attachments, personal information, or anything not relevant to the job opening. Examples of appropriate things to text candidates about are:

  • inviting candidates to self-schedule a phone call or screening interview
  • confirming an appointment and reminding them of the time, location, or address
  • asking a candidate to email additional documents (e.g., resume, work permit)
  • thanking a candidate after an interview
  • letting them know that you have sent them a time-sensitive email
  • making a past candidate aware of a new opportunity


Be Mindful of Time Zones

When recruiting via text, it is crucial to be mindful of time zones. For example, suppose you’re texting a candidate in a different time zone than you are. They may receive your message at an inconvenient time or even when they are asleep.

To avoid this, always ask the candidate when they would prefer to receive texts. If needed, you can even create a schedule that works with their time zone and send scheduled text messages to them at those times.

If you are unsure, the rule of thumb is to aim for the mid-to-late morning, or between 8 A.M. and 12 P.M. in their respective time zones. This is when candidates typically prefer to be texted.


Use Professional but Friendly Language

Unlike email, texting with a prospective employee can be a great way to personalize your communication. However, it’s still important to use professional language and maintain a certain level of formality when texting a candidate.

Always make sure to introduce yourself, use the candidate’s name, and be clear about the purpose of your text in a friendly and concise way. Avoid using emojis, slang, or excessive abbreviations in your readers.

Texting your candidates can be a great way to engage with them, but only when done professionally and respectfully. The above tips will help you ensure that your text recruiting efforts result in the best possible candidate experience.

With this, we come to an end to this article on the best practices for text recruiting. So, if you are interested to know more about Oorwin’s products, take a product tour today or contact us at +91-8977801805 / USA: +1877-766-7946 to talk to our product advisors.