How to Send Follow-Up Emails
Optimise your email timing and follow-up schedule for better candidate engagement.
Recommended Follow-Up Schedule
| Day | Action |
|---|---|
| Day 0 | Initial invitation sent |
| Day 3 | First reminder |
| Day 5 | Second reminder |
| Day 7 | Final reminder |
Response Rates
Most candidates respond within 48 hours. If there's no response after the final reminder, consider moving to the next candidate.
Optimal Send Times
Best Times by Email Type
| Email Type | Best Time to Send |
|---|---|
| Initial invitation | Morning (9-10 AM local time) |
| First reminder | Early afternoon (1-2 PM) |
| Second reminder | Morning (10-11 AM) |
| Final reminder | Morning, 1 day before deadline |
Days of the Week
| Day | Effectiveness |
|---|---|
| Tuesday | Best - highest open rates |
| Wednesday | Good |
| Thursday | Good |
| Monday | Moderate - people catching up |
| Friday | Lower - weekend mindset |
| Weekend | Lowest - best to wait for Monday |
Email Best Practices
Subject Lines
Do: - Keep it clear and action-oriented - Include the job title - Create urgency while staying professional
Avoid: - ALL CAPS - Excessive punctuation!!! - Spam trigger words (FREE, URGENT, ACT NOW)
Examples:
| Good | Avoid |
|---|---|
| "Complete your Software Engineer interview" | "URGENT: Interview waiting!!!" |
| "Reminder: 3 days left for your interview" | "Don't miss this opportunity!!!" |
| "Your interview link for [Company]" | "ACTION REQUIRED IMMEDIATELY" |
Body Content
- Be concise - Get to the point quickly
- Be friendly - Warm but professional tone
- Be clear - State exactly what action is needed
- Be helpful - Include all necessary information
Timezone Handling
For International Candidates
- Use relative time - "within 7 days" vs specific date/time
- Specify timezone - If using specific times, include timezone
- Consider work hours - Send emails during their working hours
Deadline Display
The platform shows deadlines in the candidate's local timezone automatically.
Automating Follow-ups
Using Bulk Actions
- Filter candidates by status (Invited, not started)
- Select all matching candidates
- Use bulk action to send reminder
- Track open and click rates
Scheduling Tips
- Set calendar reminders for follow-up days
- Review non-responders before each reminder
- Remove candidates who have started from reminder lists
Measuring Email Effectiveness
Metrics to Track
| Metric | Target | Action if Low |
|---|---|---|
| Open rate | >50% | Improve subject lines |
| Click rate | >30% | Clarify call to action |
| Completion rate | >25% | Review email content |
| Bounce rate | <5% | Clean email list |
A/B Testing
Test different approaches:
- Subject line variations
- Send time differences
- Template wording
- Call-to-action placement