Email Templates for Communicating with Job Candidates During COVID-19

Sharing instructions for video interviews:

Subject: Information about your next interview

Hi [Candidate],

For your interview on [date] at [time], we’ll be using [your video conferencing platform of choice].

Here are instructions for how to use this application: [link]. We recommend that you spend some time in advance of your call getting familiar with the technology (but no need to become an expert on it! We won’t be assessing you on your tech skills).

Please let me know if you have any questions or issues!

Best,
[Your name]

If you’re still hiring, but your timeline has shifted:

Subject: Update on our hiring process

Dear [Candidate],

Thank you for your interest in our [job title] role at [name of your organization]!

We hope you and your loved ones are safe and healthy during this tumultuous time. I’m writing a quick update on the [job title] hiring process.

While we are still actively hiring for this position, we are slowing down on screening new applications so that we can respond to the impact of the COVID-19 pandemic and focus on supporting our team and [stakeholders / clients / members / volunteers / community]. This means that we need more time (up to two weeks) to review applications and respond to candidates. Please know that we will be reviewing all applications and following up as soon as we can.

Thank you for your patience!

Best,
[Your name]

If you’re pausing the search:

Subject: Update on our hiring process

Dear [Candidate],

Thank you for your interest in our [job title] role at [name of your organization]!

We hope you and your loved ones are safe and healthy during this tumultuous time. I’m writing a quick update on the [job title] hiring process.

I’m sorry to share that we’ve decided to suspend our search for this role. Our current focus is on responding to the impact of the COVID-19 pandemic and supporting our team and [stakeholders / clients / members / volunteers / community]. When we do resume this search, we hope we’ll be able to reach out to you and pick up right where we left off. Of course, we realize this means that you may no longer be available (and if that’s the case, we truly hope you land somewhere great!). Regardless, please know that you will definitely be hearing from us once we have more certainty about our timeline.

Thank you for your understanding, and we wish you the best!

Sincerely,
[Your name]