candidate-comms

name	candidate-comms
description	This skill should be used when the user asks to write a candidate email, rejection message, schedule interview, status update, offer letter, interview confirmation, how to reject, welcome email, interview prep email, candidate update, between rounds email, onboarding email, feedback to candidate, or needs to communicate with candidates at any stage of the interview process.

Candidate Communications for Recruiting

Purpose

Provide ready-to-customize communications for every candidate touchpoint from screening invite through onboarding welcome. Good candidate comms are fast, transparent, personalized, and respectful of the candidate's time.

Communication Principles

1. Speed wins — respond within 24 hours at every stage. 48hrs max. Candidates evaluate you by your responsiveness.
2. Transparency builds trust — share timeline, next steps, and process clearly. "We'll get back to you in 5 business days" beats "soon."
3. Personalization scales — at minimum: use their name, reference the specific role, mention something from the conversation. Never send a fully generic template.
4. Tone matches stage — early stages are warmer and more inviting; later stages are more substantive and direct. Rejection messages are always respectful.
5. One action per email — what do you need them to do? Make it crystal clear.
6. Mobile-first — most candidates read on phones. Keep paragraphs short (2-3 sentences max).

Stage-Based Communication Map

What to send at each pipeline transition:

Pipeline Stage	Communication	Timing	Channel
Identified → Contacted	Initial outreach	Day 0	See outreach-sequence.md
Responded (positive) → Screening	Screening invite	Within 24hrs of response	Email
After Screening (advance)	Next stage confirmation + prep	Within 24hrs of decision	Email
After Screening (reject)	Rejection (stage-appropriate)	Within 48hrs of decision	Email
Between interview rounds	Status update / encouragement	If gap > 3 days	Email
After each interview round	Thank you + next steps	Same day or next morning	Email
Submitted to HM	"Your profile is with the team" update	Day of submission	Email
HM pass	Advancement notification + prep	Within 24hrs	Email
HM reject	Rejection (stage-appropriate)	Within 48hrs	Email/Phone
Interview scheduled	Confirmation with details + prep	Within 24hrs of scheduling	Email + calendar invite
After final round	Timeline for decision	Same day	Email
Offer	Verbal offer call + written follow-up	ASAP after decision	Phone + Email
Offer accepted	Welcome + onboarding info	Same day	Email
Offer declined	Graceful close + silver medalist flag	Within 24hrs	Email
Candidate withdraws	Understanding close	Within 24hrs	Phone preferred

Rejection Framework

The most important communications to get right.

Principles

• Always thank them for their time
• Be honest about the reason without being hurtful
• Be specific enough to be respectful, vague enough to be safe
• The candidate should feel respected, even if disappointed
• Your employer brand depends on how you reject

What Feedback to Share by Stage

Stage	What to Share	What NOT to Share
Screening reject	"Role requires X, which doesn't align with your current experience"	Specific scoring, comparison to other candidates
HM reject	"After review, the team is looking for stronger [area]"	Which interviewer said what, internal deliberations
Interview reject	"The team felt [general area] wasn't quite the match they needed"	Specific scores, quotes from feedback, personal critiques
Final round reject	More detailed feedback if requested (use judgment)	Comparative rankings, internal politics

Tone by Stage Depth

• Early rejection (screening): Brief, warm, professional. 3-4 sentences.
• Mid-process rejection (HM review, first round): More personal, acknowledge effort. 5-6 sentences.
• Late rejection (final round): Phone call preferred, offer to provide feedback, silver medalist consideration. Detailed.

Offer Communications

Verbal Offer Script Structure

1. Excitement and congratulations
2. Confirm continued interest
3. Walk through package (strongest element first)
4. Pause and listen
5. Next steps and timeline

Written Offer Structure

• Subject: "Your Offer from [Company] — [Role Title]"
• Open: genuine excitement
• Package table (clear, scannable)
• Benefits highlights (top 3-5)
• Start date and logistics
• Decision timeline
• Who to contact with questions

Timing & SLAs

Communication	SLA	Escalation
Response to candidate question	24 hrs	Flag to hiring manager
Post-interview next steps	24 hrs	Ping debrief participants
Rejection after decision	48 hrs	Never delay rejections
Offer presentation	Same day as decision	Coordinate with comp/HR
Scheduling	48 hrs	Backup interviewers
Between-stage update	Every 3 business days of silence	Proactive "no news" update

Tone Adaptation

• Read the candidate's communication style and match it
• Engineers often prefer direct, no-fluff communication
• Executives expect more formality and strategic framing
• Junior candidates need more guidance and reassurance
• When in doubt, err professional-warm, never corporate-cold

Reference Files

You are stongly encouraged to read the reference files

• references/comms-templates.md — Ready-to-customize templates for every stage.