# Send Letters to Applicants

In order to enable basic communication between HR and the applicants, a couple of standard letter templates are available for sending electronically to applicants. Some are:

<div data-article-id="496062" data-workflow="false" id="bkmrk-application-confirma"><div data-article-id="496062" data-workflow="false"><div><div>- Application Confirmation Letter
- Letter of Regret
- Interview Letter

</div></div><div><div data-step-uuid="9f377120-b536-428e-82cf-2d538e2cc21f"></div></div></div></div>## <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>Sending letters

<div data-article-id="496062" data-workflow="false" id="bkmrk-click%C2%A0system-adminis"><div data-article-id="496062" data-workflow="false"><div data-article-id="496062" data-workflow="false"><div data-step-uuid="9f377120-b536-428e-82cf-2d538e2cc21f"><div>- Click ***System Administration** on the **Administration Menu.***
- From the landing page and for a specific advertisement, navigate to ***Modules | Recruitment | Administration | Advertised Positions |View/Edit Applications*** to get to the **Applications Received** page.
- Select the applicant(s) to whom a particular letter is to be sent by ticking the **Select** checkbox for their records.
- Locate the following area in the **Applications** section and select the appropriate letter from the lookup.
- The selected applicant with the appropriate letter is now indicated as shown below.

</div><div></div></div></div></div></div>[![image-1616941848928.png](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/scaled-1680-/Kq5R1lwWM2AooFl7-image-1616941848928.png)](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/Kq5R1lwWM2AooFl7-image-1616941848928.png)

<div data-article-id="496062" data-workflow="false" id="bkmrk--0"><div data-article-id="496062" data-workflow="false"><div data-step-uuid="9f377120-b536-428e-82cf-2d538e2cc21f"><div></div><div></div><div data-step-uuid="b5da6785-3086-439d-ac73-2dfee5019e92"></div></div></div></div>### <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>Send the Letter Directly

<div data-article-id="496062" data-workflow="false" id="bkmrk-to-send-the-selected"><div data-article-id="496062" data-workflow="false"><div><div data-step-uuid="9f377120-b536-428e-82cf-2d538e2cc21f"><div><div data-step-uuid="b5da6785-3086-439d-ac73-2dfee5019e92"><div><div>- To send the selected letter to the selected applicants, click **Send Letters Now** .

</div><div>[![Send the Letter Directly](http://media.screensteps.com/images/signify/496062/1/rendered/3046d0e4-876b-4dd3-96f6-6595a9cbd86c_display.png)](http://signify.screenstepslive.com/s/10619/m/52431/l/496062-recruitment-send-letters-to-applicants/show_image?image_id=8242418)</div><div></div></div></div><div data-step-uuid="c156ddd4-4db7-4919-bc11-1814f70aa0c0"></div></div></div></div></div></div>### <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>Preview and Change the Letter Before Sending It

Occasionally it may be necessary to edit a letter before sending it out. This is accomplished in the following manner.

<div data-article-id="496062" data-workflow="false" id="bkmrk-after-selecting-the-"><div data-article-id="496062" data-workflow="false"><div><div data-step-uuid="9f377120-b536-428e-82cf-2d538e2cc21f"><div><div data-step-uuid="c156ddd4-4db7-4919-bc11-1814f70aa0c0"><div><div>- After selecting the applicant who should receive the letter, instead of clicking **Send Letters Now**, click **Action** for the first applicant to open the available options.

</div><div>[![Preview and Change the Letter Before Sending It](http://media.screensteps.com/images/signify/496062/1/rendered/525a240a-1adf-4755-9c40-53caf75ac6ce_display.png)](http://signify.screenstepslive.com/s/10619/m/52431/l/496062-recruitment-send-letters-to-applicants/show_image?image_id=8242421)</div><div></div></div></div><div data-step-uuid="b6699621-25a1-47bc-a394-9ac47653cb1c"></div></div></div></div></div></div>### <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>Letter preview/change

<div data-article-id="496062" data-workflow="false" id="bkmrk-from-the-list-select"><div data-article-id="496062" data-workflow="false"><div><div data-step-uuid="9f377120-b536-428e-82cf-2d538e2cc21f"><div><div data-step-uuid="b6699621-25a1-47bc-a394-9ac47653cb1c"><div><div>- From the list select **Preview / Change selected Letter before sending** to open the following page.
- Update or change the letter as required and click **Send Now** to send the email.

</div><div>[![Letter preview/change](http://media.screensteps.com/images/signify/496062/1/rendered/55d3e227-a99f-4fce-bf17-64e9464a9074_display.png)](http://signify.screenstepslive.com/s/10619/m/52431/l/496062-recruitment-send-letters-to-applicants/show_image?image_id=8242424)</div><div></div></div></div></div></div><div data-step-uuid="9d0691a1-83f9-40b3-95a4-30830fb9c82a"></div></div></div></div>## <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>Keeping Record of Letters Sent

A record is kept of every letter sent from the **Recruitment &amp; Selection** module. These records can be accessed as follows.

<div data-article-id="496062" data-workflow="false" id="bkmrk-every-letter-that-is"><div><div data-step-uuid="9d0691a1-83f9-40b3-95a4-30830fb9c82a"><div><div>- Every letter that is sent from the module is sent via the Signify Software Email Runner component.
- The email runner sometimes takes a couple of minutes to send a letter out. Once done it will update the applicant’s record.
- In the **Letters Sent** field a count is kept of letters sent.
- To view the letters that have been sent to an applicant, in the **Letters Sent** field, click **VIEW** to display the detail.
- On this page, if you need to see the full email that was sent out, click **View Email** to display the page.

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