Skip to main content

Recruitment: 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:

  • Application Confirmation Letter
  • Letter of Regret
  • Interview Letter

Sending letters

  • 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.

image-1616941848928.png

Send the Letter Directly

  • To send the selected letter to the selected applicants, click Send Letters Now .
Send the Letter Directly

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.

  • 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.
Preview and Change the Letter Before Sending It

Letter preview/change

  • 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.
Letter preview/change

Keeping Record of Letters Sent

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

  • 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.