Acknowledge the application
“Hello [name], we received your application for [role] on [date]. Applications close on [date], and we expect to share the next update by [date]. Thank you for your interest in [company].”
Only promise a date your team can realistically meet.
Invite a candidate to interview
“Hello [name], we would like to invite you to interview for [role]. The proposed time is [date and time] at [location or video platform]. The conversation will take about [duration] and will cover [topics]. Please reply to confirm or request another available time.”
Include the contact person and any genuine preparation required. Do not surprise candidates with lengthy unpaid tasks.
Explain a delay
“Hello [name], our decision for [role] is taking longer than planned. We now expect to update you by [new date]. Your application remains under consideration. We apologise for the delay.”
A short honest update is more useful than silence.
Decline respectfully
“Hello [name], thank you for the time you invested in applying for [role]. We will not be moving your application forward. We selected candidates whose evidence more closely matched [one job-related area]. We appreciate your interest and wish you well with your search.”
Give feedback only when it is specific, accurate and appropriate to share. Avoid invented praise or comparisons with other candidates.
Confirm the next step after a decision
For a successful candidate, state what happens next without treating a verbal message as the whole offer. Confirm the contact person, documents to review, deadline for questions and proposed start process.
Keep Jobza statuses current
Move candidates through the Jobza pipeline when a real decision is made. Timely applied, shortlisted, interview, hired and rejected updates help candidates understand what happens next and help the employer team work from one shared record.