Recruiting isn’t just about finding the right candidates; it’s about keeping them engaged from the moment they hit “Apply” until they accept your offer. The reality? Communication often makes or breaks the candidate experience. According to CareerPlug, 58% of job seekers say they’ve declined a job offer due to poor communication during the hiring process.

That’s where an applicant communication plan comes in. With the help of AI, guided by humans, you can transform that plan into a personalized, responsive, and scalable system that keeps candidates engaged at every stage.

In this post, we’ll walk through a communication plan that covers the entire applicant journey, complete with examples of text and email templates, and show you how generative AI (genAI) can elevate your recruiting strategy.

Why You Need a Communication Plan

Think about your last online order. Chances are, you received an immediate confirmation, shipping updates, and maybe even a delivery follow-up. Candidates expect the same treatment when they apply for a job.

Without a plan:

• Candidates feel ghosted and will disengage.
• Recruiters spend hours manually sending follow-ups.
• Top talent gets snapped up by competitors.

With a plan powered by AI:

• Every applicant gets timely, personalized messages.
• Recruiters can focus on building relationships, not chasing inboxes.
• Engagement data (opens, clicks, replies) helps refine messaging.

Building Your Applicant Communication Plan

Here’s a sample framework that covers the five major stages of the applicant journey:

1. Application Received
2. Application Review
3. Interview Scheduling
4. Post-Interview
5. Offer and Onboarding

Let’s break it down step by step—with example templates.

Stage 1: Application Received

Goal: Acknowledge the application immediately and set expectations.

AI Superpower: Auto-generate personalized responses that include details from the candidate’s resume or job they applied for.

Mobile Text Example:

Hi [First Name], thanks for applying to [Job Title] at [Company]. We’re reviewing your application and will follow up within 3 business days. – [Company] Recruiting

Email Example:
Subject Line: Thanks for applying to [Company]!
Hi [First Name],
We’ve received your application for the [Job Title] position. Our team is reviewing your background, and we’ll be in touch soon with next steps. In the meantime, feel free to explore more about our culture here: [link].
– [Company] Talent Team

Stage 2: Application Review

Goal: Keep candidates warm while you assess fit.

AI Superpower: Send updates triggered by candidate engagement. For example, if a candidate clicks on a career site link, AI can follow up with more tailored content.

Mobile Text Example:

Hi [First Name], thanks again for your interest in [Company]. Your application is moving forward in our review process. We’ll reach out soon to schedule an interview.

Email Example:
Subject Line: Update on your [Job Title] application
Hi [First Name],
We’re excited to let you know that your application is progressing. While we review, here are some insights into what it’s like to work with us: [link to team video, blog post, or employee testimonial].
We’ll be in touch soon!
– [Company] Recruiting Team

Stage 3: Interview Scheduling

Goal: Simplify scheduling and confirm details quickly.

AI Superpower: AI can propose times automatically based on recruiter and hiring manager calendars, plus send reminders via SMS or email.

Mobile Text Example:

Hi [First Name], we’d like to schedule your interview for the [Job Title] role. Use this link to pick a time that works best for you: [scheduler link].

Email Example:
Subject Line: Let’s schedule your interview with [Company]
Hi [First Name],
We’d love to meet you! Please use the link below to select a time that works for your interview. Once confirmed, you’ll receive a calendar invite and prep materials.
[Scheduler Link]
Looking forward to our conversation!
– [Interviewer’s Name], [Job Title]

Stage 4: Post-Interview

Goal: Close the feedback loop and keep engagement high.

AI Superpower: Generate customized thank-you emails referencing key interview discussion points (based on recruiter notes).

Mobile Text Example:

Thanks again for interviewing with [Company], [First Name]. We’ll follow up within [X days] with next steps.

Email Example:
Subject Line: Thank you for interviewing with [Company]
Hi [First Name],
Thank you for meeting with us about the [Job Title] role. We enjoyed learning about your background, especially your experience with [specific skill/project pulled from notes].
We’ll follow up within [X days] with next steps.
– [Company] Hiring Team

Stage 5: Offer and Onboarding

Goal: Celebrate the offer and smooth the transition into onboarding.

AI Superpower: Draft tailored offer communications and pre-boarding checklists. AI can also send nudges if candidates haven’t signed the offer yet.

Mobile Text Example:

Congratulations, [First Name]! We’re excited to offer you the [Job Title] role at [Company]. Check your email for details and next steps.

Email Example:
Subject Line: Your offer from [Company]
Hi [First Name],
Congratulations! We’re thrilled to offer you the position of [Job Title] at [Company]. Please review your offer letter here: [link].
Once accepted, you’ll receive details about your first day and onboarding. We can’t wait to welcome you to the team!
– [Company] Talent Team

How AI Elevates This Plan

AI doesn’t replace the human touch. It amplifies it. Here’s how:

• Personalization at Scale: AI can weave in candidate-specific details (skills, location, interests) into templates.
• Smart Triggers: If a candidate hasn’t opened an email, AI can send a follow-up text. If they click on a career site blog, AI can send related content.
• Time Savings: Recruiters save hours each week by automating routine communications.
• Data Insights: AI tools analyze response rates and recommend tweaks for better engagement.

Putting It All Together: Your AI Applicant Communication Plan

Here’s a snapshot of what a fully powered AI applicant communication plan looks like in practice:

1. Day 0: Application confirmation (email + optional SMS).
2. Day 2–3: Application review update with personalized content.
3. Day 5–7: Interview invite sent via AI-powered scheduler.
4. Day 7–14: Automated reminders and prep content leading up to the interview.
5. Post-Interview: Thank-you message and timeline for feedback.
6. Offer Stage: Personalized offer package + onboarding reminders.

A strong applicant communication plan is no longer optional; it’s essential to compete in today’s talent market. With AI, you can make every touchpoint timely, personal, and impactful, without overloading your recruiters.

By blending automation with authentic messaging, you create an experience that mirrors the best customer journeys: clear, responsive, and human-centered. Candidates notice the difference, and they’ll remember it when it’s time to accept your offer.

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Human-First Hiring: Why Your Top Candidates Deserve More Than a Chatbot | Talroo

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