Effective hiring: Optimizing interview assignment emails

Balancing clarity and ease during email correspondence with candidates will not only ensure effective communication but also create a positive experience. Remember that a clearly defined task is already half the battle. Therefore, you need to be specific in formulating and setting an assignment.

Valeriia Samoilova,

Head of Recruitment at Stripo.

Sometimes a single communication can decide a candidate's success or cost them a big chance. That's why it's important to pay attention to your emails at all stages of the interview process. Our article provides practical tips on how to write interview assignment requests with a focus on clarity, efficiency, and engagement so that candidates understand what is expected of them and can demonstrate their abilities. We'll also talk about how you can create professional designs for your emails on your own.

Why it's important to optimize recruiter emails

• 77% of job seekers view the interview process as key to joining a company, and 83% say a negative experience could deter them;
• 80% of candidates who receive a positive communication experience become brand advocates, recommending the company to other talented people;
• 75% of professionals took their current jobs due to the positive experience they had during the application process;
• 94.9% of job seekers prioritize knowing how to follow up after applying;
• 68% of candidates have quit a job application process midway because of its length and complexity;
• 83% of candidates believe a clear timeline would significantly enhance the recruitment experience;
• 70% of candidates agree that assessments help them demonstrate their potential;
• 31% of candidates expect to receive personalized messages about job opportunities from employers;
• 73% of job seekers say looking for a job is one of the most stressful events in life.

With this in mind, let's talk about how to maximize the candidate's positive experience through email communication.

Test assignment before the interview

Why use it:

• to assess the technical or specific skills of candidates before spending time and resources on in-depth interviews;
• to narrow down the pool of candidates to a higher quality one, making the interview process more efficient;
• to check interest: sending a pre-interview ToR also helps assess the candidate's interest and motivation.

Email structure:

1. Introduction: Start with a brief introduction and the company name, thank the candidate for their application, and express your interest in considering them for the position.
2. Purpose: Clearly explain the reason for the test task and how it fits into the overall recruitment process.
3. Task details: Provide a detailed description of the task, including objectives, expected outcomes, and any specific instructions or resources the candidate may need.
4. Timeframe: Set clear deadlines so that the candidate has enough time to complete the assignment without being rushed.
5. Support: Provide contact information for any questions or clarifications about the written assignment, showing support and openness to communication.
6. Next steps: Outline the next steps after the assignment is submitted, including how and when the candidate can expect to hear from you or receive details about potential interviews.

Expert

Kateryna Lobareva,

Senior IT Recruiter.

If you haven't spoken with the candidate before and need to send a test task, I recommend first sharing key and compelling details about the company, including a team photo. Then, detail the stages of the recruitment process, highlighting the inclusion of a test task, its purpose, and the benefits it offers to the candidate.

Expert

Valeriia Samoilova,

Head of Recruitment at Stripo.

Here are a few general tips for when you need to send a test assignment:

1. Use a friendly tone: Even in professional correspondence, it's possible to maintain a light and friendly tone. Let's not forget that there's a living person on the other side of the screen ❤.
2. Be specific in formulating the test and setting the task: Clarity of instructions helps avoid misunderstandings. It's necessary to thoroughly describe all details, including deadlines. Present steps or requirements clearly and sequentially, but do so in a friendly manner without turning the email into a set of strict rules. A clearly stated task is already half the success.
3. Use simple and clear language: Avoid overly complex or specialized jargon and formalism.
4. Show care and humanity: It's possible to include small personal remarks or demonstrate care and interest, for example, by inquiring about their workload and noting that we can meet them halfway by slightly adjusting the deadlines. We strive to make the correspondence warmer and more personal.
5. Offer help and support: Make it clear that you're ready to answer questions or provide additional information if something is unclear to the candidate.
6. Conclude the email positively: Express hope for further cooperation or thank the candidate for paying attention to the email.
7. Check literacy and text formatting:
   • сheck the email for mistakes and proofread it;
   • structure your message: Use paragraphs, lists, and bullets to organize the text; this not only makes our email with the test clearer but also makes it easier to perceive the information.

I'll add, just in case, that we do not go beyond the bounds of friendly-professional communication. In any interaction, it's important to remain humane, polite, and caring.

Test assignment template by Stripo

Test assignment after the interview

Why use it:

• verification: After interviewing candidates and selecting the top few, a test assignment finally confirms their suitability based on practical skills; most often, it is a second or final interview;
• analysis: At this stage, the company can analyze the candidate's approach to problem solving, creativity, and ability to cope with the real tasks that the job entails.

Email structure:

1. Personalized approach: Start by referencing specific topics or discussions from the interview to personalize the email and increase the candidate's interest.
2. Rationale for the assignment: Explain why you're sending them this assignment now, focusing on its importance in further assessing their suitability for the role.
3. Necessary instructions: As before, provide comprehensive information about the task, expectations, and evaluation criteria.
4. Deadline: Clearly communicate the deadline, making sure it is reasonable given the complexity of the task and the candidate's potential current employment.
5. Availability for questions: Offer the candidate the opportunity to contact you if they have any questions, emphasizing your commitment to a transparent and communicative selection process.
6. Acknowledgement: Recognize the effort and time the candidate has invested in this stage of the process and express your appreciation for their continued interest in the position.

Expert

Kateryna Lobareva,

Senior IT Recruiter.

If you have already communicated at the preliminary stage of the interview, then address the candidate in the follow-up email like this: "Thank you for choosing to spend time with our company. We hope this experience will be useful for you." Be polite and friendly.

As always, a test assignment should contain clear instructions. But I think at this stage, it is also important to sell the company and the idea so that candidates feel the value of the brand.

If you are not sending a mass email but writing to an individual directly, you need to personalize it. Use the candidate's experience in technology or other areas as something that interests you in them. For example, "I saw that you have experience with Java and Kotlin technologies. Our project is currently migrating to these technologies, and your expertise would be very useful."

Expert

Valeriia Samoilova,

Head of Recruitment at Stripo.

I agree that it's a good idea to make the email more personal. We can mention the experience the candidate talked about in the interview and explain how it will help in accomplishing the task.

Test assignment template by Stripo

Email signature

In this article, I want to highlight the importance of your email signature, which significantly enhances the professionalism and credibility of your communications. It should contain essential information such as the manager’s name, position, and additional contact details, including your phone number, LinkedIn profile, and other relevant links. Consider adding a link to employee reviews of your company; this can provide candidates with valuable insights, helping them make a more informed decision about joining your organization.

It is also important to note that emails lacking signatures might not align with specific regulations, risking classification as spam. By including a signature, you boost the likelihood of your emails being delivered successfully.

(Source: Stripo email signature)

Would you like to create a similar signature in a couple of minutes? Use Stripo's signature editor for free.

Email design

We reviewed examples of emails with a test assignment and discussed their content. But what if I told you that you can actually create their designs by yourself in a matter of minutes?

Stripo has several solutions for this:

• ready-made interview assignment email templates — you can use a variety of designs and edit them for your own purposes;
• modules — prepare, save, and combine the elements in your recruitment emails;
• custom email design — when you need to create something unique.

With our email editor, you don't need to know HTML and communicate with designers and developers. You can build professional emails on your own in minutes.

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Wrapping up

Interview assignment emails are crucial for enhancing the candidate experience and streamlining the recruitment process. In incorporating expert recommendations and showcasing effective email examples, we've highlighted the significance of clear, engaging communication. Stripo's services simplify email design, allowing hiring managers to create professional emails quickly, improving interaction with candidates. Using Stripo's user-friendly email templates and design tools can save you time, reducing the effort to just a matter of minutes, and enhance the quality of your recruitment emails. Let’s create your next email together and transform your recruitment communication into an impactful candidate experience.