SMS Templates for Recruiting Firms

Recruiting Firms use SMS because it fits how candidates and hiring teams actually communicate, with quick replies that keep searches moving. In SaaS, sales, and support hiring, texting works well for time-sensitive touches like new-lead outreach, interview follow-ups, trial shifts, and renewal-style check-ins on active pipelines. This collection provides ready-to-use, conversational SMS templates that make sure messages stay clear, timely, and practical across common lifecycle moments.

Candidate Outreach

Recruiting firms often need quick replies after a new role or profile match is identified. SMS works because it reaches candidates where they already check messages, supports short yes-no responses, and reduces missed contact. The goal is timely engagement and follow-through to schedule a call or confirm interest.

Template 1:

Hi [First Name], this is [Rep Name] at [Company Name] - we have a [Job Title] that matches your background in [Location]. Are you open to a quick call on [Date] at [Time]?

Template 2:

Hi [First Name], following up from [Company Name] about the [Role Name] we matched you with. Can you reply yes/no on interest, or grab a time here: [Scheduling Link]?

Interview Scheduling

Recruiting Firms coordinating interview times often face rapid schedule changes and limited email attention. SMS is effective because it delivers time-sensitive updates fast, supports simple confirm-reschedule replies, and documents availability. The goal is quick responses and follow-through so interviews get confirmed with fewer no-shows.

Template 1:

Hi [First Name], it’s [Rep Name] with [Company Name] - can you confirm your interview for [Role Name] on [Date] at [Time]? Reply C to confirm or R to reschedule.

Template 2:

Hi [First Name], quick update from [Company Name] - the interview time for [Role Name] shifted to [Date] at [Time]. Does that work for you, or should I send a few new options?

Interview Reminders

Recruiting firms use SMS to remind candidates of upcoming interviews, as text messages are typically read quickly and prompt immediate action. This approach supports higher response rates and helps make sure candidates confirm or update their attendance efficiently.

Template 1:

Hi [First Name], it’s [Rep Name] from [Company Name] with a reminder for your [Role Name] interview on [Date] at [Time]. Can you reply Yes to confirm or send a better time?

Template 2:

Hi [First Name], checking in ahead of your [Role Name] interview on [Date] at [Time]. If you need to reschedule, share a couple times that work or use [Scheduling Link].

Client Feedback Requests

Recruiting firms requesting client feedback on candidate submissions benefit from SMS because it prompts immediate attention and supports concise responses. This approach helps drive timely feedback, making sure the hiring process moves forward without unnecessary delays or missed updates.

Template 1:

Hi [First Name], it’s [Rep Name] with [Company Name] checking in on our [Role Name] submission. Could you reply with a quick update on next steps or any concerns?

Template 2:

Hi [First Name], do you have 1-2 notes on the [Role Name] candidate we sent over from [Company Name]? A brief reply with interested/pass/no-fit helps us keep things moving.

Offer Follow-Ups

When a candidate receives a job offer, SMS provides a direct and timely way for recruiting firms to confirm acceptance or address questions. This method encourages prompt responses, supports clear next steps, and helps maintain momentum in the hiring process.

Template 1:

Hi [First Name], it’s [Rep Name] with [Company Name] checking in on the [Role Name] offer. Are you ready to accept, or would a quick call on [Date] at [Time] help?

Template 2:

Hi [First Name], wanted to see if any questions came up on the [Job Title] offer from [Company Name]. Reply with accept, questions, or a time that works and I’ll line up the next step.

Start-Date Confirmations

A start-date confirmation is a critical step where recruiting firms need to verify that candidates are ready to begin as planned. SMS is effective because it delivers reminders directly, prompts quick replies, and helps make sure both parties are aligned on timing and expectations. The goal is reliable confirmation.

Template 1:

Hi [First Name], it’s [Rep Name] at [Company Name] checking in on your [Role Name] start date of [Start Date]. Can you reply Confirmed or Need to change?

Template 2:

Hi [First Name], quick start-date check for [Position] in [Location] with [Company Name] - are you still set to start on [Start Date] at [Time]? Reply Yes or send your preferred new start date.

Candidate Nurturing

Building long-term relationships with candidates requires consistent, relevant communication. SMS is effective for nurturing because it delivers personalized updates and check-ins directly, prompting candidates to respond, express continued interest, or update their status. The goal is ongoing engagement and sustained interest.

Template 1:

Hi [First Name], it’s [Rep Name] with [Company Name] checking in - are you still open to hearing about new [Role Name] options in [Location]? Reply interested or pass and I’ll update your file.

Template 2:

Hi [First Name], quick touch-base from [Company Name] - has anything changed with your availability, target [Pay Rate], or preferred [Shift]? Reply with updates or say no change and I’ll keep an eye out.

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