Texting Guide for Candidate Outreach

Candidate outreach works best when it’s personal, clear, and easy to respond to. Recruiters need to reach top candidates quickly and make a strong first impression. TextUs helps recruiting teams connect faster by turning cold outreach into genuine conversations.

How TextUs Fits Candidate Outreach Workflows

TextUs Campaigns can reach curated candidate lists from your ATS or CRM with short, targeted messages. You can attach PDFs or images like job one-pagers, culture decks, or event flyers so candidates can learn more instantly.

Keywords such as APPLY, INFO, or DEMO can route replies into Sequences that can share links or schedule calls automatically.

Replies appear in the Shared Inbox where recruiters can assign ownership, respond with templates, and track engagement. Integrations can sync message history to your ATS so every touchpoint stays visible in the candidate record.

You can monitor deliveries, replies, and clicks, then export CSVs to connect SMS activity to interviews and hires.

What to Set Up First

Connect your ATS so contact data and pipeline stages can sync in both directions. Register 10DLC numbers and keep opt-out handling active so STOP and UNSUBSCRIBE can process automatically.

Make sure messaging templates follow your company’s tone and equal opportunity standards.

Create templates for various outreach stages, including cold prospecting, warm follow-up, interview invitation, and event promotion. Assign Shared Inbox coverage by recruiter and role type so candidates always get timely replies.

Build segments like Passive Prospects, Referred Candidates, Talent Pool by Skill, and Silver Medalists for precision targeting.

How to Create an SMS Campaign With TextUs

1. Choose your audience: Open Campaigns in TextUs and select a segment from your ATS, such as “Top Passive Candidates.” This can make sure your message reaches the right talent.
2. Write your message: Keep it brief and relevant. Example: “Hi {{first_name}}, I saw your profile and think you’d be a great fit for [Role] at [Company]. Want me to send a quick overview? Reply INFO.”
3. Attach media: Add a PDF or image, like a role one-pager or culture snapshot. Attachments can help candidates understand your company at a glance.
4. Set up an A/B test: Test two versions of your opener to see which gets more replies. Keep tone professional but approachable.
5. Schedule your campaign: Send mid-morning or mid-afternoon during weekdays when response rates are highest.
6. Create a keyword: Add a keyword such as INFO or APPLY and reference it in your message. When candidates reply, TextUs can recognize and act automatically.
7. Link to a sequence: Connect the keyword to a two-step sequence. Example: “Step 1: Send the job or link. Step 2: Follow up after 24 hours if no reply.”
8. Send and monitor: Launch your campaign, monitor replies, and route interested candidates to recruiters through the Shared Inbox.

Example sequence messages:

• Step 1 (auto-reply): “Thanks for your interest! Here’s a short overview of [Role]: [short URL]. Want to chat this week?”
• Step 2 (reminder): “Hi {{first_name}}, just checking if you had a chance to review the role info. Want me to text a few open times?”

Segmentation and Personalization Strategy

Segment candidates by experience level, role, and engagement history so your outreach feels specific. Useful segments include New Prospects, Previous Applicants, Event Leads, and Referrals. Exclude anyone in later hiring stages to avoid overlap.

Personalize with first name and one contextual field such as role, source, or location. Example: “Hi {{first_name}}, we’re hiring a [Role] for our [Location] office—interested in learning more?” Set fallbacks for missing data so every message stays clean.

Refresh segments weekly for long-term pipelines and daily for event-based campaigns. Up-to-date lists can prevent duplicate outreach and keep messaging relevant.

Template Library for Candidate Outreach Scenarios

Maintain a small set of reusable templates that match your talent strategy. Focus each message on one goal, such as engagement, information, or scheduling.

• “Hi {{first_name}}, saw your background in [Skill]. We have a [Role] that fits well—want the details? Reply INFO.”
• “Thanks for your application! Want to schedule a quick chat about [Role]? Reply YES for my link.”
• “We’re hosting a hiring event this week for [Team]. Reply JOIN for details.”
• “Hi {{first_name}}, checking back about [Role]. Still open to opportunities? Reply YES or LATER.”
• “Quick note: we just opened new roles in [Department]. Want me to text a one-pager? Reply INFO.”

Review the template performance monthly with compliance. Note which phrasing or timing drives higher reply rates and retire low performers.

Reporting and Attribution Workflow

Export deliveries, replies, and clicks from TextUs weekly. Join that data with ATS metrics such as interviews booked, hires completed, and time-to-engage. Keep campaign name, segment, keyword, and variant fields consistent for clean reporting.

Track reply-to-conversation and conversation-to-interview conversion rates. Include link and attachment performance to see which roles or formats attract the most interest. Summarize weekly results by role, recruiter, and channel.

Reconnecting Passive and Previous Candidates

Revisit candidates from past hiring rounds with value-driven messages. Example: “Hi {{first_name}}, we just opened a new [Role] that builds on your [Skill] experience—want details?” You can add a brief incentive, such as early interview access or internal referral bonuses to spark replies.

For long-term pipelines, schedule gentle check-ins every 60 to 90 days. Include updates like team growth, new openings, or company milestones. Each message should add context rather than repeat old prompts.

You can also send alumni updates to candidates who joined other companies. Keep tone friendly and future-oriented, such as, “Would love to stay in touch about future roles.”

Managing Replies in the Shared Inbox

All replies can appear in the Shared Inbox, where recruiters and coordinators can view the full history. The first responder assigns the thread to themselves so the candidate has one point of contact. Templates can help recruiters respond fast while keeping the tone professional.

Use tags like Interested, Scheduling, Referral, and Not a Fit to organize threads. Add notes before forwarding to hiring managers or teammates so context can stay intact. Keep notifications active during standard business hours to prevent delays.

Compliance and Deliverability for Candidate Outreach

Use registered 10DLC numbers for all recruiting messages. Keep opt-out handling on so STOP and UNSUBSCRIBE can process automatically. Include a simple opt-out line in the first message, such as “Reply STOP to opt out.”

Avoid spam triggers by keeping language natural and limiting links. Don’t include salary or personal details in the first message. Use secure links for job postings or scheduling pages.

Keep attachments small and relevant, like job one-pagers or event flyers that open quickly on mobile. Send during candidate business hours and follow local communication laws.

FAQs About Texting Guide for Candidate Outreach

Can I attach job descriptions or company materials to my texts?

Yes. TextUs supports PDFs, images, and GIFs in both campaigns and one-to-one messages. Recruiters often attach job summaries, benefits overviews, or culture decks to give candidates fast context.

Can I automate initial outreach and follow-ups?

Yes. You can schedule and repeat campaigns or connect Keywords and Sequences. A reply with INFO or APPLY can trigger automatic next steps like sending the job link or scheduling call options.

How do Keywords and Sequences help convert interest?

When a candidate replies with a keyword like INFO or YES, TextUs can enroll them in a Sequence. The first step can be sharing the job or link, and the second can be following up if they don’t respond.

How does the Shared Inbox help recruiters manage outreach?

All replies appear in one shared view so recruiters can assign owners and collaborate. Templates help ensure consistent tone while keeping messages personal.

What metrics should I track to measure outreach performance?

Track delivery, reply, and conversion rates. Export TextUs data and join it with ATS stages like interview booked or hire completed. Weekly reviews can show which roles and messages attract the best candidates.