The Ultimate Playbook to Automate Recruitment Using Email and LinkedIn

Filling multiple positions can be a whirlwind of crafting job descriptions, reviewing resumes, and endless email exchanges. 

It's why savvy managers and recruiters are leveraging automation technologies to turbocharge their hiring game in record time. 

We're talking 6% to 15% reduction in time to hire, slashing approximately 4.5 days per role. Crunch the numbers, and you're looking at saving a cool $500 per position on average.

In this guide, we’ll show you how to leverage email and LinkedIn automation for recruitment, potentially saving you hours and money.

What is Recruiting Automation?

Recruitment automation employs technology to automate generally manual HR and recruiting tasks. It focuses on establishing automatic workflows to make candidate sourcing, communication, scheduling, and assessments more efficient — tasks that traditionally consume significant recruiter time. 

The primary goal of recruitment automation is to boost recruiter productivity and talent profile while expediting time-to-fill and lowering cost-per-hire. By automating these processes, recruiters can focus on strategic aspects, leading to a more streamlined, cost-effective, and talent-driven recruitment approach.

8 Examples of Recruiting Automation You Can Apply

Wondering which recruitment tasks to automate? Here's a list to help you streamline your recruitment workflows:

1. Candidate Sourcing and Engagement

Candidate sourcing and engagement automation simplifies the identification and outreach to passive candidates. By aggregating and analyzing candidate data, recruiting automation technologies efficiently match individuals with suitable job opportunities. 

Platforms like LinkedIn's Recruiter and Sales Navigator help you identify individuals meeting specific criteria. For instance, you filter candidates based on industries or cities. Additionally, QuickMail enhances outreach with automated, personalized messages, connecting you with potential candidates across platforms. 

2. Candidate Screening and Experience

• Pre-pre-screening:

Automate initial screening by incorporating predefined 'killer questions' that lead to automatic rejection of unsuitable candidates. This ensures the efficient use of your time and prevents job seekers from engaging in unnecessary recruitment processes.

• Pre-screening questions with automated ranking:

Integrate pre-screening questions into the application process, with automated scoring and ranking based on predefined criteria. You can review top applicants first, accelerating time-to-hire and enhancing the overall recruitment experience.

• Automated shortlisting and rejection:

Using automation technology, shortlist or reject candidates automatically based on their pre-screening questionnaire scores. This ensures immediate interviews for promising candidates and swift closure for less suitable applicants, optimizing your time.

Use Zapier to integrate QuickMail seamlessly with Applicant Tracking System (ATS) platforms or create sub-campaigns to launch automatically based on a candidate’s response. The result? A seamless and personalized experience that fosters positive candidate interactions.

3. Interview Scheduling

You can preset availability with automatic scheduling, allowing candidates to self-book interviews. For instance, integrations between QuickMail and auto-scheduling platforms like Acuity Scheduling and Calendly eliminate the time-consuming back-and-forth communication, enhancing scheduling efficiency. 

4. Assessments, Interviewing, and Background Checks

• One-way video interviewing:

Replace time-consuming telephone interviews with automated one-way video interviews. Create a set of questions for candidates, ensuring a consistent evaluation process, saving valuable time, and minimizing bias risk.

• Video interview profiling:

Leverage advanced technologies like AI, facial recognition, natural language processing (NLP), and speech analytics to automatically analyze candidates' video interview responses. This will also create detailed candidate profiles, complementing your judgment and facilitating better-informed and faster decision-making.

• Automated translations for international recruitment:

Simplify international recruitment by incorporating automated language localization in interactions with candidates. For video interviews, you can leverage AI-enabled transcription to ensure accurate language translation, contributing to a seamless and inclusive global recruitment experience.

5. CRM / Recruitment Marketing

Recruitment marketing and CRM platforms facilitate ongoing candidate relationship management at scale. Nurture relationships with candidates beyond active interview processes, ensuring a consistent and engaging experience.

Tools like QuickMail have inbuilt candidate tracking systems with internal notes, history, and tagging for quick tracking and list building. QuickMail also integrates natively with CRM systems and with Zapier, enabling targeted email campaigns, personalized hiring updates, and strategic candidate communication.

6. Applicant Tracking System (ATS)

Modern ATS systems are more impactful when paired with QuickMail for outreach. These systems often leverage AI and machine learning to automate interviews, manage applications, and enhance collaboration. This ultimately contributes to an efficient and intelligent recruitment workflow.

7. Candidate Rediscovery and Ranking

Advanced technologies use AI and machine learning to rediscover and rank candidates within the ATS or CRM. This innovation helps organizations identify well-suited candidates who may already exist in their databases, offering a valuable resource for future hiring needs.

QuickMail further aids in re-engagement through automated follow-up emails, calls, and LinkedIn touch points, ensuring a talent pool that's continually nurtured and engaged.

8. Onboarding

Recruitment automation extends to onboarding, ensuring a seamless transition for candidates. 

Automated workflows guide employees through paperwork, training modules, and orientation processes, reducing administrative burdens on your HR team. For instance, you can automate pre-onboarding communications using QuickMail, contributing to a positive initial experience for new hires.

Benefits of Email & LinkedIn Automation for Recruiters

Next, let's quickly look at the benefits of leveraging email and LinkedIn automation in the recruiting process.

Time-Saving

With email and LinkedIn automation, you can streamline and automate redundant tasks in your recruitment process. Whether it's sending initial outreach emails, scheduling interviews, or managing candidate communications, automation frees up your valuable time, allowing you to focus on strategic aspects of hiring.

Expanded Candidate Reach/Improved Quality of Hire

Automation expands your reach, enabling you to connect with a larger pool of candidates. By leveraging automated processes for candidate sourcing, engagement, and follow-up, you can cast a wider net and enhance the potential for identifying high-quality hires.

Higher Productivity

Automation enhances overall productivity in your recruitment workflows. Tasks that once consumed significant time (think: manual screening, sending individualized follow-up emails) are now streamlined. You can also handle multiple tasks simultaneously, ensuring a more efficient and productive recruitment process.

In-Depth Reporting

Email and LinkedIn automation tools come equipped with robust analytics and reporting features. These tools generate in-depth reports on various recruitment metrics, empowering you to assess your strategies, refine your approaches, and make data-driven decisions to optimize the entire recruitment process.

Multiple Role Hiring Support 

Recruitment automation facilitates the simultaneous hiring for multiple roles. By automating certain stages of the recruitment process, you can efficiently manage diverse hiring needs without compromising the quality of engagement or candidate experience.

Enhanced Candidate Experience

Automating recruitment steps has a twofold effect that ultimately contributes to a positive perception of your organization. For recruiters, this means a heightened ability to concentrate on relationship building while candidates experience a more streamlined process. They receive quicker responses and face shorter waiting times for hiring decisions, creating an overall positive impression of the recruitment experience.

Campaign Ideas and Templates for Recruiters

Below, we'll explore best practices and templates you can leverage to streamline and expedite your recruitment process.

Email Campaign for Recruiters

Reaching potential candidates through email is a powerful strategy, especially considering that four billion people use email. 

Here are some proven best practices for creating a successful automated email campaign for recruitment:

1. Research when to send emails

• Analyze data for optimal times. According to our research, Sunday is the best day to send emails. Monday-Wednesday are also great alternatives.

• Tailor the timing to your audience's reading habits and track responses for optimization.

2. Pay attention to your subject lines and pre-header text

• Keep it short, sweet, and personal. Ideal length: 17-24 characters or 3-5 words.

• Mention the candidate's name and relevant details like education for a personalized touch.

• Use preheaders to provide a preview of the email content. 

3. Ensure email delivery and avoid spam

• Maintain a high-quality email list with verified addresses.

• Monitor sender reputation and sender score.

• Avoid trigger words or phrases that may lead to spam classification. Example: Call now, Do it today, any punctuation marks.

4. Aim for impactful copywriting 

• Ensure your emails are clear and concise.

• Customize the message content based on LinkedIn profiles and past experiences.

• Use storytelling techniques like Before-After-Bridge or Problem-Agitate-Solve.

• Use attention-grabbing openings, supporting proof points, and effective CTAs.

• Leverage AI for personalized messaging at scale.

5. Prioritize honesty

• Avoid misleading subject lines or implying previous interactions.

• Maintain honesty to build trust with candidates.

6. Stay on brand

• Ensure consistency in brand representation.

• Use templates with key brand assets to maintain brand identity.

7. Use a great call to action

• Include a clear call to action in every email.

• Guide candidates on the next steps, such as replying, scheduling a call, or attending an interview.

8. Follow up

• Plan three to five touch points in your campaign.

• Use logic for secondary touches based on recipient actions.

Email Examples and Templates for Recruiters

1. Job Application Follow-Up Template

Subject: Thank you for applying to join [Company]

Hi {{prospect_first_name}},

Thank you for taking the time to apply for the [Job Title] position at [Company]. We appreciate your interest.

Our team is currently in the process of carefully reviewing each application. We will provide you with an update on the status of your application within the next week.

Should you have any questions or require further information in the meantime, feel free to reply to this email.

Thank you,

{{inbox.name}}

2. Invitation for Interview Template

Subject: Interview Invitation for [Job Title] Position

Hi {{prospect.first_name}},

We hope this message finds you in good spirits. Your application for the [Job Title] position at [Company] has caught our attention, and we would like to invite you for an interview.

Details for the interview:

Date: [Interview_Date]

Time: [Interview_Time]

Platform: Zoom

Please confirm your availability for the proposed date and time. If you have any questions or need further information, don't hesitate to reach out.

We look forward to discussing your candidacy further.

Best,

{{inbox.name}}

3. Interview Follow-Up Email

Subject: Thank you for your time & what to expect next

Hi {{prospect.first_name}},

Thank you for your time during our recent interview. We enjoyed learning more about your experiences and skills.

To provide transparency about the next steps:

• We are conducting interviews with other candidates this week.

• Internal discussions will follow, and we aim to provide an update on your application status within 7-10 days.

Feel free to reach out if you have any questions in the meantime.

Best,

{{inbox.name}}

4. Job Rejection Template

Subject: An update on your application to [Company]

Hi {{prospect.first_name}},

I appreciate your interest in joining [Company] and the time you invested in the application process.

After careful consideration, we regret to inform you that we won't be moving forward with your application at this time. While your experience in [area of expertise] is commendable, we've chosen candidates with more direct experience in [specific skill].

We value your efforts and encourage you to consider future opportunities with [Company].

If you have any questions or seek feedback, feel free to reach out.

Best,

{{inbox.name}}

5. Job Offer Template

Subject: Exciting News: Official Job Offer from [Company]

Hi {{prospect.first_name}},

I trust this message finds you well. I'm thrilled to extend a formal offer for the position of [Job Title] at [Company].

Attached to this email is your employment contract, encompassing essential details such as:

• Role and responsibilities

• Salary

• Benefits

• Contract specifics

You'll soon receive an email from [Manager_Name], who will provide important details for your onboarding process.

Please confirm your acceptance and inform us if the proposed start date on [Start_Date] aligns with your availability.

We look forward to welcoming you to the [Company] team!

Best,

{{inbox.name}}

LinkedIn Campaign for Recruiters

LinkedIn is another effective platform for recruiters to connect with potential candidates. By setting up an automated LinkedIn outreach campaign, you can reach a wider audience. 

Below are a few best practices to help you get started.

1. Optimize your LinkedIn profile

• Ensure your LinkedIn profile is complete, professional, and reflective of your company culture.

• A compelling profile increases the chances of positive responses.

2. Identify your target audience to personalize requests

• Define ideal candidates based on job titles, industries, and locations.

• Craft personalized connection requests mentioning shared interests or profile specifics to boost acceptance rates.

3. Automate connection requests and follow-up messages

• Use selected tools like QuickMail to automate personalized connection requests and manage LinkedIn message replies.

• Create automated follow-up message sequences for new connections, keeping messages concise, relevant, and focused on initiating a conversation.

4. Build message sequences for recruitment stages

• Develop message sequences for various recruitment stages, including initial outreach, follow-ups, and interview scheduling.

• Customize messages based on candidate responses.

5. Track and analyze

• Track connection acceptance rates, message response rates, and overall engagement.

• Continuously optimize your outreach strategy based on performance metrics.

• Experiment with different messaging approaches and adjust your strategy for better results.

6. Compliance with LinkedIn policies

• Stay informed about LinkedIn's terms of service.

• Regularly check for updates and ensure your automation tool remains compliant.

7. Periodic manual follow-ups:

• Despite automation, conduct periodic manual follow-ups with key candidates.

• Personalized, 1:1 interactions can make a strong impact.

LinkedIn Recruiter Message Template

Connection Request Template 1

Hi {{prospect.first_name}}, I found your profile on LinkedIn. I thought you might be interested in a [Job Title] role at [Company]. Are you available for a chat on {{date}}? Best, {{inbox.name}}

Connection Request Template 2

Hi {{prospect.first_name}}, I'm impressed by your [Skillset]. Have you considered a [Job Title] at [Company Name]? I'm open to discussing details. Feel free to reply for more information. Best, {{inbox.name}}

InMail Template 3

Subject: You’ve Got What It Takes!

Hi {{prospect.first_name}},

I came across your recent post about [Post from LinkedIn profile], and it resonated with me. After exploring your profile, I'm confident that your experience and values align with what we value at [Company Name]. 

Currently, we have open positions in our [Job Title] team, and I believe your expertise in [Project/responsibility of the candidate] would bring great value to our team. 

I'd love to have a brief conversation with you to discuss this opportunity further. Do you have a few minutes to connect? 

Looking forward to hearing from you. 

Sincerely, 

{{inbox.name}}

InMail Template 4

Subject: Let’s Talk Career Opportunities?

Hi {{prospect.first_name}}, 

I hope you're having a fantastic week. 

I couldn't help but notice your impressive skills in [Candidate Skill 1] and [Candidate Skill 2]. I'm currently recruiting for a skilled [Job Title] at [Company Name], and your experience perfectly aligns with what we're looking for. I'd love to learn more about your career aspirations and discuss how this opportunity could be a significant step forward for you. 

Could we schedule a brief call at your convenience? Thank you for considering this, and I hope to connect with you soon.

Best regards, 

{inbox.name}}

Why QuickMail for Recruiting Automation?

QuickMail is your robust recruitment companion, streamlining outreach efforts across email and LinkedIn for an optimized workflow.

Through the automation of repetitive tasks and the centralization of outreach campaigns, QuickMail facilitates swift, uncomplicated, and consistent connections with prospects across multiple channels. Enhance your cold messaging initiatives by seamlessly incorporating additional inboxes into existing campaigns. 

QuickMail also integrates LinkedIn actions, such as automated profile visits, into comprehensive omni-channel strategies, amplifying the impact of your outreach. This enables you to engage prospects dynamically across diverse channels, creating a powerful and influential outreach experience.

With in-depth analytics and clear projections for future sends, QuickMail makes it simple to connect with the right candidates at the right time.

Sign up for a free trial to experience firsthand the benefits QuickMail brings to your recruitment process.