How to Create Letter Templates for Job Applicants
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Letter Templates
HR creates and manages standard letter templates to communicate with applicants throughout the recruitment process, including letters for interview scheduling, job offers, and expressions of job interest.
These templates can be customized for different types of letters needed at various stages of recruitment. Two key templates commonly used during this process are:
- Invitation to Interview
- Successful Applicant Letter
These templates help streamline communication and ensure consistency when interacting with candidates.
Step 1: Set Up Letter Templates
Step 2: Select the Template Configurations
Company: Select the company the letter is being created for.
Template Type: Select Applicant Template if the letter is to applicants or Onboarding Staff Template if the letter is to send to members of staff responsible for onboarding new employees.
Template Name: Enter user-defined name for the template.
Step 3: Enter the Template Details and Layout
To construct the letter:
- Compose the text of the letter.
- Select the field from the drop-down list.
- Position the cursor where you wish to insert the field.
- Click Insert Placeholder.
- Use the formatting buttons to format the letter as you wish.
- Save the letter.
Enter the content of your letter. Use the formatting options to format as you wish.
- When formatting field names (bold, italic etc.), please ensure that the field name, including the curly brackets, is selected. If not, an error may occur and the letter will not print.
- The field names will be replaced by the actual values when the letter is generated
- Insert Placeholder: placeholders are the system field names that are retrieved from the HRplus database and displayed in the drop-down list. Place the cursor in the letter where you wish to put the field. Select the field name from the dropdown and click the Insert Placeholder button. These placeholders will be replaced by the actual field values when the letter is generated.
- Insert Image: click this button to select and insert a saved image (company logo, signature) into the letter: JPG, PNG and any other picture formats are supported.
- Save when completed. Repeat to set up additional letters.
Placeholders
Applicant Template:
The Placeholders (field names) currently available via the drop-down list. The list may be updated with additional placeholders.
Onboarding Staff Template:
The Placeholders (field names) currently available via the drop-down list. The list may be updated with additional placeholders.
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