When it comes to advertising a job within your organisation I know only too well how you can be inundated with eager people applying for the job. You might even have more than one position and your inbox can be extremely busy. Some of these emails might seem to you to be “a complete waste of time” But someone has taken the time to send the email enquiring about employment within your organisation.
As well as people applying for position advertised you might also have people sending a general email asking if you have any vacancies within your organisation, and there are younger ones perhaps asking if you have any vacancies for work experience.
I hear from some many people (and from personal experience) that unless you are successful and invited in for an interview a lot of organisations will not reply to let the applicant know that they have not been successful, or simply that there are no vacancies at that present time.
I appreciate that you could have many applications for just one post, but it takes very little time to have a set message that you can cut and paste and put this into an email back to the applicant. This allows them to put that application behind them and work on applying for the next position. By not having any communication it gives people hope and keeps them hoping that they might hear something.
I have a friend whose daughter is 15 years old is doing work experience this summer. She wants to have a career as a physiotherapist and eager to spend her 2 weeks work experience in this field.
Below are examples of just 3 of the organisations she contacted asking if they could help in any way in offering her work experience – she emailed each of the 3 organisations, a polite well written email outlining her interest in becoming a physiotherapist and said that she look forward to hearing from them.
The first email was sent to a large teaching hospital. This was her first experience in applying for work. The hospital was local to where they lived which meant travel would have been very easy. Excited at the thought seeing how physiotherapy worked within the hospital environment she eagerly waited a reply. Sadly, she received no feedback. Not even to say she had not been successful.
The second email she sent to a local physiotherapist who worked on their own. She heard nothing for about 4 weeks – and then she received a lovely letter through the post. The physiotherapist thanked her for her email and apologised for the delay in getting back to her. The physiotherapist went on to explain that they had just recently changed premises and her letter had been mislaid during the move. The physiotherapist went on to say that she would have been more than happy to have had her during her work experience but she was in fact away skiing at that time, but if in the future she wanted any more information or guidance to please get in touch. She also wished her every success in her future career.
The third email she sent was to a larger Physiotherapy Clinic. She received an email asking her along for an interview. She went along and was met with an extremely lovely and very helpful physiotherapist who instantly put her at ease and who had also done the course that she was interested in doing. She was thrilled and enjoyed the tour of the building. She found everyone extremely friendly was offered the place for her work experience. As you can imagine she is over the moon and delighted to have found something.
As you can imagine a 15-year-old applying for a position, and then having an interview would be quite daunting. She dealt with it very well, and her parents were so very proud of her. This is her first experience in going out to work in the big world! She was lucky to get the interview and to have such a good experience.
However, it was sad that her first application for whatever reason was ignored, the second application showed empathy on the physiotherapist part – taking the time to write to her, in the form of a letter which was incredible, and although she wasn’t offered any work experience the letter did giver her confidence after the first rejection. The third email of course she was delighted, she might have gone for the interview and for whatever reason she might have not got the work experience or she simply might have felt it wasn’t for her. BUT having her application acknowledge and the experience of having the interview was so important for her first steps into the world of interviews forthcoming training and employment.
This scenario could also apply for people who have been out of work for some time and having lost a bit of their confidence. An email, phone call or letter could turn that right around. Nice, encouraging words don’t cost anything.
So, next time you get an enquiry, or an applicant applying for that vacancy please take a moment to think about the “person” behind the email and please give them the respect and reply even if it’s just to say “thank you for your application/enquiry” and “sorry we do not have any vacancies at this moment in time” or “I am sorry you have not been successful in this application” Remember communication is vital in all areas of HR and the person behind the email will appreciate your feedback even if it might be to say that they have not been successful.
Emails after all are sent from human beings!