Looking for a job is one of the most stressful things you will ever go through.
And knowing that a job is in line makes things even worse which is why you overanalyze every little thing including how you respond to emails from employers. When I was still looking for a job, I spent way too much time trying to come up with the perfect response to every single email I received from employers.
To me, it was a do or die situation. But having worked and interacted with recruiters, I have come to realize that we put too much pressure on things that don’t even matter like emails.
Yes, you have a job in line but that doesn’t mean that the employer is looking for some complicated and very long email.
Here are answers to three emails that recruiters often send;
1. Re-scheduling a phone interview
Imagine having applied for a role, you end up getting shortlisted and the employer wants to conduct a phone interview with you.
However, two days before the interview, you receive an email telling you that they would like to reschedule the interview to a later date.
In such a case it makes sense that you would not want to offend them, but according to Ms Cynthia Wangeci, recruiters are busy and it’s common to want to reschedule an interview.
At this stage, don’t ruin your chances by responding with an offensive email.
Here is how to respond
If the recruiter specifies the time they want to speak to you and it works for you, respond by simply saying “That time works for me. In the meantime, let me know if there is anything else you need from me.” It’s that simple.
However, if they have asked you specify a time you will be free to talk, use this;
Thanks so much for reaching out. I’m available to speak next week Wednesday 24th October at 10:20AM. Please let me know if you need anything else in the meantime.
Looking forward to discussing the role with you!
2. Are you free to have a chat today?
This is different from rescheduling a phone interview in that when an employer asks if you have time to talk, it means that you either got the job or that you didn’t make it to the next stage.
Either way don’t overanalyze the email.
At the end of the day, you are getting some news and whatever it is; you have to keep it together.
How to respond
Thanks for following up with me! I’m available to speak on Tuesday 12th between 12:00 and 2:00PM. Please let me know if any of those times work for you, and if not, I’d be happy to find a time that is convenient for both of us.
Simple. Don’t waste time trying to figure out the best way to respond. There is more in-depth conversation awaiting you.
3. Can you resend your CV?
I know what you are thinking, “wait, what? But you already have my CV.”
CVs get lost all the time and even if the company has an application tracking system in place sometimes, technology messes things up, websites go down, and files get corrupt which would make an employer want to have another copy of your CV.
Don’t read too much into such an email. They just want your CV and that’s it. Either way you should feel flattered.
If they are asking you to resend your CV, it means you have a shot at getting an interview because in such a case the employer will not ask all 200+ people who applied for the job to resend their CVs.
How to respond
Hope this finds you well. Attached is a copy of my resume. Please let me know if I can resend any other materials.
Job search is stressful. And it’s natural that you would want to nail every single part of it including simple emails that employers send you. After all, there is a job with a real salary and real benefits that could be yours. But in as much as this is the case, you don’t have to over think everything. The other person reading your email is human too. So take it easy.
Tobias is a Communication Officer at Jobs Network Kenya Services, a HR and Recruitment firm offering trainings, coaching and job placements.