One message, one clear next question.
Before you copy a template
Replace every placeholder with accurate details. Use a suitable contact channel and permissions, and respect the person’s communication preferences. These are writing examples, not legal advice or a promise that any message can be sent through WhatsApp.
Do not imply that a candidate has been accepted, rejected or scheduled when no recruiter has made that decision. If AI is part of first contact, make the handoff to the recruiting team clear.
Acknowledge first interest
Begin with the vacancy or location the candidate mentioned. Avoid asking for several unrelated details before confirming that you understood their message.
“Hi [name], thanks for contacting [business] about [role/location]. What kind of experience would you like our recruiting team to know about?”
Clarify a practical detail
Ask the question your recruiter needs answered next. Location and availability can be useful, but neither should be assumed from the candidate’s previous job title.
“Thanks, [name]. The role is based at [location]. Would that location suit you, and when would you be available to start if the recruiting process goes ahead?”
Explain the human review
A first-contact summary is not an outcome. Tell the candidate that a person will review the information, without inventing a response deadline or promising an interview.
“Thank you for sharing those details. Our recruiting team will review the information and decide on the next step. Is there anything you would like them to clarify with you?”
Reconnect about a later vacancy
Explain the link to the earlier conversation. Check whether the candidate wants to hear more before assuming that old preferences still apply.
“Hi [name], you previously spoke with [business] about [role/location]. We now have a [role] opening at [location]. Are you still interested in this kind of work, or has your situation changed?”
Respond when the role is not relevant
Acknowledge what the candidate actually said. Do not turn the exchange into pressure to consider unrelated roles. Follow your team’s normal process for communication preferences and record handling.
“Thanks for letting us know, [name]. We understand that this opening is not relevant to you. Is there anything about your contact preferences that you would like our team to update?”
Keep the reply with the candidate
The template is only the start. Store the reply, recruiter notes and the context of the vacancy together so another colleague can understand what happened.
Frontline keeps WhatsApp and voice contact connected to candidate history. Optional AI first-contact support can structure answers, while your team verifies the details and makes every progression and hiring decision.