Back to blogs

Staffing best practices for texting candidates and clients

Posted by
Justine Li
July 27, 2023

We have been talking about texting quite a bit here on the Sense blog lately, and with good reason -- texting is the preferred method of communication for many of us, and its potential within the staffing industry is tremendous. Mobile engagement rates are really incredible, and offer a unique opportunity for staffing firms to take advantage.

Your ability to communicate with candidates and clients using their preferred channels is incredibly important. The simple days of picking up the phone...and heading into the 90s, sending an email, are long gone. People today want efficient, personal communications using the platforms and technologies they have integrated into their lives.

Chief among them is texting.

Best practices for texting candidates and clients

Before your staffing firms digs in and starts texting candidates and clients en masse, you should consider these best practices and implement them into your texting strategy first:

1. Be sure to get permission.

While research shows that candidates in particular want you to text them, very few people appreciate unsolicited messages, whether they’re on LinkedIn, on the phone, via email or sent by text.

During initial conversations, ask clients and candidates if they are okay with occasional texts. Assure them you’ll respect their time and the platform and, of course, won’t spam them with messages.

Once you get the A-OK, you are good to go.

2. Set expectations.

From a logistical standpoint, you’ll want to let clients and candidates know the number you’ll be texting them from, since iPhones in particular may filter texts from unknown numbers.

But then, be sure to mention to clients or candidates what kinds of texts they can expect from you, as well as how often you may be texting. Expectations can vary wildly, and you don’t want to burn any bridges by sending out more (or even fewer) messages than what is expected.

3. Keep your texts short and sweet.

We may read emails on our smartphones, but that doesn’t mean we want to read emails in our messaging apps. Reserve texting for those messages that require a few sentences (at most). If you need a paragraph or two (or three), it’s probably better for an email or phone call.

Also read: Ready-to-use templates for cold recruiting emails

4. Be friendly, yet professional.

Our smartphones are incredibly personal devices. Have you ever accidentally forgotten your cell phone when out running an errand? Panic sets in! We use our phones to keep up with family, share pictures and news, and more. It’s important to respect the personal nature of texts and smartphones when using them for communication with candidates and clients.

To that end, respecting your candidates and clients is really common sense. Be friendly, avoid sounding too wooden or corporate. But of course keep it professional. Avoid using too many abbreviations or acronyms. Relevant and well-placed emoji are fine, but try not to go too crazy with texts or GIFs. 👍📱🙌


(I had to!)

5. Stay in contact.

While texting can be especially helpful to send paperwork or reminders for candidates before or during placements, dropping off communications once the placement has ended can erase the texting goodwill you’ve earned to this point.

Texting is an excellent way to nurture your contractor relationships and stay top of mind. If you need some inspiration to determine when texting candidates makes sense, check out this post for some ideas.

6. Don’t get repetitive.

If you text candidates information or questions and get a response, it’s probably safe to consider that matter resolved. Resist the urge to send a follow-up email. Redundancy in communication can negate the positive impact of texting in the first place.

With Sense, your multi-channel communications with candidates and clients are working together to create a seamless experience (for both you and your clients/candidates). At a glance, you’ll be able to review past communications and responses, and streamline your efforts to maximize efficiency and eliminate the potential for redundancy (and frustration among your clients and candidates).

7. Make them feel valued.

It’s inevitable that you’ll use texting to send “housekeeping”-type information from time to time, but remember, texting is a very personal method of communication. Be sure to use texts to make clients and candidates feel important.

Our team speaks about this in more detail with some texting ideas for candidates and contractors, but it bears repeating here -- consistent, personalized text messages make candidates and contractors feel more valued by your staffing firm. Birthdays, anniversaries, and other types of communications demonstrate that you (and your staffing firm) care about your talent. This also, of course, applies to your clients!

Ready to integrate texting into your staffing firm?

Our team of staffing industry experts can show you exactly how a text recruiting software fits into your strategy, and how you can maximize it to drive ROI and grow your firm. Contact us to schedule a demo and see firsthand how Sense can drive revenue for your staffing firm.

Read more