7 reasons to stop using email for recruiting

Are you still accepting applications through email? Are you forwarding resumes and so candidate information to colleagues straight from your inbox? Are you saving info in folders locally on your computer? Here are seven reasons to why you should work differently.

Seven reasons why you shouldn't use a email to receive applications

1. Access to emails when you’re on vacation or on sick leave

You get a really bad cold and have to stay at home for two weeks. Is there anyone else at the office who you trust enough to give full access to your email account? The risk is that they can read other emails, or that the person temporarily in charge of managing the incoming applications completely misunderstands your sorting system. But if you don’t give them access – the recruitment runs the risk of missing out on stellar talent and a bad candidate experience is sure to follow. 


A shared inbox where several colleagues can log in to check on new applications is not ideal. Especially not with GDPR, the new General Data Protection Regulation, where you need to know exactly where the applications end up and who is accessing them. Since you also need to erase personal information after a set amount of time, you need to hunt down all places where candidate information may be hiding: inbox, outbox, forwarded messages in someone else’s inbox, spreadsheets, physical copies of resumes, cover letters saved on computers…

3. Candidate experience and feedback

Are you making sure that each and every person who applies for a position knows that their application has been received? Do you contact them to let them know that they haven’t made the cut? If not, you are gambling with your employer reputation. A lack of feedback during the recruitment process can result in a candidate experience negative enough to lose the applicant as a customer. Confirmation on received application or feedback can be a real hassle when you’re juggling a lot of applicants or several recruitments – having a recruitment tool can be a huge help.

4. Digital inbox, but a lot of manual administration

Let us forget for a second about all that extra time you spend on organizing downloaded resumes and cover letters, taking notes, registering contact information and who applied for what position and your recommendations for who should be interviews. Let us just focus on the task of receiving applications and keeping some form of order in the inbox. Where you get applications that needs to be sorted on what positions the sender applied for, deal with candidate questions and coordinate feedback from recruiting managers. And on top of that you probably get other work-related emails from colleagues or blogs you subscribe to. Hopefully you don’t forget to look though the trash-folder to make sure there aren’t any applications that have been marked as spam by accident.

5. Internal communication about applicants

To communicate with candidates during a recruitment is a bit of a puzzle when you do it by email. Back and forth between recruiting department and recruiting managers to choose who to call in for interviews, juggle several schedules and suggestions for meeting times, and communicate available choices to candidates. Not to mention to keep track of interview notes and feedback. It’s quite easy for information to get lost in transition and that you fail to find the right candidate. 

6. Statistics and follow-up

How long is your time to hire? Which advertising boards give the best result? What is the profile of your typical candidate? With email it is difficult to keep track of KPI and other statistics – data much appreciated by CEO and management. A secondary perk of following up on statistics is that is can help you save money by for example showing where to place ads with the most effect at the lowest cost.

7. Candidate database

So, the candidate wasn’t right for this particular position but may be of interest for future recruitments. Having a candidate database is an excellent way to keep track of these potential nuggets of gold. The same goes for tracking general applications. But sorting applicants into folders in your inbox or trying to copy-paste data into spreadsheets is way more efforts than what it’s worth. It’s also difficult to search for key words or competencies in attached files.

Did we mention GDPR? You aren’t allowed to save applications indefinitely, and it will be annoying beyond all measure to get continuous pop-ups or calendar reminders about he/she needs to have their data erased. A database of talent or interesting candidate profiles is much easier when you collect and manage them in a system that automatically deletes old applications.

Or you use recruitment software

Automated replies, a dedicated space for managing and saving candidate data, GDPR-compliance, statistics and a candidate database with automated erasure are just a few examples of what you can do with a recruitment tool. Easy, simple and time saving for both recruiters and managers. 

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Published on March 28, 2018

Topics: Recruitment

Recruitment blog

In ReachMee's blog you'll find everything you want and need to know about recruiting. Learn more about creating career pages, attracting talent, working with employer branding and succeeding with your advertisements for open positions. Of course you'll also find information about recruitment processes, methods for selection and how to carry out a successful recruitment.

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