AI in action: Generating candidate and client communications

by Megan Sergison Jan. 15th, 2025

Category: Staffing Technology Tips, Tricks, and How-Tos

This blog is part of our “AI in action” series, where we’ll dive into specific use cases for how AI can impact each part of the recruitment process. For more on how Bullhorn is leveraging AI, visit our webpage. 

As we enter 2025, the traditional methods of manual communication with candidates and clients are becoming increasingly difficult to keep up with. Recruiters often find themselves drowning in a sea of emails, SMS messages, and repetitive tasks, leaving little time for strategic activities that truly drive business growth.

The time-consuming nature of a manual communication strategy can lead to delayed responses, missed opportunities, and a less-than-ideal candidate or client experience. To stay ahead of the curve, recruitment agencies should focus on ways to streamline this process and boost overall efficiency.

Enter AI: your secret weapon for enhanced communications. By automating routine communication tasks and leveraging AI tools, recruiters can target the right people with the right messages at the perfect time. Read on to learn how AI can be used to generate messages in just a few clicks, helping recruiters send personalised communications at scale. 

Benefits of AI-generated communications

By leveraging the power of AI for communication with candidates or clients, recruiters can significantly elevate the overall recruitment experience. Here are some key benefits:

1. Enhanced candidate and client experience: AI-powered communication ensures timely and personalised interactions, leaving a positive impression on candidates and clients.
2. Increased efficiency: By automating routine tasks, AI frees up recruiters’ time to focus on higher-value activities, such as relationship management.
3. Improved consistency: AI-generated messages maintain a consistent brand voice and tone, ensuring the entire team is putting the company’s best foot forward and maintaining accuracy.
4. Reduced errors: AI minimises the risk of human error, such as typos or incorrect information, leading to a more polished and professional communication.
5. Data-driven insights: AI can analyse communication data to identify trends and optimise future outreach efforts.

Leveraging Bullhorn AI for candidate and client communication

IDR has successfully implemented Bullhorn’s AI Assistant to revolutionise their communication processes.

As Will Hayes, COO of IDR, explains, “Our recruiters can hand off some of their administrative tasks to Bullhorn’s AI Assistant, so they can focus on the areas that are more of a priority. It’s a huge game changer.”

Hayes further emphasises the seamless integration of AI Assistant into the workflow: “Unlike other technologies, AI Assistant doesn’t drastically change your workflow. If anything, it speeds up your workflow so your recruiters can spend their time on the areas you want them to focus on, which is spending more quality time with their candidates and clients.”

How to put this AI into action

By infusing AI into the candidate communication strategy, recruiters can focus on building relationships, sourcing top talent, and closing deals. AI not only saves time and effort but also enhances the overall candidate and client experience.

Here are actionable ways to use AI for candidate communications:

• Draft personalized messages for candidates:

1. 1. 1. Welcome emails: Send warm welcome emails to new candidates, introducing them to your company and the recruitment process.
      2. Rejection emails: Deliver professional and empathetic rejection emails to candidates who didn’t make it to the next stage.
      3. Interview confirmation emails: Confirm interview details and provide necessary information to candidates.
      4. Offer letters: Craft compelling offer letters that highlight the benefits of joining your client’s team.

• Stay top-of-mind with clients:

1. 1. 1. Check-in emails: Stay connected with your clients by sending regular check-in emails to discuss any ongoing projects, address concerns, or identify new opportunities.
      2. Candidate pitch emails: Pitch qualified candidates to your clients, highlighting their skills and experience.
      3. Follow-up emails: Send timely follow-up emails to clients to maintain engagement and keep the hiring process moving forward.

• Customise communication templates:

1. 1. Custom templates: Create templates for the entire team to use that are tailored to a specific client or job while adhering to brand guidelines.
   2. Personalisation: Add personalised touches to your messages by including the candidate’s or client’s name, relevant details, and specific call-to-actions.

Learn more about what a reimagined recruitment looks like.