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This step involves following up with applicants after the call/meetup.

In the 'Applications' sheet, review the applications whose statuses are the following:

  •  3 Met: To follow up

  •  4 Followed-up: Awaiting response
  •  4 Reminder sent: Awaiting response


Situation

Action (See below for message templates)

Update 'Stage' to

Update 'Status' to

Decision on whether to offer the applicant a position is pending other events or decisionsRevisit after relevant decision have been made

 3 Meet

 3 Met: To follow up

Applicant requires more information to decide what roles, projects, or tasks to take on

Send more information

 4 Offer

 4 Followed-up: Awaiting response

Offer applicant an internship/traineeship/staff positionOffer applicant the position

 4 Offer

 4 Followed-up: Awaiting response

Applicant accepts offer to join WISESee next step to onboard applicant

 4 Offer

 4 Accepted: To onboard

Applicant does not respond to follow-up/offer for one weekSend first reminder email

 4 Offer

 4 Reminder sent: Awaiting response

Applicant does not respond to first reminder for two weeksSend second reminder email

 4 Offer

 4 No response: Closed

Do not offer applicant the internship/traineeship/staff positionReject applicant

 4 Offer

 4 Rejected: Closed

Applicant rejects the offer to join WISEAcknowledge rejection 

 4 Offer

 4 Rejected: Closed

 Communicating with applicants

 Before composing your email

  • Use your WISE email address. If you do not have one, request a Google account here.
  • Download WISE’s email signature here, by opening it up in your browser and copying it to your Gmail settings. Alternatively, ask a team member to forward the signature to you. You do not have to include your phone number if you are uncomfortable doing so.
  • Connect your inbox to Hubspot. If you do not have a Hubspot account, ask the HR Team.
  • Replace [NAME OF APPLICANT], [EMAIL SIGNATURE] and other text bold and italicised in square brackets with your own details.


 Message templates

While the templates account for the most common scenarios, they do not cover less common scenarios. In such cases, use your judgement to respond accordingly. 

Body

Dear [NAME OF APPLICANT],

Thank you for taking the time to speak with us on [DATE/DAY]. Here are more details on the role(s)/project(s) we discussed.

  • [PROVIDE LINK TO JIRA ISSUE OR DESCRIPTION OF PROJECT/ROLE/TASK] 

  • e.g. Develop migrant worker volunteer/consultant database. We are currently preparing to reach out to migrant worker organisations for feedback, and are concurrently designing the application form.

  • e.g. We are trying to set up a translator and consultant database to support migrant workers' organisations working on research in Singapore. We have yet to decide on which database we are set on, so we would like some help with searching and working to decide which database we will have the information on, as well as putting the required information into the database. There is currently a volunteer interested in working on this, we can connect you if you would like to take up this project.

Feel free to reach out if you have questions on any of the roles/projects/tasks. Once you have decided what to do, we will proceed to onboard you to WISE's communications and information/document sharing platforms. 

Best regards,
[YOUR NAME]
[EMAIL SIGNATURE]

Notes

Ensure that the descriptions in the Jira issues are up-to-date

Next steps

Update status to  4 Followed-up: Awaiting response

.

Body

Dear [NAME OF APPLICANT],

Thank you for taking the time to speak with us on [DATE/DAY]. Here are more details on the role(s)/project(s) we discussed.

  • [PROVIDE LINK TO JIRA ISSUE OR DESCRIPTION OF PROJECT/ROLE/TASK] 

  • e.g. Develop migrant worker volunteer/consultant database. We are currently preparing to reach out to migrant worker organisations for feedback, and are concurrently designing the application form.

  • e.g. We are trying to set up a translator and consultant database to support migrant workers' organisations working on research in Singapore. We have yet to decide on which database we are set on, so we would like some help with searching and working to decide which database we will have the information on, as well as putting the required information into the database. There is currently a volunteer interested in working on this, we can connect you if you would like to take up this project.

Feel free to reach out if you have questions on any of the roles/projects/tasks. Once you have decided what to do, we will proceed to onboard you to WISE's communications and information/document sharing platforms. 

If you are below 16 years old, we would also be happy to chat with a caregiver to address any questions or concerns they may have. They can contact us separately at this email with their questions or to arrange a call.

Best regards,
[YOUR NAME]
[EMAIL SIGNATURE]

Notes

Ensure that the descriptions in the Jira issues are up-to-date

Next steps

Update status to  4 Followed-up: Awaiting response

.

Body

Dear [NAME OF APPLICANT],

Thank you for taking the time to speak with us on [DATE/DAY]. Here are more details on the role(s)/project(s) we discussed.

  • [PROVIDE LINK TO JIRA ISSUE OR DESCRIPTION OF PROJECT/ROLE/TASK] 

  • e.g. Develop migrant worker volunteer/consultant database. We are currently preparing to reach out to migrant worker organisations for feedback, and are concurrently designing the application form.

  • e.g. We are trying to set up a translator and consultant database to support migrant workers' organisations working on research in Singapore. We have yet to decide on which database we are set on, so we would like some help with searching and working to decide which database we will have the information on, as well as putting the required information into the database. There is currently a volunteer interested in working on this, we can connect you if you would like to take up this project.

Feel free to reach out if you have questions on any of the roles/projects/tasks. Once you have read about the projects and decided what you would like to do, please reply to confirm your interest and commitment to the internship. Please also give us some time as we complete our interviews with the other applicants. We will let you know of your application status and outcome within 1-2 weeks' time.  

Best regards,
[YOUR NAME]
[EMAIL SIGNATURE]

Notes

Ensure that the descriptions in the Jira issues are up-to-date

Next steps

Update status to  4 Followed-up: Awaiting response

.

.

Body

Dear [NAME OF APPLICANT],

Have you had a chance to consider the potential roles, projects, and tasks? Do let us know if you have any questions or concerns.

Best regards,
[YOUR NAME]

Next steps

Update status to  4 Reminder sent: Awaiting response

.

Body

Dear [NAME OF APPLICANT],

How are you? We would like to check if you are still keen on working with WISE? Looking forward to hearing from you.

Best regards,
[YOUR NAME]

Next steps

Update status to  2 No response: Closed

.

.

Body

Dear [NAME OF APPLICANT],

Thank you for taking the time to speak with us on [DATE/DAY]. We are pleased to offer you a position with [POSITION/PROGRAM].

[DESCRIBE RELEVANT DETAILS ON SCOPE, WORKING ARRANGEMENTS, START AND END DATE, ETC. IF THE START AND END DATE HAS NOT BEEN AGREED, ASK THE APPLICANT TO LET US KNOW THEIR PREFERRED START AND END DATE]

Do let us know whether you would like to accept the offer by [DATE]. If you need more time to consider or would like more information in order to make your decision, please feel free to reach out. We look forward to hearing from you

Best regards,
[YOUR NAME

Next steps

Update status to  4 Followed-up: Awaiting response

.

Body

Dear [NAME OF APPLICANT],

Today is the day of the deadline. Have you had a chance to consider the offer? If you need more time to consider or would like more information in order to make your decision, please feel free to reach out. 

Best regards,
[YOUR NAME]

Next steps

If the applicant does not respond by the deadline, reach out to them via other contact methods such as WhatsApp, SMS, etc. If they do not respond to repeated attempts to reach out, offer the position to another applicant and update their status to  4 No response: Closed.

.

Body

Dear [NAME OF APPLICANT],

Thank you for taking the time to let us know. [ADD BEST WISHES ETC. DEPENDING ON THE EXPLANATION PROVIDING BY THE APPLICANT e.g. All the best with your internship. IF APPLICABLE, EXTEND INVITATION TO INTERN/VOLUNTEER IN FUTURE e.g. Feel free to reach out to us in future to explore other opportunities.]

If the applicant is an intern, offer volunteering as an option i.e propose that the applicant could be a volunteer instead of an intern in the current roles/projects that has been discussed. 

Best regards,
[YOUR NAME]

Next steps

Update status to 4 Rejected: Closed.

.

Body

Dear [NAME OF APPLICANT],

Thank you for taking the time to speak with us on [DATE/DAY]. I regret to inform you that we’ve decided to offer the position to another candidate. [ADD WORDS OF ENCOURAGEMENT AND BEST WISHES IF APPLICABLE e.g. We hope you manage to find an internship of your choice]

Best regards,
[YOUR NAME]

Next steps

Update status to 4 Rejected: Closed.

.


Before sending your email

  • Check that the information is correct before sending, particularly dates, times, and time zones.
  • Ensure you have ticked the 'Log' checkbox to log the email to Hubspot.
  • Ensure that you have cc'ed hr@washinseasia.org.


Applicable toHR team 
Status

COMPLETE

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