Say “Hi” the Right Way: Inviting Applicants to Screen with the AI Recruiter Sarah, A Friendly-Tone Playbook and 80% Conversion Rate

The applicant has already taken the leap and hit Apply. Now it’s your turn to greet them warmly, set expectations, and make the screening interview with Sarah feel like the next natural (and exciting) step. Below is a candidate-centric guide—no talk of send-times or SPF records—just the words, structure, and micro-touches that consistently turn curiosity into completed interviews.

1. Start with Gratitude, Not Logistics

Why it works

Opening with “Thank you for applying” signals respect for the candidate’s time. Studies show gratitude-first messages boost positive sentiment by up to 17%.

Example opener
“Thank you for putting your trust in Acme—we’ve reviewed your application for Marketing Analyst and would love to learn more about you.”

2. Introduce Sarah as a Person on the Team

Why it works

Humanizing the AI dissolves anxiety. Think of Sarah as a teammate, not a robot.

“You’ll be chatting with Sarah, our AI recruiter. She listens carefully, notices the details that make you unique, and helps ensure every voice is heard.”

• Use inclusive verbs: listens, cares, helps.
• Avoid tech jargon (LLM, NLP).

3. Paint a Clear, Friendly Picture of the Experience

Use a short bulleted “What to Expect” section:

• 15–30 minutes, stress-free chat
• Take it anytime, 24/7—desktop or mobile
• Private & secure—viewed only by our hiring team
• A fair shot at showing skills beyond the résumé

This answers every silent “How long?” and “Is this safe?” in one glance.

4. Give Them the Job Details Up Front

Link directly to a micro-landing page or include a one-paragraph summary:

“Inside the interview link you’ll find the full role scope, salary band, and team culture highlights, so you can decide if we’re a match before you start.”

Transparency builds trust and reduces mid-interview drop-offs.

5. Use Warm Micro-Affirmations Throughout

Sprinkle small encouragements:

• “We’re excited to learn your story.”
• “Take breaks—Sarah will wait.”
• “Your perspective matters to our team.”

These cues lower stress and keep candidates engaged.

6. End with Reassurance & Next Steps

Close the loop so candidates aren’t left guessing:

“Once you finish chatting with Sarah, we’ll review your responses and get back to you within three business days. If you have questions, just reply—it goes straight to me.”

7. Full Friendly Invite Template

8. SMS / In-App Reminder Copy (Same Tone)

“Hi {{First_Name}} 👋 — Sarah here from {{Company}}. When you’re ready, tap this link to complete your 15-min interview for {{Role_Title}}. I’m here 24/7! {{Short_Link}}”

9. Final Thought

A friendly invite isn’t fluff; it’s the bridge between application and engagement. When candidates feel welcomed, understood, and in control, they complete the interview—and your hiring funnel flows. Use the template above, adjust to your brand voice, and watch Sarah’s completion rates climb.

Happy welcoming!