# Emailing Candidates in SmoothHiring

SmoothHiring lets you send emails to candidates directly from within the platform — no need to switch to your email client, copy-paste addresses, or lose track of communication history. Whether you are sending a follow-up, requesting additional information, or communicating a decision, the **Email Candidate** dialog gives you everything you need.

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## Table of Contents

1. [Overview](/#overview)
2. [Accessing the Email Feature](/#accessing-the-email-feature)
3. [Composing an Email](/#composing-an-email)
4. [Choosing Your "From" Address](/#choosing-your-from-address)
5. [CC and BCC](/#cc-and-bcc)
6. [Writing the Email Body (Rich Text Editor)](/#writing-the-email-body-rich-text-editor)
7. [Send a Copy to Yourself](/#send-a-copy-to-yourself)
8. [Viewing Sent Emails](/#viewing-sent-emails)
9. [Connected Email Accounts](/#connected-email-accounts)
10. [Common Use Cases](/#common-use-cases)
11. [Best Practices](/#best-practices)
12. [Frequently Asked Questions](/#frequently-asked-questions)

---

## Overview

![Email templates](/files/flow-email-templates916817.png)

The Email Candidate feature provides a full-featured email composer right inside SmoothHiring. Key capabilities include:

- Send emails using your **connected Gmail or Outlook** account, or the default SmoothHiring address.
- Full **rich text editing** with formatting options (bold, italic, lists, links, etc.).
- **CC and BCC** fields for including additional recipients.
- Option to **send a copy to yourself** for record-keeping.
- All emails are logged in the candidate's **Applicant Inbox** for reference.

---

## Accessing the Email Feature

You can email a candidate from their **Applicant Profile**:

1. Navigate to the applicant list for a job.
2. Click on a candidate's name to open their profile.
3. Look for the **Email** action button or option in the profile toolbar.
4. The **Email Candidate** dialog opens.

---

## Composing an Email

The Email Candidate dialog provides the following fields:

### From (Sender)

Select which email address to send from:

| Option | Address | When Available |
|--------|---------|----------------|
| **Default** | do-not-reply@smoothhiring.com | Always available |
| **Gmail** | Your connected Gmail address | When Gmail is connected |
| **Outlook** | Your connected Outlook address | When Outlook is connected |

Each option shows the corresponding icon (Default, Gmail, or Outlook) so you can quickly identify which account you're sending from.

### To (Recipient)

Pre-populated with the candidate's email address. You can edit this field if needed. The system validates that a properly formatted email address is entered.

### Cc (Carbon Copy)

Add email addresses of other people who should receive a copy of the email. Separate multiple addresses with commas.

### Bcc (Blind Carbon Copy)

Add email addresses of people who should receive a copy without other recipients knowing. Separate multiple addresses with commas.

### Subject

Enter the email subject line. This field is required — you must provide a subject before sending.

### Email Body

A rich text editor powered by a full-featured WYSIWYG editor. You can format your email with:

- **Bold**, *italic*, and underline text
- Bulleted and numbered lists
- Links
- Text alignment
- Headers and subheaders
- Block quotes

---

## Choosing Your "From" Address

The "From" dropdown determines which email address appears as the sender when the candidate receives your email.

### Default (do-not-reply@smoothhiring.com)

- Always available, no setup required.
- Emails come from SmoothHiring's system address.
- Candidates **cannot reply** directly to this address.
- Best for: Automated notifications, rejection emails, or one-way communications.

### Gmail

- Available when you have [connected your Gmail account](/help/account-team/connected-apps).
- Emails appear to come from your personal Gmail address.
- Candidates **can reply** directly to you.
- Shows your Gmail address in the dropdown (e.g., *Gmail (yourname@gmail.com)*).
- Best for: Personal communications where you want a direct reply.

### Outlook

- Available when you have [connected your Outlook account](/help/account-team/connected-apps).
- Emails appear to come from your Outlook/Microsoft address.
- Candidates **can reply** directly to you.
- Shows your Outlook address in the dropdown (e.g., *Outlook (yourname@company.com)*).
- Best for: Professional communications using your company email.

> **Tip:** We strongly recommend connecting your Gmail or Outlook account under [Connected Apps](/help/account-team/connected-apps) so candidates can reply to your emails directly. The default do-not-reply address does not allow responses.

### Auto-Selection Logic

When the dialog opens:
1. If Gmail is connected, it is selected by default.
2. If only Outlook is connected, Outlook is selected.
3. If neither is connected, the Default option is used.

---

## CC and BCC

### CC (Carbon Copy)

Use CC to include additional recipients who should be visible to the candidate:

- **Hiring managers** who need to be in the loop.
- **Recruiters** who are coordinating the process.
- **Team members** involved in the decision.

### BCC (Blind Carbon Copy)

Use BCC to include recipients that the candidate should not see:

- **HR administrators** for record-keeping.
- **Your own email** as an alternative to the "Send copy to me" option.
- **External stakeholders** who need to be informed.

### Multiple Recipients

Both CC and BCC fields support multiple email addresses separated by commas:

```
person1@company.com, person2@company.com, person3@company.com
```

The system validates each email address and shows an error message if any are invalid.

---

## Writing the Email Body (Rich Text Editor)

The email body uses a rich text editor that gives you full formatting control:

### Formatting Options

- **Text styling:** Bold, italic, underline, strikethrough
- **Lists:** Ordered (numbered) and unordered (bulleted) lists
- **Alignment:** Left, center, right, justify
- **Links:** Insert clickable URLs
- **Headers:** H1, H2, H3 for structured content
- **Block quotes:** For highlighting important information
- **Clean formatting:** Remove all formatting from selected text

### Writing Tips

- Keep emails concise and professional.
- Use bullet points for action items or multiple pieces of information.
- Include a clear call-to-action (e.g., *"Please reply by Friday"* or *"Click here to schedule your interview"*).
- Proofread before sending — emails cannot be recalled.

---

## Send a Copy to Yourself

The **Send copy to me** toggle lets you receive a copy of every email you send:

- Located below the email body editor.
- Toggle **on** to receive a copy, **off** to skip.
- Useful for maintaining your own records of candidate communications.

---

## Viewing Sent Emails

All emails sent through SmoothHiring are logged in the candidate's **Applicant Inbox**:

1. Open the candidate's profile.
2. Navigate to the **Inbox** tab.
3. View all sent and received emails in chronological order.

This creates a complete communication history for every candidate, making it easy to:

- Review what was communicated to a candidate.
- Pick up where a colleague left off.
- Maintain an audit trail of all candidate communications.

---

## Connected Email Accounts

To send emails from your personal address (rather than the default do-not-reply address), connect your email account:

1. Go to **Settings** > **Connected Apps**.
2. Connect your **Gmail** and/or **Outlook** account.
3. Follow the authentication prompts to grant SmoothHiring permission to send on your behalf.
4. Once connected, your personal email options appear in the **From** dropdown.

For detailed instructions, see [Connected Apps](/help/account-team/connected-apps).

---

## Common Use Cases

### Requesting Additional Information

*"We'd like to learn more about your experience with project management tools. Could you provide some examples?"*

### Interview Scheduling

*"Congratulations! We'd like to invite you for an interview. Please let us know your availability for next week."*

### Status Updates

*"Thank you for your patience. We are still reviewing applications and will be in touch within the next two weeks."*

### Rejection Communication

While SmoothHiring has a dedicated [rejection email feature](/help/applicants-pipeline/managing-candidates), you can also use the general email dialog for personalized rejection messages.

### Sending Offers

*"We are pleased to extend an offer for the [Position] role. Please find the details below…"*

---

## Best Practices

### Use Your Connected Email

Connect Gmail or Outlook so candidates can reply directly. This creates a better candidate experience and ensures you receive responses.

### Maintain Professional Tone

Every email represents your company brand. Use proper grammar, appropriate formatting, and a professional tone.

### Be Timely

Candidates appreciate prompt communication. Try to respond or follow up within 24–48 hours.

### Use CC Strategically

CC relevant team members to keep everyone informed without requiring separate forwarding.

### Keep Records

Enable *"Send copy to me"* for important communications so you have a personal record in addition to the Applicant Inbox log.

---

## Frequently Asked Questions

**Can I use email templates?**
SmoothHiring provides [email templates](/help/automation-templates/email-templates) for common scenarios like rejection emails and interview invitations. These can be configured in your Settings.

**Can I send emails to multiple candidates at once?**
The Email Candidate dialog is designed for individual candidate communication. For bulk actions, consider using the [rejection email feature](/help/applicants-pipeline/managing-candidates) which supports batch operations, or the email sharing feature from the applicant list footer.

**Are email attachments supported?**
The current email dialog focuses on text-based communications. For sending documents, include links to shared files or use your connected email client directly.

**Can candidates reply to SmoothHiring emails?**
If you send from your connected Gmail or Outlook account, yes. If you send from the default do-not-reply address, candidates cannot reply directly.

**Can I schedule emails to be sent later?**
Currently, emails are sent immediately when you click **Send**. There is no scheduled send option.

**Is there an email sending limit?**
Standard usage limits apply. If you're sending high volumes, consider using your connected email account which uses your email provider's sending infrastructure.

**What happens if the email fails to send?**
If sending fails, you'll see an error notification. Check the email address and try again. If the problem persists, verify your connected email account status in [Connected Apps](/help/account-team/connected-apps).

---

## Related Articles

- [Email Templates](/help/automation-templates/email-templates)
- [Connected Apps](/help/account-team/connected-apps)
- [Managing Candidates](/help/applicants-pipeline/managing-candidates)
- [Notifications](/help/automation-templates/notifications)