As a maritime recruitment agency we know that when it comes to sourcing and recruiting top talent for your jobs at sea your recruitment emails need to be top notch. However, it’s unrealistic to think that you’re going to handcraft each and every email that you send to each and every candidate - which means turning to good old email templates.

But just because an email has been pre-written doesn’t mean that it can’t be effective! So how do you make sure your recruitment email templates are on point?

How to improve your maritime recruitment emails

Email is a powerful tool in talent acquisition. A good maritime recruitment agency knows that it's not just about filling vacant crewing positions; if you want to outsmart your competitors, you need to focus on finding the best seafarers for your maritime jobs.

And that means pulling out all the stops throughout the recruitment process - from cold candidate outreach to onboarding and beyond.

Of course the main objective of using email templates is to make it quicker and easier to communicate with large numbers of people. But you should also be using them to effectively shorten your time to hire by keeping the language you use concise, to the point and informative. That’s a win-win for both you as a shipping or crewing company and the candidate.

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First impressions count in marine recruitment

Attracting new candidates can be tough. Especially if they’re among the younger crop of seafarers who think and work in very different ways to the generations that have gone before them. That’s precisely why you need to ensure your emails are hitting the right note and presenting your company and your vacant jobs at sea in the best light possible.

You want to come across as friendly yet professional, natural not automated and you definitely don’t want to give potential new recruits the impression that you’re spamming them. The shipping industry can be a small world and candidates and fellow seafarers will talk - the last thing you want is to become known as the maritime company that everyone hates thanks to your endless stream of junk mail!

blue and gray corrugated metal door with junk mail sticking through slit

How to get your maritime recruitment email templates right

From the start, your emails need to set the tone for your communication. They represent your shipping company’s brand and company culture. Here are four points to bear in mind when creating maritime recruitment agency style email templates:

  • Personalization: yes you’re using email templates but you don’t want them to look like they’re copied and pasted with no thought whatsoever. At the very least address the email using the applicant’s name and make reference to your previous communication, if any.
  • Tone: your tone of voice, or the style of language you use needs to be appropriate for your target audience. For example, your emails to seafaring cadets should be written differently to those aimed at masters and chief engineers. This might mean using different greetings to open your email: “Hi John,” could work just fine for a recent maritime academy graduate but should be amended to “Dear” if addressing someone more senior.
  • Frequency/infrequency: you need to walk the line between contacting your candidate enough and too little. Creating a great candidate experience during the recruitment process is important and alternately ignoring or spamming them with emails will detract from that. In a similar vein, ensure that you follow up any questions or notify them of updates in a timely fashion.
  • Relevance: as mentioned above, ensure emails are to the point and that all relevant information is covered in a clear and concise fashion. Conclude your email by telling the candidate what they need to do next, even if it’s just to get in touch if they have any further questions.
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Types of email templates used by a maritime recruitment agency

Given the many different variations within a typical recruitment process for maritime jobs you’ll need to create a number of different templates. It’s possible that any given template will require a number of different responses meaning that you’ll also need to create guidelines or a system for your staff to know which email to send according to the circumstances.

At its most basic you’ll need to create email templates for five different areas: candidate sourcing, receipt of application/shortlisting, phone interview invitation, an email invitation for interview in person and making a job offer. We've provided guides for writing all of those emails also in our blog.

And don’t forget that if you're a crewing company or shipowner trying to fill your empty maritime jobs, Martide can help. Our pool of qualified seafarers are waiting to sign contracts for your open jobs at sea right now!