WhatsApp template · Utility
Shortlist Shared with Employer WhatsApp Template for Recruitment & Staffing Agencies
A ready-to-adapt WhatsApp message for recruitment, staffing and placement agencies, with placeholders, sample values and compliance notes.
When to Send This Message
Send to the hiring manager when profiles are ready. For recruitment, staffing and placement agencies, this is one of the everyday messages that keeps candidates and employers informed without a phone call. It can be sent manually from a panel at first and automated later through an API.
Interview scheduling, document collection and joining formalities create a steady stream of time-sensitive messages.
The WhatsApp Template
Dear {{1}}, {{2}} shortlisted profiles for {{3}} are ready for your review: {{4}}. - [Business Name][Business Name]
Example with sample values
Dear Mr. Joshi, 5 shortlisted profiles for Sales Executive are ready for your review: https://example.com/s/RA4. - [Business Name]
Replace [Business Name] with your registered brand name. Links shown use example.com as a placeholder; use your own domain.
Placeholders and Sample Values
| Placeholder | Meaning | Sample value |
|---|---|---|
| {{1}} | Manager | Mr. Joshi |
| {{2}} | Count | 5 |
| {{3}} | Role | Sales Executive |
| {{4}} | Link | https://example.com/s/RA4 |
Filling in each placeholder
- Manager (sample: Mr. Joshi): Use the first name or the salutation the customer gave you; fall back to a neutral greeting if the field is empty.
- Count (sample: 5): Keep the value short and specific; test the longest realistic value to check the message still reads well.
- Role (sample: Sales Executive): Keep the value short and specific; test the longest realistic value to check the message still reads well.
- Link (sample: https://example.com/s/RA4): Use your own short, recognisable domain; for SMS in India the domain must be whitelisted on DLT, and each variable is usually limited to 30 characters.
This template has 4 placeholders and a body of 108 characters before values are filled in. WhatsApp allows up to 1,024 characters in a template body, but short messages with one clear action get the best response.
Category and Approval
Utility templates must relate to a specific transaction, account or request the customer already has with you, such as a confirmation, reminder or status update. Do not add offers or promotional lines, as Meta may reclassify the template as marketing.
Compliance Checklist
- The template is approved in the correct category before sending; utility and authentication templates cannot carry promotional content.
- The customer has opted in to receive WhatsApp messages from your business, and you keep a record of the opt-in.
- Variables are numbered in order and you provide sample values when submitting; avoid starting or ending the body with a variable.
Rules to keep in mind for Recruitment & Staffing Agencies
Private placement agencies may need registration under state rules and, for overseas recruitment, the Emigration Act requires a licence from the Protector General of Emigrants. Agencies must never charge candidates fees that are not permitted, and messages should clearly identify the agency to build trust against scams.
General guidance, not legal advice. Rules change, so confirm current requirements before launch. See our WhatsApp compliance guide for India.
Tips for Better Results
- Use the customer's name and a reference number so the message is easy to trust and to search for later.
- Send it as close as possible to the event it relates to, such as right after booking or the day before an appointment.
Need this WhatsApp template set up?
We register, submit and connect templates for you, and send test messages before launch.
Questions About This Template
When should a recruitment agency send the shortlist shared with employer message?
Send to the hiring manager when profiles are ready. If customers reply, make sure someone on your team monitors and answers.
Do WhatsApp templates need approval?
Yes. Business-initiated messages outside the 24-hour customer service window must use a template approved by Meta. Approval is usually quick, but templates can be rejected or re-categorised if they break the guidelines.
Can I change the wording?
Yes. Adapt the text to your business, but keep it clear and specific, keep variables in order and submit realistic sample values. Any change to an approved template needs re-approval.
Can DND Teams set this up for my recruitment agency?
Yes. We adapt the template to your business, register or submit it, and connect it to your software or our panel. Share your use case on WhatsApp or through the form.
Related Templates
More WhatsApp templates for Recruitment & Staffing Agencies
This message on other channels
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