WhatsApp template · Utility
Interview Scheduled 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 when a candidate's interview is scheduled. For recruitment, staffing and placement agencies, this is one of the everyday messages that keeps candidates and employers informed without a phone call. It works best when it is triggered automatically from your booking, billing or CRM software.
Recruiters work two sides: employers who need roles filled quickly and candidates who want clear, honest updates.
The WhatsApp Template
Dear {{1}}, your interview for {{2}} at {{3}} is scheduled on {{4}} at {{5}}. Venue/link: {{6}}. Arranged by [Business Name].[Business Name]
Example with sample values
Dear Amit, your interview for Sales Executive at our client is scheduled on 20 Oct at 11:00 AM. Venue/link: https://example.com/j/RA1. Arranged by [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}} | Candidate | Amit |
| {{2}} | Role | Sales Executive |
| {{3}} | Company | our client |
| {{4}} | Date | 20 Oct |
| {{5}} | Time | 11:00 AM |
| {{6}} | Venue | https://example.com/j/RA1 |
Filling in each placeholder
- Candidate (sample: Amit): Use the first name or the salutation the customer gave you; fall back to a neutral greeting if the field is empty.
- Role (sample: Sales Executive): Keep the value short and specific; test the longest realistic value to check the message still reads well.
- Company (sample: our client): Keep the value short and specific; test the longest realistic value to check the message still reads well.
- Date (sample: 20 Oct): Write dates in an unambiguous form such as 14 Oct or 14 Oct 2026; avoid formats like 10/11 that customers read differently.
- Time (sample: 11:00 AM): Give times with AM/PM or a clear range, and the time zone if the customer may be in another country.
- Venue (sample: https://example.com/j/RA1): Keep the value short and specific; test the longest realistic value to check the message still reads well.
This template has 6 placeholders and a body of 140 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
- Send it as close as possible to the event it relates to, such as right after booking or the day before an appointment.
- Keep one purpose per message; if you need to send a reminder and a document, the reminder should still make sense on its own.
Where this message fits for Recruitment & Staffing Agencies
Candidates search job boards and LinkedIn, apply to several roles and expect fast updates, while employers want a qualified shortlist quickly. Agencies win on speed, candidate experience and understanding of each client's culture.
Job boards and LinkedIn source candidates; WhatsApp and SMS schedule interviews and send reminders; voice calls screen candidates; email shares job alerts and client shortlists; search brings employers looking for recruiters.
Campaign ideas that pair with this template
- Personalised job alerts matched to candidate skills
- Interview reminders with location and interviewer details
- Monthly hiring market reports for client companies
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 interview scheduled message?
Send when a candidate's interview is scheduled. Automate it from your software where possible so it is never forgotten.
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.
Why is this template in the Utility category?
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.
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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