ChatGPT for Recruitment Agencies
ChatGPT for Recruitment Agencies:
5 Prompts That Fill Roles Faster
You got into recruitment because you’re good with people — reading candidates, understanding what clients actually need, making the right introduction at the right time. You did not get into it to spend 40% of your week writing job ads, rejection emails, and client update reports. These five prompts give that time back.
The average independent recruiter spends 40% of their working week on writing tasks. Job ads that need to attract exactly the right person and repel everyone else. Candidate rejection emails that feel awful to write every single time. Client update reports that need to sound thorough and professional even when there’s not much to report. Interview confirmation emails dispatched at 7pm. Referral requests to recently placed candidates while the relationship is still warm.
Every one of these tasks follows the same basic structure every time. The details change. The pattern doesn’t. And ChatGPT — briefed with the right context — handles all of it in under two minutes per task.
These five prompts are built on the CRAFT Method — a five-part structure that gives ChatGPT enough specific information about the role, the candidate, or the client to produce something that sounds like it came from a recruiter who actually knows the brief. Not a generic HR system. Not a template. Something that does the job.
Before you start: what you need
Go to chat.openai.com and create a free account. Two minutes, no payment required. Every prompt in this guide works with the free version without any limitations for the tasks here.
Prompt 1 — The Job Ad Writer
A job ad has two jobs: attract the right candidates and repel the wrong ones. Most job ads do neither particularly well — either because they’re too generic to stand out, too long to hold anyone’s attention, or so focused on what the client wants that they say nothing about what the candidate gets.
A great job ad is written from the candidate’s perspective. It answers the question every candidate is silently asking: why should I apply for this instead of the other fifteen roles in my inbox? This prompt writes one that does.
You are an experienced recruitment consultant writing a job advertisement for a client vacancy. My agency: [Agency name], specialising in [sector — e.g. "technology and digital roles" / "finance and accounting" / "healthcare and social care"]. The role: - Job title: [e.g. "Senior Software Engineer" / "Finance Manager" / "Registered Nurse"] - Client company: [Brief description — e.g. "a fast-growing SaaS company of 80 people based in Manchester" / "a mid-size independent accountancy firm in Central London" — do NOT name the client if confidential] - Location: [e.g. "Manchester city centre, hybrid 3 days in office" / "fully remote, UK-based" / "on-site, Leeds"] - Salary / day rate: £[X] [per annum / per day] [plus benefits — e.g. "plus 25 days holiday, private healthcare, bonus"] - Key responsibilities: [3–5 bullet points of the main things this person will do] - Essential requirements: [3–5 bullet points of must-have skills or experience] - Desirable but not essential: [1–3 nice-to-haves — or leave blank] - What makes this role genuinely attractive: [e.g. "joining at Series B stage, real product influence, strong team culture" / "flexible hours, genuine progression, established and stable firm"] Write a compelling job advertisement of around 200 words suitable for posting on LinkedIn, Reed, or CV-Library. It should: - Open with a hook that speaks to the right candidate’s ambitions, not just a job title - Describe the company and role in a way that makes the right person genuinely want to apply - List requirements clearly but concisely - End with a direct, specific application instruction Tone: professional, engaging, human. Written by a recruiter who knows this sector and this type of candidate. Not corporate HR language. Not a list of requirements with no personality.
Prompt 2 — The Candidate Rejection Email
You have fifteen candidates in the process. Three are going through to interview. The other twelve need to know they haven’t been successful — and every one of those emails needs to be warm enough that the candidate doesn’t feel dismissed, specific enough that it doesn’t feel like a mail merge, and professional enough that they’d consider working with your agency again for the next role.
Most recruiters either send something so brief it feels cold, or they delay sending rejections at all because writing them feels like difficult emotional labour. This prompt produces the right email in 60 seconds.
You are a recruitment consultant writing a rejection email to an unsuccessful candidate. My agency: [Agency name] Candidate name: [First name] Role they applied for: [Job title and brief description — e.g. "Senior Software Engineer at a Manchester SaaS company"] Stage they reached: [e.g. "initial application review" / "telephone screening" / "first interview" / "final interview"] Reason for rejection (optional — include only if it’s constructive and appropriate to share): [e.g. "the client chose a candidate with more specific experience in [area]" / "another candidate was a stronger cultural fit for this particular team" — or leave blank for a general decline] Would I work with this candidate again for future roles? [Yes, definitely / Possibly / No] Write a warm, professional rejection email of around 100 words that: - Thanks them genuinely for their time and interest - Informs them clearly that they have not been selected for this role - Gives a brief, honest reason if one was provided — without being brutal - If I would work with them again: says so warmly and specifically (“I will absolutely keep your details for relevant future roles”) - If I would not: closes warmly but without making promises I won’t keep - Ends on a genuinely positive note Tone: warm, honest, professional. Like a message from a recruiter who actually cares about candidates’ career progression, not an automated system.
Prompt 3 — The Client Update Report
Your client agreed to receive weekly updates on the search. Week two. You have four CVs shortlisted and three first interviews booked. You need to send an update that conveys activity, professionalism, and momentum — without just saying “we’re making progress, will update you soon.”
A well-written client update keeps clients confident, reduces the number of chasing emails you receive, and reinforces your value as their recruiter. Most updates are either under-written (a few bullet points in a forwarded email) or over-written (a long report nobody reads). This prompt finds the right length and tone every time.
You are a recruitment consultant writing a weekly update to a client on their open vacancy. My agency: [Agency name] Client name: [Client first name or company name] Role being filled: [Job title] Week number of the search: [e.g. "Week 2 of the search"] Activity this week: - CVs reviewed: [Number] - CVs being submitted with this update: [Number — e.g. "3 shortlisted profiles attached"] - Interviews arranged: [e.g. "2 first interviews confirmed for Tuesday 24 June and Thursday 26 June"] - Interviews completed: [e.g. "1 first interview completed — feedback requested"] - Pipeline update: [e.g. "4 strong candidates still in active process" / "market is tight for this profile — adjusting search parameters"] - Any challenges or observations: [e.g. "candidates at this salary level are receiving 2-3 competing offers — moving quickly is important" — or leave blank] Write a professional client update email of around 120 words that: - Summarises the week’s activity clearly and concisely - Notes any attached CVs and asks for feedback by a specific date - Shares any relevant market observations if provided - Confirms next steps and when they will next hear from me - Ends with an open invitation to call if they have any questions Tone: professional, confident, reassuring. Like a recruiter who is in control of the process and on top of the brief.
Prompt 4 — The Interview Confirmation & Prep Email
A candidate has been confirmed for a first interview. You need to send them the details — time, format, who they’ll meet, location or video link — plus enough preparation guidance to give them the best possible chance of performing well. A well-prepared candidate is more likely to convert to an offer. An offer is how you get paid.
Most recruiters send a brief email with the logistics and nothing else, leaving prep entirely to the candidate. The ones who send a genuinely useful prep email get better interview outcomes — and more grateful candidates who refer them to colleagues.
You are a recruitment consultant writing an interview confirmation and preparation email for a candidate. My agency: [Agency name] Candidate name: [First name] Role: [Job title] Client company: [Company name or brief description if confidential] Interview format: [e.g. "Teams video call" / "in-person at their offices at [address]" / "two-stage: competency interview then a short presentation"] Date and time: [e.g. "Tuesday 24 June at 2pm"] Who they will meet: [e.g. "the Hiring Manager, [Name], and the Finance Director" — or "the hiring team, two people" if confidential] Duration: [e.g. "approximately 45 minutes"] Key things I know about the client or the interview process: [e.g. "they always ask about a time you’ve managed a difficult stakeholder" / "they value cultural fit as much as technical skills" / "the company is going through a period of rapid growth, so show you’re comfortable with change" — or leave blank] Anything the candidate should prepare specifically: [e.g. "bring examples of projects from their last role" / "read their latest annual report" / "prepare 3 questions to ask at the end"] Write a professional confirmation and preparation email of around 150 words that: - Confirms all the logistics clearly at the top - Shares 3–4 specific, genuinely useful preparation tips based on what I know about the client - Wishes them well warmly - Tells them to call or message me with any questions before the interview Tone: warm, professional, genuinely helpful. Like advice from a recruiter who wants this candidate to do well and knows the client.
Prompt 5 — The Candidate Referral Request
You just placed a candidate. The first few weeks in the new role are going well. They are happy. Your relationship is at its warmest. This is exactly the right moment to ask if they know anyone else who might be looking for a move — because referred candidates are faster to place, cheaper to source, and significantly more likely to convert than cold outreach.
Most recruiters either never ask, or ask awkwardly in the same email as the placement confirmation. This prompt times it right and writes the message properly — warm, specific, and easy for the candidate to act on.
You are a recruitment consultant writing a referral request email to a recently placed candidate. My agency: [Agency name] Candidate name: [First name] Role they were placed in: [Job title and company — e.g. "Finance Manager at [Company]"] How long ago they started: [e.g. "4 weeks ago" / "3 months ago"] Anything I know about how they’re getting on: [e.g. "they messaged me last week to say they’re really enjoying the team" / "their line manager gave me great feedback on their first month" — or leave blank] My referral offer (if any): [e.g. "I offer a £[X] John Lewis voucher for any successful referral" — or leave blank if no formal scheme] Sectors or roles I’m currently working on: [e.g. "I’m particularly active in finance and operations roles at the moment" — or leave blank] Write a warm, personal referral request email of around 100 words that: - Opens by genuinely checking in on how they’re settling in - References something specific about their placement so it feels personal - Asks naturally whether they know anyone in their network who might be open to a conversation - Mentions any referral incentive if applicable - Makes the ask easy to act on (“even a first name and LinkedIn is enough to get started”) Tone: warm, personal, genuine. Like a message from someone they’d actually be happy to hear from, not a formal business solicitation.
Why these prompts work: the CRAFT Method
Generic instructions produce generic output. Type “write me a job ad for a finance manager” and ChatGPT produces something that could describe any finance manager role at any company anywhere. The five prompts above work because they use the CRAFT Method — a five-part structure that gives ChatGPT enough specific information to produce something that sounds like it came from a recruiter who actually knows the brief.
Start with your next job ad
Take the next role brief that comes in from a client. Instead of opening a blank Word document, open ChatGPT, paste in Prompt 1, fill in the role details, and read what comes back. Compare it to what you would have written in 45 minutes of concentrated effort.
Most recruiters who do this are genuinely surprised — not because the AI knows more about the role than they do, but because it takes what they know and structures it into something that would make the right candidate lean forward and read to the end. That’s the only thing a job ad needs to do.