I need to create email addresses for recruiting communications at [COMPANY NAME]. Our current email-domain and mailbox conventions are: [EXISTING NAMING CONVENTIONS]. The recruiting functions these addresses need to cover are: [RECRUITING FUNCTIONS]. Relevant company policy, privacy requirements, and brand rules are: [POLICY AND BRAND RULES]. The addresses will be used by: [INTENDED SENDERS AND RECIPIENTS]. Produce a practical recommendation, not a long brainstorm. 1. Briefly state the naming principles you applied, including clarity for candidates, continuity when an employee leaves, accessibility, and avoidance of terms that imply a candidate’s demographic group, employment status, or hiring outcome.
2. Provide 8-12 address options in a table with: proposed address, function covered, whether it is shared or person-specific, likely candidate interpretation, and any operational concern. 3. Recommend one primary shared mailbox pattern and, if useful, separate addresses for campus recruiting, referrals, interview coordination, or accommodation requests. Keep the number of public-facing addresses low. 4. Include a short implementation note covering mailbox ownership, auto-reply language, routing, access controls, retention, and what should happen when a recruiter changes roles. 5. Draft a 35-55 word candidate-facing signature line that tells recipients what the mailbox is for without promising a response or a hiring decision. Do not invent policies or claim legal compliance. If the policy rules are incomplete, ask up to 3 clarifying questions before answering. Self-check that every proposed address matches the stated convention, does not expose a recruiter’s personal details unnecessarily, and is understandable to a candidate seeing it for the first time.
Fill in
| Placeholder | What to enter | Example |
|---|---|---|
| [COMPANY NAME] | Enter your organization’s name. | Northstar Logistics |
| [EXISTING NAMING CONVENTIONS] | Describe your email domain, allowed separators, existing shared inbox patterns, and restricted words. | Domain is northstarlogistics.com; shared mailboxes use lowercase words and hyphens; avoid personal names and department acronyms. |
| [RECRUITING FUNCTIONS] | List the recruiting activities the addresses must support. | General applications, interview scheduling, employee referrals, university recruiting, and accommodation requests. |
| [POLICY AND BRAND RULES] | Paste relevant privacy, accessibility, security, legal, and brand guidance. | Use shared mailboxes for external contact, restrict inbox access to assigned HR staff, do not put medical details in subject lines, and use plain language. |
| [INTENDED SENDERS AND RECIPIENTS] | State who will send from the addresses and who will receive the messages. | Talent acquisition coordinators and recruiters will send messages; job candidates, employees making referrals, and university career offices will receive them. |
How to use
- Paste the prompt into Claude and replace every bracketed input with your actual company details.
- Compare the recommended primary address with your existing support and HR mailbox conventions.
- Confirm ownership, access, and routing with IT and the recruiting operations owner before publishing an address.
- Follow up with: “Adapt the signature line for candidates who have applied through our careers site.”
Variations
Interview scheduling
Use when you need a single inbox for interview logistics.
I need a shared interview-scheduling email address for [COMPANY NAME]. Our address convention is [NAMING RULES], and it will be used for [INTERVIEW TYPES]. Give me 6 options in a table with candidate clarity, routing implications, and any confusion with recruiting or HR support inboxes. Recommend one option and draft a 40-word auto-reply that sets a response expectation without promising an interview outcome. Do not use personal names or wording that implies a candidate has advanced. Ask up to 3 questions only if a required input is missing.
Recruiter aliases
Use when recruiters need a consistent personal sending format.
Create a recruiter email alias convention for [COMPANY NAME] using [DOMAIN AND NAMING RULES]. It must work for [NUMBER OF RECRUITERS] recruiters and preserve continuity when a recruiter leaves. Give me one preferred format, two alternatives, examples for [SAMPLE NAMES], and rules for name collisions, pronouns, and contractor access. Separate public-facing aliases from internal directory names. Flag any operational rule that requires IT or privacy approval. Ask up to 3 questions only if essential information is missing.
Candidate help inbox
Use when applicants need a clear place for application support.
Design a candidate-help email address and triage setup for [COMPANY NAME]. Candidates commonly need help with [COMMON ISSUES], and our current mailbox rules are [MAILBOX RULES]. Provide 5 address options, a recommended choice, a routing taxonomy of no more than 6 categories, and a short auto-reply. Ensure the language distinguishes technical application help from status requests and accommodation needs. Do not promise response times unless I supply one. Ask up to 3 questions only if required information is missing.
Tips
- Use a shared, function-based address for external recruiting so candidates are not stranded when one recruiter leaves.
- Keep application-status questions separate from technical careers-site support when different teams handle them.
- Do not use labels such as “top-talent” or “diversity hires” in public addresses; they can confuse recipients and create unnecessary sensitivity.
- Decide who owns the inbox, its service level, and its retention rules before adding it to job postings or templates.
FAQ
Should recruiting use a personal email address or a shared inbox?
Use a shared inbox for candidate-facing functions that must continue across staff changes. A recruiter’s personal alias can still appear in a signature when appropriate.
Can we make a separate address for accommodation requests?
Often yes, if it routes to trained staff with limited access. Confirm the exact handling and privacy requirements with your HR or legal owner.
How many recruiting inboxes should we publish?
Usually one primary address plus a small number of distinct functional addresses is easier for candidates and easier to operate.