Writing Receipt of Application Emails in Maritime Recruitment

A receipt of application email confirms to a seafarer that their job application has been received and tells them what happens next. In maritime recruitment, sending these emails to both shortlisted and unsuccessful candidates is one of the simplest ways to protect your employer brand, reduce drop-off from your recruitment pipeline, and maintain goodwill with a global pool of talent you may want to hire in the future.  

This guide explains why these emails matter, provides ready-to-use templates for both successful and unsuccessful applicants, and shows how Martide’s built-in Message Templates feature makes the whole process faster.

Why You Should Write Receipt of Application Emails in Maritime Recruitment

We know what you’re thinking. You are a busy shipowner, ship manager, crew manager or manning agent. You have crew change dates to meet, vessels to keep fully crewed to minimum safe manning requirements, certificates to verify and contracts to arrange. The last thing you need is to add more emails to your workload. So why bother sending a receipt of application email to every candidate who applies for your seafarer jobs? 

The short answer is: because it makes a measurable difference to your recruitment outcomes, and because most of your competitors are not doing it. 

According to a 2024 report on candidate experience, a striking 0% of companies surveyed communicated application status to candidates after an initial confirmation email. That represents a significant gap between what candidates want and what employers provide. In a sector already facing a severe talent shortage, with BIMCO and the International Chamber of Shipping projecting a shortfall of 90,000 officers by 2026, closing that gap can genuinely set you apart as an employer of choice. 

The business case for candidate communication is well established. Research cited by MSH Talent shows that nearly 4 in 5 candidates say the overall experience they receive during the hiring process is an indicator of how a company values its people. A further 80-90% of talent say that a positive or negative candidate experience can change their perception of a role or company entirely. In the maritime sector, where the same pool of qualified officers and ratings often circulates between a relatively small number of shipowners and manning agents, your reputation matters. 

Candidate experience research from CareerPlug reinforces this further: poor experiences such as lack of communication led 26% of job seekers to decline offers in 2024. If a seafarer withdraws from your pipeline because they felt ignored, that is a hire you will not get back. And in a competitive labour market, every quality candidate counts. 

The Maritime-Specific Case for Candidate Communication 

Most hiring advice around application acknowledgement is written with office-based roles in mind. Maritime recruitment has its own distinct characteristics that make candidate communication even more important. Seafarers applying for jobs may be mid-contract at sea, in a different time zone, or relying on intermittent internet access. They may also be applying through a manning agent rather than directly to you. A clear, prompt receipt of application email tells them their application has arrived safely, reassures them that the process is underway, and sets expectations for next steps. It is also a professional courtesy that reflects well on your organisation. 

There are two types of receipt of application email you may need to send: one to candidates who have made your shortlist and will progress to the next stage, and one to candidates who have not made the shortlist but whose applications you have reviewed. Both matter. Both are covered in this guide. 

Writing a Receipt of Application Email Template for Successful Candidates 

A shortlisted candidate is someone whose qualifications, experience and availability are a strong match for the role. At this point in your maritime recruitment process, you want to keep them engaged and warm. You have not yet invited them to a job interview, but you want to let them know they are being considered seriously. This email needs to be prompt, encouraging and clear about what happens next. 

What to Include in a Shortlist Confirmation Email 

• A warm, personalised greeting using the candidate’s name 

• Confirmation that their application has been received and reviewed 

• A positive signal that they are progressing to the next stage 

• A clear explanation of what the next step is, such as a phone screening, video interview or in-person interview 

• An approximate timeframe for when they will hear from you 

• Your contact details in case they have questions 

Template 1: Receipt of Application Email for Shortlisted Candidates 

Subject: Your Application for [Job Title] at [Company Name] 

Dear [Candidate Name], 

Thank you for applying for the position of [Job Title] with [Company Name]. We have now had the opportunity to review your application and are pleased to let you know that you have been shortlisted for this role. 

We were impressed by your experience and qualifications, particularly [brief specific reference if possible - e.g. your time as Chief Officer on bulk carriers, or your STCW certifications in X]. 

The next step in our process is [a telephone screening / a video interview / an in-person interview at our offices]. We aim to be in touch with you regarding the details within [number] working days. 

In the meantime, if you have any questions about the role or the next steps, please do not hesitate to contact us at [email address] or [phone number]. 

We look forward to speaking with you soon. 

Kind regards, [Your Name] [Job Title] [Company Name] [Phone] [Email]

A Note on Personalisation 

Even a small amount of personalisation in your shortlist email makes a significant difference. Research from Dice Hiring shows that personalised emails achieve 29% higher open rates and 41% higher click-through rates than generic messages. In the context of a receipt of application email, this might be as simple as referencing the specific rank or vessel type the candidate is applying for, or acknowledging a particular qualification. It signals that a real person has reviewed their application, rather than an automated system sending a generic response. 

Once a candidate has been confirmed as shortlisted, the next step is to invite them to a screening call or interview. For guidance on writing those emails, take a look at our guide to phone and video interview invitation email templates and our guide to in-person interview invitation email templates in maritime recruitment. 

Writing a Receipt of Application Email Template for Unsuccessful Candidates 

This is the email that most shipowners and manning agents simply do not send. Candidates who have not made the shortlist are often left without any communication at all. This is sometimes called candidate ghosting, and it is increasingly seen as a significant failure in the hiring process. According to Greenhouse research cited by MSH Talent, 61% of job seekers report being ghosted after an interview in 2024, up nine percentage points year on year. At application stage, the figures are even worse. 

Sending a rejection email at the application stage does not have to take long. A brief, respectful message that thanks the candidate for their time and lets them know they have not been successful on this occasion is enough. It protects your reputation and keeps the door open for future applications. In the maritime world, where a seafarer who is not right for one rank today might be perfect for a different role in six months, this matters more than many shipowners realise. 

Research from CareerPlug’s 2025 candidate experience report found that 66% of candidates said a positive experience influenced their decision to accept a job offer. The inverse is also true: poor communication at any stage can lead candidates to walk away from future opportunities with the same company. 

What to Include in an Unsuccessful Application Email 

• A personalised greeting with the candidate’s name 

• Confirmation that their application has been reviewed 

• A clear but kind statement that they have not been shortlisted on this occasion 

• A brief, non-specific reason if appropriate - e.g. the volume of applications or a closer match with another candidate 

• An invitation to apply again for future vacancies 

• A warm closing that maintains goodwill 

Template 2: Receipt of Application Email for Unsuccessful Candidates 

Subject: Your Application for [Job Title] at [Company Name] 

Dear [Candidate Name], 

Thank you for taking the time to apply for the position of [Job Title] with [Company Name]. We appreciate your interest in joining our team and the effort you have put into your application. 

Having carefully reviewed all of the applications we received, we regret to inform you that on this occasion, we will not be taking your application forward. This was not an easy decision, as we received a strong response to this vacancy. 

We will keep your details on file and would encourage you to keep an eye on our current vacancies and apply again for any roles that match your experience and qualifications. 

We wish you every success in your search for your next position at sea and thank you again for your interest in [Company Name]. 

Kind regards, [Your Name] [Job Title] [Company Name]

Why Sending This Email Is a Competitive Advantage in Maritime Recruitment 

Most guidance on recruitment email templates focuses almost entirely on successful candidates. Covering both scenarios in detail is something that makes a genuine difference in practice. In the maritime industry, a seafarer who receives a respectful rejection email is far more likely to reapply when a suitable vacancy arises, recommend your company to colleagues, and maintain a positive view of your brand. Given that the shipping industry operates on a relatively small global talent pool, that goodwill has real commercial value. 

More Email Templates for Maritime Recruitment

Receipt of application emails are just one part of the communication journey in maritime recruitment. At Martide, we have put together a full series of guides covering every email template you are likely to need when hiring seafarers. Whether you are reaching out to candidates for the first time or making a formal job offer to your preferred hire, we have a template and a guide to help. 

• Candidate sourcing emails: How to write cold outreach and referred outreach emails to attract seafarers to your vacancies 

• Phone and video interview invitations: How to invite candidates to a Zoom, Google Meet or phone screening call 

• In-person interview invitations: How to invite shortlisted candidates to a face-to-face interview 

• Job offer emails: How to write a compelling job offer email that secures your preferred candidate 

For a broader overview of why email communication strategy matters in maritime recruitment and how to approach it effectively, take a look at our post on how to improve your maritime recruitment emails. 

Contact Martide and Start Making Life Easier Today!

Martide is built for small to medium-sized shipowners, ship managers, crew managers and manning agents who want to recruit qualified seafarers faster, more efficiently and with less administrative overhead. From free job postings and access to a global pool of seafarers to our audited and accredited manning agent network and built-in messaging tools, Martide brings every part of your maritime recruitment process together in one place. 

Post a free job vacancy on Martide today, or get in touch with our team to book a no-obligation demo and discover how we can help you reduce your time to hire and build a stronger, more engaged candidate pipeline. 

Follow Martide on LinkedIn, Facebook and X for regular updates on maritime recruitment, crew management and industry news. 

Frequently Asked Questions: Receipt of Application Emails in Maritime Recruitment 

What is a receipt of application email in maritime recruitment? 

A receipt of application email is a message sent to a seafarer after they apply for a job to confirm that their application has been received and to tell them what happens next. It may also be used to let unsuccessful applicants know that they have not been shortlisted. These emails are a standard part of a professional recruitment process and have a direct impact on candidate experience and employer reputation. 

Do I need to send receipt of application emails to every candidate? 

Ideally, yes. Sending a brief acknowledgement to every applicant is good practice and protects your employer brand. At a minimum, you should always send a receipt of application email to candidates who have been shortlisted, so they know they are progressing and remain engaged in your recruitment pipeline. Sending rejection emails to unsuccessful applicants at application stage is also strongly recommended, as it maintains goodwill and keeps those candidates available for future vacancies. 

What should I include in a receipt of application email for a shortlisted seafarer? 

Your email should include a personalised greeting, confirmation that the application has been received and reviewed, a clear signal that the candidate is progressing, an explanation of the next step in the process, an approximate timeframe for hearing back, and your contact details. The more specific you can be, for example referencing the exact role and vessel type, the more professional and reassuring the email will feel to the candidate. 

How quickly should I send a receipt of application email? 

As quickly as possible after reviewing an application. Research consistently shows that speed of communication is one of the most important factors in candidate experience. For shortlisted candidates in particular, a prompt response keeps momentum in your pipeline and reduces the risk of the candidate accepting another offer in the meantime. For maritime recruitment, where crew change dates add urgency to the hiring process, delays can have direct operational consequences. 

Is it worth sending a rejection email to candidates who did not make the shortlist? 

Yes. Sending a brief, respectful rejection email to unsuccessful candidates is one of the most underutilised tools in maritime recruitment. Most employers do not do it, which means that doing it immediately sets you apart. It protects your employer brand, maintains goodwill with candidates who may be suitable for future roles, and reduces the reputational risk of candidates sharing negative experiences about your company. With the global seafarer pool under significant pressure, as highlighted by the International Chamber of Shipping’s forecasts, retaining goodwill with qualified candidates you cannot hire right now is a sensible long-term strategy. 

What is the difference between a receipt of application email and an interview invitation email? 

A receipt of application email is sent after reviewing a candidate’s application, before any formal interview has been scheduled. It acknowledges the application and lets the candidate know whether they are progressing. An interview invitation email is a subsequent communication sent to shortlisted candidates to invite them to a specific interview: either a phone or video call, or an in-person meeting. For templates and guidance on interview invitation emails, see our guides to phone and video interview invitations and in-person interview invitations in maritime recruitment. 

This blog post was originally published on October 19th 2019 and last updated on May 14th 2026.