By Paula Santonocito, AIRS Staff writer

In our fast-paced world, it's only natural to look for shortcuts. However, in your zeal to save time, one task you shouldn't omit is responding to resumes. Replying to prospective candidates isn't an obligation; it's an opportunity to build relationships. A well-written letter used in conjunction with an autoresponder can make this previously time-consuming task convenient, while providing you with a chance to make a favorable impression about your organization.

Autoresponding

An autoresponder, which also goes by the aliases mailbot, infobot, and email-on-demand, is a computer program designed to send automatic replies to emails. Autoresponders vary in cost and capability. They range from free or almost free basic shareware programs to more complex services that, depending on your needs, may be worth the investment.

To find out more about autoresponders, visit CNET http://download.cnet.com/downloads/0,10150,0-10001-103-0-1-7,00.html?tag=st.dl..srch.list&search=autoresponder&queryType=quicksearch&qt=autoresponder where you can also select and download from a list of software. Since system compatibility varies, be sure to select a product designed to work with your operating system.

There's More to Explore

Another selection of autoresponders can be found at The Biz Bot Weekly http://www.bizbotweekly.com/free_autoresponders.html. Although these are billed as "free," some come with added baggage, such as advertisements. However, Biz Bot offers a product-by-product explanation regarding their various offerings. Unlike at CNET, you can't download directly from Biz Bot's site. Instead, they provide links to individual product sites where you can then either download the software and/or obtain more information. Web & Internet Marketing http://www.web-internet-marketing.com/autoresponders.htm also features autoresponders. Like Biz Bot, they offer links to the products they list.

Acknowledge and Advise

Once you choose a vehicle for delivering your message, you need to decide on the message itself. The purpose of your correspondence should basically be two-fold: to acknowledge receipt of the candidate's resume, and to advise him or her about what will happen next.

Give some thought to the second part of this seemingly simple equation. Will he or she really be hearing from you within 30 days? If not, don't be misleading. If you will only contact those candidates whose skills match your immediate needs, say so. People appreciate knowing where they stand. Try to be as specific as possible regarding your follow-up policy, while remaining general enough so that your letter works for all or most candidates.

Put Your Best Foot Forward

While delivering your message in a clear, concise manner is the primary objective of your correspondence, a properly worded letter can also serve another purpose. Your letter is an opportunity to introduce your organization. This doesn't mean providing details about your operation. It's more subtle than that. Think about the content of your letter, and the overall impression it makes. Is it courteous, friendly, and professional? Is it in keeping with your corporate culture?

There's a Person Behind That Page

Keep in mind that, in most cases, a letter responding to a resume is the first personal communication a prospective candidate will receive from your organization. Also remember that the person to whom you're replying isn't simply a name on a piece of paper. This is someone you may wish to employ at some future date.

By carefully crafting a letter that provides prospective candidates with appropriate feedback, and by using it with autoresponders to accelerate the reply process, you'll effectively manage resumes and help market your organization.

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