📨Email Templates for Communicating to Applicants

Here are some suggested email templates for project coordinators and co-leads to send to applicants during the project process.

Email: Not Selected for Co-Lead or Apprentice

Email: Not Selected for Co-Lead or Apprentice

Subject Line: Results for Your Tech Fleet Project Application

Hello!

This is [name of the person sending] from Tech Fleet, writing to you after you applied to [project name].

Not Selected for an Interview

We didn’t select you on the team for the upcoming training, but this was not because of your skills or experience! We had simply so many applications and are only selecting a couple co-lead and apprentice team mates per function.

We try to open as many opportunities as possible, and ask that community members prepare in servant leadership and agile for best chances of success.

What We Look For

Here’s some helpful information to succeed in getting on project training in Tech Fleet!

We do not look for skills or portfolios. We are an Agile Coaching organization. We prioritize team mates who have prepared in building an Agile Mindset through Agile training, Servant Leader training, and observing in Tech Fleet.

We ask that community members prepare Agile and Servant Leader mindsets before joining projects.

We primarily look for applicants who carry the following traits:

1. Have previously taken the Servant leadership masterclass

2. Have previously observed projects

3. Showcase servant leadership mindset

4. Showcase agile mindset

5. Are in the time zone range of the project

6. Are committed to the hours of work each week

Generally, when we select applicants to interview, it’s because they’ve showcased strong involvement in the above items.

You may have done these before, or you may have an opportunity to do them within this community in the future.

Don’t Give Up!

Tech Fleet’s mission is to open doors for people to break into tech. You are not alone in this community. There are so many ways to prepare for agile cross-functional teamwork in Tech Fleet, and they will help you stand out on project applications.

Here’s a reference in the user guide with links to agile training outlets in Tech Fleet: https://guide.techfleet.org/agile-portal/agile-training-in-tech-fleet

Observe the project

Anyone in the Tech Fleet community is able to join project meetings as an observer. We invite anyone who applied to the project to observe, and join the team in their conversations as they kick off. The more you are involved as an observer, the more you learn about Agile, and the more there will be opportunities for you to meet team mates. This increases member success in future projects. That’s why we offer it in Tech Fleet!

Here’s a reference in the user guide with links to the observer handbook in Tech Fleet: https://guide.techfleet.org/observer-portal/observer-handbook

Email: Selected for Co-Lead Interview

Email: Selected for Co-Lead Interview

Subject Line: Tech Fleet Interview for [Project]

Hello!

Hope this email finds you well!

Let's Schedule an Interview

Thank you so much for applying for the following project and team function:

[Project Name]

Co-lead [Team Function]

I really enjoyed reading your application responses & I’d love to get to know you more in a 30-minute interview.

We’re interviewing 5 apprentices per team function and will select 2 apprentices per function.

Interview Topics

1. Introductions

2. Getting to know Tech Fleet and the project

3. Getting to know you

4. Questions you have

How to Prepare

1. Here's the project dashboard so you can see the details about the project you applied to if you haven't already: https://guide.techfleet.org/training-openings/current-and-upcoming-program-openings/project-openings/upcoming-projects

2. Here's an interview guide to help you understand what we're going to discuss and how to prepare: https://guide.techfleet.org/project-portal/interview-guide-for-tech-fleet-project-team-building/co-lead-interview-guide-for-project-coordinators

Scheduling Time

Please fill out the following scheduling link to chat:

[Add link]

Looking forward to getting to know you.

Email: Co-Lead Team Offer

Email: Co-Lead Team Offer

Subject Line: Co-Lead Offer from Tech Fleet

Hello!

Thank you so much for taking the time to chat with me. It was so wonderful getting to know you.

[Insert something you liked from the interview that helped them stand out like “I especially enjoyed learning about your passion for storytelling and collaboration!” ]

Offer

I am delighted to offer you a training position for the upcoming apprenticeship!

[Project Name] - Co-Lead [team function]

Reply Now

Please reply to let me know whether you’d like to accept this training position in the next couple days so that I can finalize the team.

Next steps

1. We can get you into the project channels in Discord.

2. We will have a full co-leads kickoff in the next week, look out for communications in Email or Discord to schedule.

3. All co-leads will interview and select apprentices. We will show you how to do this.

4. After you pick your apprentices who applied, we will all start working with an Agile Coach to do “pre-kickoff” for the first 2 weeks of the project.

5. After pre-kickoff, we will start our 8 weeks of work together.

Looking forward to hearing from you soon!

Email: Selected for Apprentice Interview

Email: Selected for Apprentice Interview

Subject Line: Tech Fleet Interview for [Project]

Hello!

Hope this email finds you well!

Let's Schedule an Interview

Thank you so much for applying for the following project and team function:

[Project Name]

Apprentice [Team Function]

I really enjoyed reading your application responses & I’d love to get to know you more in a 30-minute interview.

We’re interviewing 5 apprentices per team function and will select 2 apprentices per function.

Interview Topics

1. Introductions

2. Getting to know Tech Fleet and the project

3. Getting to know you

4. Questions you have

How to Prepare

1. Here's the project dashboard so you can see the details about the project you applied to if you haven't already: https://guide.techfleet.org/training-openings/current-and-upcoming-program-openings/project-openings/upcoming-projects
2. Here's an interview guide to help you understand what we're going to discuss and how to prepare: https://guide.techfleet.org/project-portal/interview-guide-for-tech-fleet-project-team-building/apprentice-interview-guide-for-co-leads

Scheduling Time

Please fill out the following scheduling link to chat:

[Add link]

Looking forward to getting to know you.

Email: Apprentice Team Offer

Email: Apprentice Team Offer

Subject Line: Apprentice Offer from Tech Fleet

Hello!

Thank you so much for taking the time to chat with me. It was so wonderful getting to know you.

[Insert something you liked from the interview that helped them stand out like “I especially enjoyed learning about your passion for storytelling and collaboration!” ]

Offer

I am delighted to offer you a training position for the upcoming apprenticeship!

[Project Name] - Apprentice [team function]

Reply Now

Please reply to let me know whether you’d like to accept this training position in the next couple days so that I can finalize the team.

Next steps

1. We can get you into the project channels in Discord.

2. We will finish selecting training team members by the next week or so.

3. We will all start working with an Agile Coach to do “pre-kickoff” for the first 2 weeks of the project.

4. After pre-kickoff, we will start our 8 weeks of work together.

Looking forward to hearing from you soon!