How to Send Typing Tests to Candidates by Email

You've found three promising candidates for your open administrative assistant role. Their resumes look great, their cover letters are polished, and they interviewed well. But can they actually type fast and accurately enough to handle the daily workload?

This is where most recruiters hit a wall. Setting up a typing assessment is one thing. Getting it into candidates' inboxes smoothly, tracking who's completed it, and comparing results fairly is something else entirely. If you've ever copied and pasted test links into individual emails, lost track of which candidate received which version, or had applicants claim they never got the invite, you know the pain.

The good news? Sending typing tests by email doesn't have to be a manual, error-prone process. With the right approach and tools, you can go from "I need to test 50 candidates" to "all invitations sent" in under five minutes. This guide walks you through every step, from building your test to delivering it to candidates and monitoring their progress.

Whether you're hiring a single receptionist or staffing an entire call center, you'll walk away with a repeatable system that saves hours and produces better hiring decisions. Let's dig in.

Why Email-Based Typing Tests Are a Recruiter's Best Friend

Before we get into the how, let's talk about the why. Typing assessments have been part of hiring for decades, but the way we deliver them has changed dramatically. Gone are the days of scheduling in-person typing tests in a conference room with a stopwatch. Email-based typing assessments offer advantages that make the old approach feel almost absurd.

First, there's the reach factor. According to the Bureau of Labor Statistics, office and administrative support roles represent one of the largest occupational groups in the workforce. That means recruiters filling these positions are often dealing with high applicant volumes. Sending typing tests by email lets you assess dozens or even hundreds of candidates simultaneously, without coordinating schedules or booking rooms.

Second, email delivery creates a level playing field. Every candidate receives the same test, the same instructions, and the same time constraints. There's no variation introduced by different proctors, different rooms, or different times of day. The standardization makes your results directly comparable, which is exactly what you need when you're choosing between similar candidates.

Third, and this is the one recruiters love most, email-based tests are asynchronous. You send the invitation at 9 AM on a Monday. Candidates can take the test whenever it works for them, whether that's Tuesday evening or Thursday morning. You're not losing good candidates because they couldn't make a specific testing window.

The Hidden Cost of Manual Test Distribution

Let's do some quick math. Say you're hiring for three open positions and you have 40 candidates who made it past the resume screen. If you spend just three minutes per candidate copying a link, personalizing an email, and logging who you sent it to, that's two hours of pure administrative work. And that's before you start chasing down the candidates who didn't respond.

Now multiply that across every role you fill in a quarter. For a busy recruiter handling 10 to 15 requisitions, the time adds up fast. Automating the invitation process isn't just convenient. It's a measurable time savings that frees you up for higher-value activities like interviewing and relationship building.

There's also the error factor. Manual processes invite mistakes. You might send the wrong test link, misspell a candidate's name, or forget to include the deadline. Each of these tiny errors creates friction in the candidate experience and reflects poorly on your organization. A structured, tool-driven approach eliminates these risks almost entirely.

Finally, consider the candidate's perspective. Job seekers are evaluating your company just as much as you're evaluating them. A professional, well-formatted test invitation signals that your organization is organized, tech-savvy, and respectful of their time. A sloppy, copy-pasted email with a bare URL does the opposite.

Building and Configuring Your Typing Test Before You Hit Send

Sending a typing test by email starts well before you open your inbox. The quality of your test setup directly determines the quality of your results. Rush this step and you'll end up with data you can't trust. Take the time to configure it properly and you'll have clear, defensible metrics for every candidate.

Step 1: Choose or Create the Right Test

Not all typing tests are created equal. A test designed for a data entry clerk should look very different from one designed for a legal transcriptionist. The content of the test matters because it mimics the actual work the candidate will do.

Most modern typing assessment platforms offer industry-specific templates. For medical roles, tests include terminology like "diagnosis," "prescription," and "patient history." For legal roles, you'll see contract language and case citations. For customer service positions, tests feature conversational scripts similar to chat or email support interactions. For general office roles, standard business correspondence works well.

If you're using a platform like TypeFlow, you can select from pre-built templates for medical, legal, customer service, data entry, and general typing. You can also create fully custom tests if your role has unique requirements. The key is matching the test content to the job. Candidates who can type 70 WPM on a generic passage might drop to 55 WPM when faced with unfamiliar terminology, and that difference matters for on-the-job performance.

Step 2: Set Your Parameters

Once you've chosen your test content, you need to configure the rules. Think of these as the guardrails that make your assessment fair and useful.

Duration is the first decision. Most typing tests run between one and five minutes. Shorter tests (one to two minutes) work well for initial screening when you just need a ballpark. Longer tests (three to five minutes) give you more reliable data because they smooth out early jitters and measure sustained performance.

Number of attempts is the second decision. Do you allow candidates to retake the test? Some recruiters allow two or three attempts and take the best score, which reduces anxiety and gives candidates their best shot. Others allow only one attempt, arguing it better simulates real work pressure. There's no universally right answer, but be consistent across all candidates for the same role.

Pass criteria is where you define success. Set minimum thresholds for both speed (WPM) and accuracy (percentage). For a general office role, 40 to 50 WPM with 95% accuracy is a common baseline. For data entry, you might push that to 60+ WPM. For executive assistants, 55 to 65 WPM with 97% accuracy is typical. Research the requirements for your specific role and set the bar accordingly.

Expiry date creates urgency. If you leave a test open indefinitely, some candidates will procrastinate forever. Setting a deadline of three to five business days is standard. It gives candidates flexibility while keeping your hiring timeline on track.

Step 3: Generate Your Shareable Link

With your test configured, you'll get a unique shareable link. This is the URL that candidates will click to access and take the test. The link is tied to all the settings you just configured, so every candidate who clicks it gets the same experience.

Before you send it to anyone, test it yourself. Click the link, take the test, and verify that everything works as expected. Check that the duration is correct, the content loads properly, and the results screen shows the metrics you care about. This takes two minutes and can save you from an embarrassing "the link doesn't work" email from a candidate.

Sending the Test: From Single Invitations to Bulk Campaigns

Now we get to the main event. You've built your test, configured the settings, and verified the link. It's time to get it in front of your candidates. The approach you use depends on how many candidates you're testing and what tools you have available.

Approach 1: Individual Email Invitations

For small batches of one to five candidates, individual emails work perfectly. This is the approach most recruiters start with, and it's straightforward.

Compose a professional email that includes four elements. First, a clear subject line like "Typing Assessment for [Job Title] Position." Second, a brief explanation of why you're sending the test and what it measures. Third, the test link, prominently placed so candidates can't miss it. Fourth, logistics like the deadline, estimated time to complete, and any technical requirements (stable internet, desktop browser).

Here's a template you can adapt:

Subject: Typing Assessment for Administrative Assistant Position

Hi [Candidate Name],

Thank you for your interest in the Administrative Assistant role at [Company Name]. As the next step in our hiring process, we'd like you to complete a brief typing assessment.

Please click the link below to begin. The test takes approximately 3 minutes, and you'll have until [Date] to complete it.

[Test Link]

A few tips: use a desktop or laptop computer, find a quiet space, and make sure you have a stable internet connection. Your results will be available to our team immediately after you finish.

If you have any questions or run into technical issues, reply to this email and we'll help you out.

Best regards, [Your Name]

Personalization matters here. Use the candidate's first name, reference the specific role, and include your company name. These small touches increase open rates and completion rates.

Approach 2: Bulk Email Invitations

When you're testing 10, 50, or 200 candidates at once, individual emails become impractical. This is where bulk invitation features become essential.

With TypeFlow's Professional and Enterprise plans, you can send typing test invitations to large groups in two ways. The first is manual entry, where you type or paste a list of email addresses directly into the platform. The second is CSV upload, where you upload a spreadsheet containing candidate names and email addresses. The platform sends personalized invitations to every candidate on the list, each with the same test link and instructions. Check out the TypeFlow pricing page to compare what each plan offers for bulk invitations and test volume.

CSV upload is particularly powerful for high-volume hiring. Export your candidate list from your ATS, format it as a CSV with name and email columns, upload it, and click send. What would take hours of manual work is done in under a minute.

A few tips for bulk sends. Clean your email list before uploading. Remove duplicates, fix obvious typos in email addresses, and verify that every candidate on the list is actually someone you want to test. Sending a typing test to the wrong person is awkward at best and a data privacy concern at worst.

Also, time your send strategically. Mid-morning on a Tuesday or Wednesday tends to get the best open rates for professional emails. Avoid Fridays (candidates mentally check out) and Mondays (inboxes are flooded).

Approach 3: Sharing the Test Link Directly

Sometimes you don't need to send a formal email invitation at all. If you're already communicating with candidates through your ATS, a messaging platform, or even text messages, you can simply share the unique test link within those conversations.

This approach works well for recruiters who have an established communication flow with candidates and don't want to introduce a separate email thread. Just paste the link into your existing conversation, add a brief note about what it is and when it's due, and you're done.

The important thing is that the link works the same regardless of how it's delivered. Whether a candidate receives it via email, text, LinkedIn message, or carrier pigeon, clicking the link takes them to the same test with the same settings.

After the Send: Tracking, Monitoring, and Acting on Results

Sending the test is only half the job. What you do after the invitations go out determines whether the assessment actually improves your hiring decisions or just adds noise to the process.

Monitoring Completion Rates

Not every candidate will complete the test immediately. Some will do it within hours, others will wait until the deadline, and a percentage won't complete it at all. This is normal, and the non-completion itself is data. A candidate who can't follow through on a simple assessment may not follow through on job responsibilities either.

Track your completion rates and send a reminder to candidates who haven't taken the test within 48 hours. A short, friendly nudge is usually enough. Something like "Just a reminder that your typing assessment is due by [Date]. It only takes a few minutes, and we'd love to see your results."

Reviewing Results with Context

Once results start coming in, resist the temptation to sort purely by WPM and pick the fastest typist. Speed matters, but accuracy matters more in most roles. A candidate who types 75 WPM with 88% accuracy is making roughly one error every eight words. A candidate who types 55 WPM with 99% accuracy is producing nearly flawless work. For most administrative and support roles, the slower but more accurate typist is the better hire.

Look at the full picture for each candidate. Beyond WPM and accuracy, modern typing assessment platforms track keystroke patterns, consistency over the duration of the test, and potential red flags. Speaking of red flags, if you're conducting remote assessments, security monitoring is a real concern. Tab switches, paste attempts, and irregular typing rhythms can all indicate that a candidate isn't completing the test honestly. For a deeper dive into this topic, check out how recruiters can detect AI cheating in remote typing tests.

Using Analytics to Improve Over Time

One of the biggest advantages of using a dedicated typing test platform is the analytics that accumulate over time. After you've run assessments for several hiring cycles, you'll start to see patterns. Maybe candidates from certain sourcing channels consistently score higher. Maybe your pass rate is too high (meaning your threshold is too low) or too low (meaning you're screening out good candidates).

Use this data to calibrate your tests. If 95% of candidates pass, your bar might be too low. If only 10% pass, it might be unrealistically high or your candidate pipeline needs adjustment. The sweet spot for most roles is a 40% to 60% pass rate, which means the test is differentiating between candidates without being impossibly difficult.

Track trends in WPM and accuracy across candidate pools over time. This data becomes a powerful benchmarking tool that helps you set expectations for future roles and have data-backed conversations with hiring managers about what "good enough" really means.

Turning Results into Hiring Decisions

Typing test results should be one input in a multi-factor hiring decision, not the only factor. Combine assessment data with interview performance, reference checks, and other skills evaluations to build a complete picture of each candidate.

That said, typing assessments provide something that interviews and resumes cannot: objective, quantifiable performance data. When a hiring manager asks "Can this person actually do the job?" you can point to concrete numbers instead of gut feelings. That's the real power of a structured typing assessment process.

For recruiters who are scaling typing tests across multiple roles or locations, the ability to manage everything from a centralized dashboard with usage stats, candidate counts, and pass rates makes the entire process manageable. Compare TypeFlow's plan options to find the right fit for your team's volume and feature needs.

Sending typing tests to candidates by email isn't complicated, but doing it well requires thought and structure. Build your test with the specific role in mind. Configure parameters that reflect real job requirements. Choose the right delivery method for your candidate volume. And once results come in, look beyond the numbers to find candidates who will actually thrive in the role.

The recruiters who get this right don't just fill positions faster. They fill them with better-matched candidates who ramp up quickly and stay longer. That's the kind of outcome that makes everyone, from hiring managers to finance teams, happy.

Ready to streamline your typing assessment process? Explore TypeFlow's pricing plans to find the right tier for your hiring volume and start sending professional typing test invitations to your candidates today.