CTI Recruitment 2025 - Interview Email Sender

This package contains two Python scripts to send interview invitation emails to candidates.

Files Included

1. send_individual_interviews.py - Sends personalized emails to each candidate individually
2. send_bulk_interview_email.py - Sends a single email with all candidates in BCC
3. candidates_sample.csv - Sample CSV file format

Prerequisites

• Python 3.6 or higher
• Gmail account with 2-factor authentication enabled
• Gmail App Password (see setup instructions below)

Gmail App Password Setup

1. Go to your Google Account settings (https://myaccount.google.com/)
2. Navigate to Security
3. Enable 2-Step Verification if not already enabled
4. Go to Security > App passwords
5. Select Mail as the app and Other as the device
6. Click Generate
7. Copy the 16-character password (remove spaces)
8. Update the SENDER_PASSWORD in the script

CSV File Format

Your CSV file should have the following columns (header row required):

name,cnic,subject,email
Ahmad Khan,12345-1234567-1,Mathematics,ahmad.khan@example.com
Fatima Ali,23456-2345678-2,Physics,fatima.ali@example.com

Columns:

• name - Full name of the candidate
• cnic - CNIC number (not used in email, for your records)
• subject - Subject/Position (not used in email, for your records)
• email - Email address of the candidate

Configuration

Before running either script, update the following constants at the top of the file:

Interview Details

INTERVIEW_DATE = "05-10-2025 to 07-10-2025"
INTERVIEW_TIME = "09:00 AM - 04:00 PM"
COLLEGE_NAME = "Your College Name"

Email Configuration

SENDER_EMAIL = "your_email@gmail.com"
SENDER_PASSWORD = "your_16_char_app_password"
SENDER_NAME = "Your Name"
SENDER_DESIGNATION = "Your Designation"

File Path

CSV_FILE_PATH = "candidates.csv"

Usage

Option 1: Individual Emails (Recommended for personalization)

This script sends a personalized email to each candidate with their name.

python send_individual_interviews.py

Features:

• Personalized greeting with candidate's name
• 2-second delay between emails (configurable)
• Progress tracking
• Summary report at the end

Pros:

• More personal
• Better tracking of which emails failed

Cons:

• Takes longer (2 seconds × number of candidates)
• More API calls

Option 2: Bulk Email with BCC

This script sends a single email with all candidates in BCC.

python send_bulk_interview_email.py

Features:

• Single email sent to all candidates
• Candidates can't see each other's emails (BCC)
• Automatically splits into batches of 100 if needed
• Much faster than individual emails

Pros:

• Very fast
• Less API calls
• Good for large groups

Cons:

• Generic greeting ("Dear Applicant")
• No tracking of individual deliveries

Email Sending Limits

Gmail has the following limits:

• Free Gmail: 500 emails per day
• Google Workspace: 2,000 emails per day

Recommendations:

• For 400-500 candidates: Use the bulk email script (BCC method)
• For < 100 candidates: Either method works fine
• For personalization: Use individual emails script

Safety Features

Both scripts include:

• Email validation
• User confirmation before sending
• Error handling for authentication and network issues
• Delay between emails (individual script only)
• Batch processing for large recipient lists (bulk script)

Troubleshooting

Authentication Failed

• Verify you're using an App Password, not your regular Gmail password
• Make sure 2-factor authentication is enabled
• Check that the email and password are correct

Emails Going to Spam

• Make sure your Gmail account has a good sending reputation
• Don't send too many emails at once (use the built-in delays)
• Consider using bulk email for large groups
• Recipients should add your email to their contacts

CSV File Not Found

• Make sure the CSV file is in the same directory as the script
• Update CSV_FILE_PATH with the correct path
• Check the file name spelling

Example Output

Individual Emails Script

==============================================================
CTI RECRUITMENT 2025 - Interview Invitation Email Sender
==============================================================

Reading candidates from: candidates.csv
Found 5 candidates

Interview Details:
   Date: 05-10-2025 to 07-10-2025
   Time: 09:00 AM - 04:00 PM
   Venue: Your College Name

Sender: Principal <your_email@gmail.com>
Delay between emails: 2 seconds

Do you want to proceed with sending emails? (yes/no): yes

==============================================================
Starting email sending process...
==============================================================

[1/5] Sending to: Ahmad Khan (ahmad.khan@example.com)
   ✓ Email sent successfully

[2/5] Sending to: Fatima Ali (fatima.ali@example.com)
   ✓ Email sent successfully

...

==============================================================
EMAIL SENDING SUMMARY
==============================================================
Total candidates: 5
Successfully sent: 5
Failed: 0
==============================================================

Support

If you encounter any issues:

1. Check the error message in the console
2. Verify your Gmail configuration
3. Make sure your CSV file format is correct
4. Check your internet connection

Security Notes

• Never commit your App Password to version control
• Keep your credentials secure
• Use environment variables for production systems
• Regularly rotate your App Passwords

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Created for CTI Recruitment 2025