One of the most important lessons I’ve learned in my career in recruitment and staffing is that communication can make or break the candidate experience. In fact, when candidates drop out of the hiring process, poor communication is often the root cause.
I’ve seen companies lose great talent simply because they left candidates in the dark. On the flip side, I’ve watched businesses transform their recruiting success by keeping candidates informed and engaged every step of the way. In this post, I’ll share some of the communication best practices that have worked well throughout my career.
1. Acknowledge Every Application
I can’t tell you how many times I’ve heard candidates say, “I applied, but I never heard anything.” That silence sends a message—just not a good one. Even an automated confirmation email shows candidates that their application was received and keeps your company on their radar.
What I Recommend:
• Set up an automatic acknowledgment email confirming receipt of the application.
• Personalize it by mentioning the job title and estimated timelines, if possible.
• Be transparent about next steps (e.g., “We’ll be reviewing applications over the next two weeks and will contact shortlisted candidates.”).
2. Set Clear Expectations
Uncertainty is a major source of frustration for candidates. I’ve found that setting clear expectations from the start helps manage this. Let candidates know how long the process might take and what they can expect at each stage.
Here’s What Works:
• Include timelines in job postings or confirmation emails.
• Be upfront about how many interviews they’ll go through.
• If you know there may be delays, communicate proactively rather than leaving candidates wondering.
3. Regular Updates Matter
Even if there’s nothing new to share, periodic updates can go a long way in keeping candidates engaged. A simple “we’re still reviewing applications” email can reduce anxiety and prevent candidates from jumping ship for another role.
My Tip:
• Send a status update email every few weeks, even if it’s just to say the process is still underway.
• Use bulk email tools to send updates while keeping messages personalized.
• Assign a point of contact within your team who can respond to inquiries quickly.
4. Personalize Whenever Possible
I’ve always believed that candidates should feel seen and valued, even in a high-volume recruiting environment. Personalized communication helps create a human connection—even through automated systems.
Best Practices:
• Use the candidate’s name in emails.
• Mention something specific about their application if you can.
• Avoid sending generic, templated messages whenever possible.
5. Deliver Bad News with Respect
Rejecting candidates is one of the toughest parts of the job—but ignoring them is worse. In my experience, sending respectful rejection messages builds trust and leaves the door open for future opportunities.
How to Do It Well:
• Personalize the message with the candidate’s name.
• Be honest, but kind: “While you won’t be moving forward at this time, we appreciate your interest and encourage you to apply again.”
• Offer constructive feedback if possible, especially for candidates who’ve reached the interview stage.
6. Keep the Door Open for the Future
Recruiting is a long game. Candidates you reject today could be your next star hire—or your next customer. Leave the door open with thoughtful, genuine communication.
Here’s How:
• Invite strong candidates to join a talent network or follow your company’s LinkedIn page.
• Mention that you’ll keep their application on file for future roles.
• Send periodic newsletters about company updates or job openings.
Final Thoughts: Communication Builds Trust
Staying connected with candidates isn’t just about being polite—it’s about building trust and protecting your employer brand. When candidates feel informed and respected, they’re more likely to apply again, recommend your company, or even refer others—whether they get the job or not.
In my next post, I’ll cover Screening and Selection: Balancing Efficiency with a Human Touch. Stay tuned!
One of the most important lessons I’ve learned in my career in recruitment and staffing is that communication can make or break the candidate experience. In fact, when candidates drop out of the hiring process, poor communication is often the root cause.
I’ve seen companies lose great talent simply because they left candidates in the dark. On the flip side, I’ve watched businesses transform their recruiting success by keeping candidates informed and engaged every step of the way. In this post, I’ll share some of the communication best practices that have worked well throughout my career.
1. Acknowledge Every Application
I can’t tell you how many times I’ve heard candidates say, “I applied, but I never heard anything.” That silence sends a message—just not a good one. Even an automated confirmation email shows candidates that their application was received and keeps your company on their radar.
What I Recommend:
• Set up an automatic acknowledgment email confirming receipt of the application.
• Personalize it by mentioning the job title and estimated timelines, if possible.
• Be transparent about next steps (e.g., “We’ll be reviewing applications over the next two weeks and will contact shortlisted candidates.”).
2. Set Clear Expectations
Uncertainty is a major source of frustration for candidates. I’ve found that setting clear expectations from the start helps manage this. Let candidates know how long the process might take and what they can expect at each stage.
Here’s What Works:
• Include timelines in job postings or confirmation emails.
• Be upfront about how many interviews they’ll go through.
• If you know there may be delays, communicate proactively rather than leaving candidates wondering.
3. Regular Updates Matter
Even if there’s nothing new to share, periodic updates can go a long way in keeping candidates engaged. A simple “we’re still reviewing applications” email can reduce anxiety and prevent candidates from jumping ship for another role.
My Tip:
• Send a status update email every few weeks, even if it’s just to say the process is still underway.
• Use bulk email tools to send updates while keeping messages personalized.
• Assign a point of contact within your team who can respond to inquiries quickly.
4. Personalize Whenever Possible
I’ve always believed that candidates should feel seen and valued, even in a high-volume recruiting environment. Personalized communication helps create a human connection—even through automated systems.
Best Practices:
• Use the candidate’s name in emails.
• Mention something specific about their application if you can.
• Avoid sending generic, templated messages whenever possible.
5. Deliver Bad News with Respect
Rejecting candidates is one of the toughest parts of the job—but ignoring them is worse. In my experience, sending respectful rejection messages builds trust and leaves the door open for future opportunities.
How to Do It Well:
• Personalize the message with the candidate’s name.
• Be honest, but kind: “While you won’t be moving forward at this time, we appreciate your interest and encourage you to apply again.”
• Offer constructive feedback if possible, especially for candidates who’ve reached the interview stage.
6. Keep the Door Open for the Future
Recruiting is a long game. Candidates you reject today could be your next star hire—or your next customer. Leave the door open with thoughtful, genuine communication.
Here’s How:
• Invite strong candidates to join a talent network or follow your company’s LinkedIn page.
• Mention that you’ll keep their application on file for future roles.
• Send periodic newsletters about company updates or job openings.
Final Thoughts: Communication Builds Trust
Staying connected with candidates isn’t just about being polite—it’s about building trust and protecting your employer brand. When candidates feel informed and respected, they’re more likely to apply again, recommend your company, or even refer others—whether they get the job or not.
In my next post, I’ll cover Screening and Selection: Balancing Efficiency with a Human Touch. Stay tuned!
