Keep Candidates from Disappearing During the Hiring Process

Practical communication strategies that keep top talent engaged throughout the hiring process.

"Ghosting" has become an unwelcome trend in the hiring process. It occurs when candidates vanish - sometimes without so much as a phone call - before their first day on the job.

Several factors can cause candidates to leave during the hiring process. According to Indeed's Ghosting in Hiring Report, 78% of job seekers said they had ghosted an employer at some point. The report identified several common reasons candidates disengage.[1]

1. Candidates accepted another job offer
2. Salary or benefits did not meet expectations
3. The job was not the right fit
4. Poor communication from the employer
5. The hiring process took too long

Of course, no strategy guarantees every candidate will accept a job offer. However, research and practitioner guidance support clear, prompt, and personalized communication throughout the candidate journey.[2]

Here are several communication strategies employers can use to make candidates feel valued and increase the likelihood that they will remain engaged.

Ask Meaningful Interview Questions

Recruiters should be professional and engaged during each interview, making a genuine effort to learn about candidates. Thoughtful questions can spark meaningful dialogue that benefits both employers and candidates.

Hint: Most candidates expect familiar interview questions such as "Where do you see yourself in five years?" or "Why do you want to work with us?"

These questions may be useful, but relying on them too heavily can make recruiters appear to be going through the motions.

Instead, employers should ask specific questions that show a thorough review of the candidate's resume.

For example, ask: "I see that you were a [Position] at [Company A]. What did you enjoy about that role, and what was challenging for you?" Alternatively, ask: "In your skills section, you listed [Skill 1], [Skill 2], and [Skill 3]. How would you bring these qualities to your daily projects?"

Questions like these can lead to deeper conversations and show candidates that their experience and perspectives are valued.

Maintain Regular Communication

Background and reference checks take time, but employers should regularly update candidates on the status of their applications. LinkedIn advises employers to communicate clearly and often, follow up promptly after interviews, provide a timeline for next steps, and explain delays.[2]

Consistent communication matters. If candidates wait weeks after an interview without hearing anything, they may assume they are not a priority and lose interest. SHRM's coverage of Talent Board research similarly reports that longer waits between applying and hearing back reduce candidates' willingness to apply again or refer others.[3]

Hint: Large companies may have many applications to review. An automated email system can provide timely status updates at scale. The message does not have to be elaborate; even a short update can help set expectations.

Make Job Offers Personal and Detailed

Official job offers should make candidates feel welcome. This is the start of a professional relationship, so beginning on the right foot matters.

Here are some tips for delivering a strong job offer.

1. Ensure it is timely. Candidates may be interviewing with other companies. If a recruiter is serious about hiring someone, extend the offer promptly after the final decision and required checks. Efficient hiring helps employers reach strong candidates before competitors do.[4]
2. Call first. A personal phone call can set a welcoming tone. If the candidate is unavailable, leave a message and follow with a written offer containing the relevant details and contact information.[5]
3. State the reasons for offering the position. Explain how the candidate's experience, skills, interview responses, and references informed the decision. This personalized approach shows that the application was considered on its individual merits.
4. Request an official response. Provide a reasonable timeframe for acceptance or rejection and explain how the candidate should respond.

Discuss Salary and Benefits Early

Pay, benefits, and transparency can affect whether candidates remain engaged. Indeed reported that 42% of job seekers said higher pay could prevent ghosting, 41% pointed to better pay transparency, and 38% cited better benefits.[6]

Employers should explain base pay, benefits, vacation time, and relevant employee programs early enough for candidates to make informed decisions.

Hint: Mentioning a realistic salary range during interviews gives candidates a clearer idea of what to expect before they move deeper into the hiring process. When salary negotiation is available, explain the process and relevant constraints clearly.

Improve the Hiring Process to Reduce Ghosting

The hiring process can become the foundation for a strong employer-employee relationship. Employers should focus on communication, transparency, and personalization to create a positive candidate experience. Employers that prioritize these practices are better positioned to keep candidates engaged and reduce ghosting throughout the hiring process.