How to improve candidate communication

In a competitive market, candidate communication is crucial. Learn key communication strategies to improve your hiring process and secure top talent.

According to Totaljobs’ research, over half of hiring managers are under pressure to fill vacancies quickly, yet 61% still struggle to find the right candidates. With 42% of workers being approached with multiple job opportunities each quarter, the competition for talent is intense.

Timely, effective, and valuable communication with candidates can be a game-changer. With the average vacancy taking 4.9 weeks to fill, breakdowns in communication or unnecessary delays can lead to missed opportunities as candidates receive multiple offers.

Strong candidate engagement can mitigate these risks by reducing time to hire, improving employer branding, and ultimately building a relationship that helps you to secure the best talent.

This article offers practical advice on how to communicate with candidates throughout the entire recruitment process.

The importance of strong candidate communication

A candidate communications strategy is the cornerstone of a successful hiring strategy. It goes beyond simply keeping candidates informed and builds a connection that can result in benefits across the hiring journey, including:

Reducing time to hire: Prompt communication helps streamline the hiring process by quickly moving candidates through various stages, keeping them engaged and reducing the overall time to hire.
Improving employer branding: According to Talentegy, 63% of job applicants are unhappy with post-application communication. By providing regular, friendly updates, you can position yourself as an employer of choice, with even candidates who aren’t hired more likely to speak positively about your organisation.
Cost savings: Effective communication can reduce dropout rates, meaning more effective recruitment spend. This minimises the need for repeated advertising and eases the burden on HR teams.
Improved candidate experience: Frequent contact can ensure that candidates feel valued and respected, leading to a positive experience and higher acceptance rates. Where possible, tailor your communication to the preferences of the candidate— 64% of jobseekers prefer email, 27% welcome a phone call, and 8% prefer text messages.
Better candidate fit: Setting clear expectations about the hiring process, the role and organisational culture helps foster a well-informed pool of candidates, meaning you increase the odds of finding the right fit for your team.
Building a talent pipeline: Building rapport with potential talent, even if they’re not ready for a current role, helps build a talent pool for future opportunities. This proactive approach saves time and resources in the long run.

In short, by investing in effective candidate communication, you can significantly enhance the efficiency and effectiveness of your hiring process and attract high-quality talent for your business.

Enhancing candidate communication to onboard talent

To attract, engage, and hire top talent, creating a positive hiring experience is vital.

Effective communication —from setting clear expectations to providing constructive feedback—can complement the hiring processes you already have in place.

Explore the following methods to improve your candidate interactions and boost your overall quality of hire.

Establish key touchpoints

Communicate effectively with potential hires throughout the talent acquisition process to ensure a positive candidate experience.

Here are the key moments to focus on:

Pre-application: Engage potential candidates with clear, informative job descriptions that don’t hide behind jargon or oversell the role. If a query comes in, reply helpfully and quickly, as 41% of candidates expect transparency from the get-go.
Applications: 37% of jobseekers expect confirmation after the application process. Acknowledge each application either manually or through an automated response that shares what they can expect throughout the process.
Post-application: 31% of applicants expect to receive feedback on their application and to find out why they have, or have not, been shortlisted for the role. Set aside time for application feedback and screening interviews to convert the most relevant candidates.
Interview: When scheduling interviews, provide candidates with all necessary information, including style (e.g. a competency-based interview), number of interview stages, whether it’s in-person or remote, and the decision-making process.
Feedback: Provide feedback after each step. A lack of feedback is a major issue for 39% of candidates and can lead to a negative experience that damages your employer brand.

With 28% of jobseekers expecting a recruiter or hiring manager to take a personal interest in them, implementing these touchpoints can improve the candidate experience, enhance your employer brand, and better position you to hire the people you need.

Communicate timelines

It’s also key to set clear expectations and provide candidates with an estimated timeline for each stage of the hiring process. Doing so not only keeps them informed and engaged but also shows that you treat candidates with respect.

As a guide, Totaljobs research found that:

9 in 10 candidates expect to be screened for an interview within a week of applying.
8 in 10 candidates expect to be interviewed within a week of being shortlisted.
8 in 10 candidates want to be told if they have got the job within a week of the interview.

Whether through email, an applicant dashboard, or a telephone call, sharing and sticking to realistic timelines can reduce candidate anxiety and keep them engaged in the process.

This approach not only benefits the candidates but also reduces their need to chase you or your team for updates, meaning you can get on with the job at hand: finding the right candidate.

Provide regular updates

It’s important to keep candidates informed throughout the hiring process, even when there are no major updates.

Candidates value transparency. Whether it’s a status update from the hiring team on when they can expect to hear more or explaining the reason for a delay, maintaining regular contact reassures them that they are valued and still in the running for the role.

Regular updates also help manage expectations. When candidates know when they will hear from you next, they are less likely to feel frustrated or forgotten. This positively impacts your employer brand and can improve acceptance rates, online reviews and your reputation through word of mouth.

Even a simple email or message can significantly strengthen your relationship with candidates and make your business more attractive to potential hires.

Implement personalised communication

Whether communicating via phone, message, or email, addressing candidates by name and acknowledging specific details from their application or interview shows that you are genuinely interested and that you value them as a person, rather than just another applicant.

For example, referencing something from their personal life that they shared, or bringing up a particular project or skill they discussed, can make each conversation more meaningful and give you a competitive edge.

A personalised interaction will make each applicant feel appreciated, because it shows that you’re invested in them as an individual. Beyond this being more enjoyable for all parties, it will make them more engaged with the process, improve their view of the organisation and make them more likely to accept any offer you plan to make.

Ensure timely responses

Being quick to respond to any questions or messages plays a significant role in creating a positive candidate experience.

Consider setting response time targets for your HR team to ensure no candidate is left waiting. For example, aim to respond to inquiries within 24 hours and provide updates on application status at key stages or on a weekly basis.

To lighten the load, there’s also tech you can use. However, it’s crucial to be transparent about using AI, as 9 in 10 (89%) candidates want to be told if it is being used in the recruitment process.

Clearly disclosing how AI tools are used builds trust and reassures candidates that their information is being handled carefully. To maintain a human touch, you can then supplement this with a direct line of communication for any further questions or more sensitive topics.

By providing timely responses, you demonstrate your commitment to the candidate and further improve their impression of your business.

Request candidate feedback

Studies show that organisations prioritising a culture of active listening—where employees’ feedback is taken on board and their input is welcomed—are 21% more profitable.

Whether they were successfully hired or not, the same goes for those in your recruitment funnel.

By asking candidates for their feedback, you demonstrate that you value their experiences and are committed to continuously improving as an employer. This can be done through various communication channels, such as:

Surveys
Follow-up emails
Phone calls

This approach provides invaluable insight into what’s working well and what needs improvement. For example, candidates might highlight the clarity of job descriptions, the responsiveness of your team, or the accuracy and transparency of your timelines.

You can then use this feedback to refine your hiring processes and create a more streamlined and positive experience for future applicants.

Maintaining communication throughout the hiring process

With a reduced time-to-hire and enhanced employer brand, effective candidate communication is essential for any successful hiring strategy.

From initial contact to the feedback you share, keeping each applicant informed and engaged can improve their perception of your company and increase the likelihood of a successful hire.

For the best results, weave your communications throughout the entire recruitment journey: offer clear timelines, provide and seek tailored feedback at each stage, and respond quickly to any questions from candidates. These are the key touchpoints that help build a strong relationship with each applicant.

By implementing these changes and using the feedback you receive to continuously refine your approach, you’ll deliver an exceptional candidate experience and be well-positioned to attract, recruit, and onboard the talent needed to drive your business forward.

Revisit your communication strategy today and see the difference it can make to your hiring process.