Today’s job seekers expect more from the hiring process than just a job description and a one-click application. They want clarity. They want responsiveness. And above all, they want a human connection.
The reality? Most employers are falling short. A 2023 report by CareerPlug found that 58% of job seekers have abandoned a job application due to poor communication from the employer, and nearly 70% said they’ve had a negative experience due to lack of feedback after applying.
That’s not just a missed opportunity — it’s a hiring brand problem.
Whether you’re trying to fill one role or fifty, how you communicate with candidates can make or break your ability to attract top talent. Here are 7 practical rules for better, more engaging candidate communication, with real-world data and examples to back them up.
1. Respond Quickly — Even If It’s Just to Say “We’re Reviewing”
Silence is the enemy of trust. A simple “we received your application and are reviewing it” email within 24–48 hours sets expectations and reassures the candidate that their effort didn’t go into a void.
✅ Example: Use auto-replies that feel human, not robotic. Try, “Hi [First Name], thanks for applying! We’re currently reviewing applications and will be in touch within a week.”
2. Make Your Communication Personal, Not Generic
“Dear Applicant” doesn’t cut it anymore. Candidates want to feel seen. Addressing them by name, referencing the role they applied for, and tailoring responses based on their progress goes a long way.
📊 A 2022 report from Phenom People found that personalized candidate messaging increases response rates by 35%.
✅ Example: “Hi Maria, thanks again for applying to our Marketing Manager position. We really enjoyed reading about your background in content strategy…”
3. Set Clear Timelines (And Stick to Them)
Nothing fuels candidate anxiety like a vague “we’ll be in touch.” If your process takes two weeks, say that. If there’s a delay, update them. Transparency builds trust, and trust reduces ghosting.
📉 A survey by Greenhouse found that 84% of candidates said a clear timeline made them more likely to accept a job offer.
✅ Example: “We aim to complete interviews by the end of next week and will follow up with all candidates by Friday, May 10.”
4. Give Feedback — Even If It’s Brief
Yes, you’re busy. But a little feedback can go a long way. Even a sentence or two gives closure and helps job seekers improve. More importantly, it shows you value their time.
💡 According to LinkedIn’s 2023 Global Talent Trends report, 94% of candidates want interview feedback, but the vast majority don’t receive it.
✅ Example: “We were impressed with your presentation skills, but we’re moving forward with someone who has more direct experience in B2B SaaS. Thanks again for your time!”
5. Don’t Ghost Your Finalists (Seriously)
This happens too often — and it leaves a lasting impression. Remember: even if someone didn’t get the job, they may be a great fit in the future. Or they may tell their network about their experience.
👀 According to Glassdoor, 72% of job seekers share poor candidate experiences online, which can directly impact your employer brand.
✅ Example: Create a calendar reminder or automated workflow to ensure every finalist gets a response, whether it’s an offer or a no.
6. Use Multiple Channels (But Don’t Overdo It)
Email is still king, but text and LinkedIn messages can help when used strategically, especially for interview scheduling, reminders, or quick updates. Just be sure not to overwhelm candidates with too many touchpoints.
📱 Texts have a 98% open rate (Gartner, 2023), but they work best for concise, time-sensitive info, not full interview summaries.
✅ Example: “Hi Sam, just confirming your interview for 11 am tomorrow. Zoom link is in your email — let us know if you have any questions!”
7. Keep the Human Touch — Even When Using Automation
Automation is a powerful hiring tool — but only when used to enhance the candidate experience, not depersonalize it. Use tech to save time, but layer in authenticity and tone so candidates still feel connected to your brand.
⚙️ According to Aptitude Research, 64% of companies using recruitment automation say it improves candidate satisfaction when paired with personalization.
✅ Example: Customize your ATS templates with the candidate’s name, the role they applied for, and a warm tone. Avoid sounding like a chatbot.
Final Thought: Communication Is Your Employer Brand
Candidates remember how you made them feel more than what you said. Strong communication doesn’t just help you close great hires — it helps you build a pipeline of future candidates who actually want to work for you.
When you engage candidates with transparency, empathy, and clarity, you’re not just filling roles — you’re building trust.
