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Communication with Candidates – A Key in Recruiting

Hiring candidates is no easy task. Recruiters strongly prepare for the hiring process, but no matter how strongly they prepare, a few small details often go awry. These “small” details could lead to the loss of a valuable candidate.

A lot can go wrong when one is communicating with the candidates. An unprofessional or careless communication strategy not only leads to disgruntled applicants but can also damage the company’s reputation in the long term.

The key to ideal communication strategy:

Acknowledge receipt of applications:

This step helps the candidates by confirming that their applications for the mentioned (hiring) position has been received and also helps them receive a basic outline of how things will proceed thereafter i.e. the shortlisting, interview, selection.

Be ready for questions:

The recruiters should be well versed with the position they are hiring for (role), the entire hiring process and all the other relevant details related to the job opening. The job description should consist of the contact details i.e. the phone number, the address, email address, as it adds a personal touch.

Listen carefully:

This part is of the utmost importance. A recruiter should always patiently listen to the candidate’s career goals and see whether the contacted candidate is interested or not, for the job opening. A recruiter should remain cordial, professional and should never bombard a candidate with information regarding a job opportunity, right away.

Right usage of words and correct grammar:

Recruiters must know which word to use when and how. The correct choice of words while communicating with candidates influences the perception of candidates regarding the firm. A few genuine grammatical errors might be overlooked, but wrong English and repeated grammatical errors reflect poorly about the recruitment firm.

Give updates and feedbacks:

Candidates invest their time and effort in their applications, connecting their hopes and desires. A recruiter or a recruitment firm should communicate things openly and transparently. If a hiring process is delayed, the reason for such a delay should be informed to the candidates to maintain their interest in the applied opportunity. In addition to this, if a candidate has been rejected, the feedback should be professionally given to the candidate. Constructive feedback can help candidates improve themselves for the future as well as help them maintain a healthy relationship with the recruiter for new opportunities.


Recruiters expect jobseekers to have good communication skills but forget how important effective communication skills are, for themselves daily.

Communication over the phone:

Recruiter’s tone of speaking comes into play here. The recruiter’s voice must sound positive, enthusiastic and crisp, to establish a cordial relationship with the candidate right from the beginning.

The focus should always be on getting relevant answers to the important questions. Thorough knowledge and good preparation are therefore necessary.

Communication via email:

Following a formal pattern and greeting the candidates in the mail is very important. The subject should clearly state the intent of the email. All efforts should be made to check that the mail does not consist of any spelling or grammar mistakes. Each mail sent should be personalized so that it sounds unique to the reader. Rejection emails should be written encouragingly and harsh words should be avoided.

Online Communication:

While communicating through social media networks, recruiters should keep their language professional and effective. No misleading information should be given to the candidates. If any candidate is misbehaving, the recruiter should be smart enough to handle such a case intelligently.

The what, when and why of communication is very crucial for a recruiter and the candidate. All efforts should be made by a recruiter to communicate information to the candidates in a positive, effective, error-free and professional manner.