Recruitment · Guide
Communicate with applicants
Tell candidates what to expect, update them when plans change and close the process with a clear decision.
Set expectations
Acknowledge the application and explain the next stage. Give a realistic timeframe where one is available. Tell candidates how to request support or ask a process question.
Explain delays
If the timetable changes, send an update before the original deadline passes. Explain what is still being decided and when the candidate can expect the next update.
Example update
Thank you for your patience. We are still completing the interview stage for [role]. We expect to update you by [date]. If that changes, I will let you know.
Close the process
Tell candidates when a decision has been made. Check the role, name and stage before sending a message. Where feedback is offered, base it on the agreed criteria and recorded evidence.
Avoid inventing personalised feedback from incomplete notes. Have the responsible recruiter or hiring manager review any drafted message.
Assign responsibility
Make one person responsible for each update. Keep the communication record with the application so colleagues can see what has already been said.
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