For a recruiter follow up after submitting a candidate, chasing client feedback starts at the submission: ask for a review date and write it down. Chase on that date, not before. Ask for a clear answer: interview, no, or need more from you. If you have no date, chase after three working days, then again, then ask for a straight no.
| Question | Answer |
|---|---|
| When | On the date they gave. If none, 3 working days after the submission |
| How long | Three lines |
| What must be in it | The candidate, the date, a yes, a no or a need |
The method
- When you submit, ask: "When will you be able to look, so I can tell the candidate?" Put the answer next to the submission date.
- Record the submission date and what you sent, by client and candidate. Your terms may rely on that date, so keep it where you can find it.
- Chase on the date they gave. Say what you sent, when, and what you need: yes to interview, no, or something more from you.
- If the date passes in silence, chase again three working days later. Offer something real: another way to get the answer, or a call.
- After the third chase, ask for a straight no. Tell the candidate where things stand on the same day, so they are not the ones chasing you.
3 messages to adapt
Replace every [BRACKET] with a real fact. If you cannot, delete the line.
- When you submitSubject: [ROLE]: [CANDIDATE INITIALS], when can you review?Hi [NAME], I have sent [CANDIDATE] for [ROLE]. When will you be able to look? I would like to tell them a date. [YOUR NAME]
- On the date, or 3 working days laterSubject: [ROLE]: where are we with [CANDIDATE]?Hi [NAME], I sent [CANDIDATE] for [ROLE] on [DATE]. Is it a yes to interview, a no, or do you need something more from me? Either answer helps me plan. [YOUR NAME]
- When it has gone quietSubject: [ROLE]: shall I tell [CANDIDATE] no?Hi [NAME], I have not had a view on [CANDIDATE] since [DATE]. I will tell them today that there is no decision yet. If you would prefer I tell them it is not going forward, say so and I will do that. [ADD ONLY IF TRUE: They are also speaking to [NUMBER] other companies this week.] [YOUR NAME]
When to send them
- In the free tool a submitted candidate is due 3 working days after you last heard. Use the date the client gave when there is one, in "Don't chase before".
- Three chases is the limit. After that, ask for a no and stop.
- Update the candidate on a fixed rhythm too, such as every other working day while they wait.
What to avoid
- Chasing every day. Three working days is a rhythm they can live with.
- Saying the candidate has other offers when they do not.
- Letting the candidate wait without news. "No news" is news.
- Sending a second CV to push the first one.
- Leaving the submission date out of your notes.
New free workflows by email. A few a month. Unsubscribe any time.
FollowHandled by Gumroad. See our privacy page.
See who is due today
Who to chase today
Paste the people you are waiting on, or type them in. It shows who to chase today, and why, and who can wait. It runs in your browser and nothing is sent anywhere.
Prefer a spreadsheet? The free follow-up desk works in Excel and Google Sheets.
Questions people ask
How long should I wait for client feedback?
Use the date the client gave you. If they gave none, three working days is a fair gap. That is our advice, not a rule.
What if the client never replies?
Chase three times, then ask for a straight no and tell the candidate where things stand. Note it. A client who goes silent after submissions is worth raising before you send more.
Should I call or email?
Email for the first chase so there is a record. Call after the second. Then put the outcome in your notes.
How do I tell the candidate there is no feedback?
Tell them plainly: "I have chased on [DATE] and I will tell you the moment I hear.". Then do.