Following up with a candidate who went quiet starts with checking that you are not the one who owes them an update. Then write a short message that gives them an easy way to answer: still interested, not now, or taken another job. Use the channel they use. Two tries, three working days apart, then close it politely.
| Question | Answer |
|---|---|
| When | 3 working days of silence in a live process |
| How long | Two or three lines |
| What must be in it | A real update, a yes or no question, an easy way out |
The method
“too many fall between the cracks. Likely the less needy candidates who you actually DO want to connect with.”A recruiter in r/recruiting on follow-up. The quiet candidate is often the one you want, so give the silence a date.
- Check your own side first. Does the candidate owe you a reply, or do you owe them news from the client? If it is you, write to them with the news, even if it is "nothing yet".
- Write about what is real: the interview date, the status of the role, the next step. One fact, not a pitch.
- Ask a question that is easy to answer in a word: still interested, not now, or taken something else. Say that a no is fine.
- Use the channel they replied on before. A text or WhatsApp if they use it with you, email otherwise. Avoid phoning a candidate who is at work.
- Two tries, three working days apart. Then close the file with a polite note, and write the date so you can reopen it if they come back.
3 messages to adapt
Replace every [BRACKET] with a real fact. If you cannot, delete the line.
- With a real updateSubject: [ROLE]: updateHi [NAME], A quick update: [REAL UPDATE, FOR EXAMPLE THE CLIENT HAS NOT YET COME BACK, OR THE INTERVIEW IS ON DATE]. Are you still interested in [ROLE]? A yes or a no is all I need. A no is fine. [YOUR NAME]
- A short textHi [NAME], it is [YOUR NAME] from [AGENCY]. Is [ROLE] still of interest? If you have taken another offer, congratulations. Just tell me and I will close it.
- ClosingSubject: [ROLE]: closing for nowHi [NAME], I will close your application for [ROLE] for now so I am not in your way. If your search starts again, reply here and I will pick it up. [YOUR NAME]
When to send them
- In the free tool a candidate in a live stage (submitted, interview booked, interviewed) is due 3 working days after the last contact.
- Two tries, then close. Add a date to reopen if it is a candidate you want to keep.
- For anyone mid-process, a fixed rhythm helps: one recruiter says candidates in interview get an update on set days of the week, whether or not there is news.
What to avoid
- Chasing without news. Give them something true.
- Writing "just checking in" with no question.
- Making them feel guilty for being quiet.
- Using a message that sounds like a template. Replies drop when it does.
- Keeping going after two tries. It reads as pressure.
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Who to chase today
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Questions people ask
How long should I wait before chasing a candidate?
Three working days of silence in a live process is a sensible gap. That is our advice.
What if they have taken another job?
Say congratulations, ask nothing more, and note the date. They may be a future client or a future candidate.
Should I call them?
Only if they have used phone with you. A text or email they can answer on their own time works better for someone who has a job.
When do I stop?
After two tries, send a closing note. If the role is live and they matter, set a date to try once more.