It might be the season of ghosts, ghouls and jump scares, but one fright employers are keen to avoid is disappearing candidates (I won't apologise for the Halloween puns!)
You’ve invested time in sourcing, screening and interviewing, only to be met with silence. No reply to emails. No answer on the phone. They simply vanish. Candidate drop-off is more than just a spooky inconvenience – it affects time-to-hire, budgets and your employer brand.
So why does it happen, and how do you stop it? Here are eight practical fixes to make sure your candidates stick around, long after the pumpkins are gone.
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1. Speed up your application process
A long and complicated application process is one of the most common reasons candidates disappear. If your form takes more than 15 minutes to complete or requires re-entering information already on a CV, you’re increasing the chances of drop-off.
Our applicant tracking system helps streamline this by allowing candidates to upload their CV, autofill essential details and pick up where they left off if they get interrupted. Fewer hoops to jump through means fewer unfinished applications. Where possible, cut unnecessary fields and always test the process yourself. If it feels slow or frustrating to you, it will feel even worse for your candidates.
2. Communicate early and often
Silence is a breeding ground for uncertainty. Candidates want to know where they stand and what to expect next. Without clear communication, they may assume they’re no longer being considered and move on to another opportunity.
Set expectations from the beginning. Send an automatic email confirming receipt of the application, give a timeline for feedback and stick to it. Using our ATS, you can set up automated updates at each stage of the hiring process – from shortlisting to interview invites. It’s a small touch, but it keeps your organisation front of mind and shows you’re committed to a respectful hiring experience.
3. Offer flexible interview scheduling
If scheduling an interview feels more complicated than summoning a spirit from beyond, you’re likely to lose candidates. Back-and-forth emails, limited availability or last-minute changes can cause frustration.
Give candidates flexibility. With our scheduling tools, they can book available slots directly into the diary of the hiring manager. This removes delays and reduces no-shows. For candidates who are already employed or working irregular hours, offering evening or virtual interviews can make all the difference. A smoother scheduling process creates a smoother candidate journey.
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4. Personalise the experience
Nothing sends candidates running faster than feeling like just another number. Generic emails and impersonal messaging can make them feel disconnected from your organisation.
Personalisation doesn’t have to mean writing every message from scratch. Use templates that allow space for names, job titles and relevant details. If a candidate has had an interview, follow up with a message that references something discussed. Our applicant tracking system makes it easy to store notes and feedback so communication can be tailored. When candidates feel seen and valued, they’re more likely to stay engaged.
5. Shorten your decision-making time
Hiring shouldn’t take as long as a full moon cycle. Slow decision-making leaves room for candidates to accept other offers or lose interest. In a competitive job market, top talent is often off the market within days, not weeks.
Gather interview feedback quickly. Encourage hiring managers to use structured scorecards within our ATS so decisions can be compared and shared easily. Set a clear internal deadline for making offers or rejections. Even if the decision takes longer than expected, update candidates rather than leaving them in limbo. Transparency builds trust.
6. Show candidates what makes you different
Sometimes drop-off happens because candidates simply don’t feel a connection to your organisation. They might struggle to understand the culture, values or what working there actually looks like.
Use your careers site, job descriptions and interview stages to showcase your employer brand. Include employee testimonials, team videos or stories about development and progression. Make your job adverts clear about benefits, salary and expectations. When using our ATS, you can customise career pages with your brand, imagery and tone of voice, helping candidates picture themselves in your team. The more they can see themselves in the role, the less likely they are to disappear.
7. Ask for feedback and act on it
If candidate drop-off is becoming a pattern, it’s time to investigate. Candidates who leave the process early often have a reason – whether that’s poor communication, confusing instructions or a lack of feedback after interviews.
Use exit surveys or short questionnaires to ask for honest feedback. Our system allows anonymous feedback forms to be triggered automatically if a candidate withdraws or fails to complete an application. Look for trends. Are people dropping out at the same stage every time? Is the interview process too long? Use this insight to make data-driven changes and continually improve.
8. Handle AI-assisted applications proactively
More and more candidates are using artificial intelligence tools in their applications - one survey found 65% of job-seekers had used AI tools like ChatGPT. Traditional personal statements are increasingly vulnerable to generic, heavily edited or AI-generated responses. Rather than trying to catch or ban AI-assisted applications (a near-impossible task), adapt your assessment process. Replace long narrative statements with structured, skills-based forms, including multiple-choice, ranking or timed questions.
Our applicant tracking system supports randomised and timed assessments, auto-scoring and ranking, so you can highlight authentic responses and focus on the best talent. By doing this you maintain fairness, speed and authenticity in your hiring journey.
Why candidate experience matters
Every candidate, successful or not, forms an opinion of your organisation. A poor experience doesn’t just cost you one hire – it can create lasting reputational damage. Candidates talk. They leave reviews on Glassdoor, share stories on social media and speak to colleagues and friends.
On the flip side, a good experience can create advocates. Even if someone isn’t hired, they’re more likely to reapply, recommend your company or speak positively about the process. And when competition for talent is fierce, your reputation could be the deciding factor.
Final thoughts
This Halloween, don’t let your recruitment process become a haunted house of unanswered emails and ghosted interviews. By simplifying the application journey, communicating clearly and showing candidates they matter, you can keep them engaged every step of the way.
Our applicant tracking system is built to support you in delivering a smooth, human and efficient hiring experience. So instead of chasing ghosts, you can focus on finding great people.