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Time for a quick coffee break.

Let's be honest: we've all seen that perfect candidate slip away because our follow-up didn't go smoothly. Damn.

But no worries! Today, I’m sharing my ultimate tips to ensure you snag that top talent, while your competitor is still staring at a blank email.

A good recruitment strategy doesn’t stop at getting applications. The real work starts afterward! How you handle the follow-up will determine if that dream candidate signs with you or with the competition. Time for 5 absolute do’s and 5 critical don’ts!

5 Golden Tips That Truly Delight Your Applicants ✨

1. Respond faster than your shadow

Let's be real: we live in the TikTok era. No one waits patiently a week for an email anymore. That quick response truly makes a difference! A candidate who applies in the morning and receives a personal message by the afternoon? They're impressed! And you know what's great? That person is guaranteed to share it with friends. "Wow, a response within 3 hours, they’re really interested!"

2. Make it personal (truly personal, not fake personal)

We all recognize those automated messages from a mile away, right? A "Dear applicant" immediately shows your message is mass-produced. So always use their name and refer to specific details from their application. For example: "Hi Kim, I was impressed by your experience at XYZ and especially your project with sustainable recruitment caught my attention!" So simple, yet so effective.

3. Keep them in the loop (without stalking)

No one likes to be left in the dark. Always clearly indicate to candidates what they can expect: "We are reviewing your application this week, and you will hear from us by Friday at the latest whether you have advanced to the next round." Simple, right? And if it takes longer (we know - sometimes everything runs late), send a brief update: "Hi Robin, sorry for the delay, we’ve received more applications than expected. You will now hear from us by Tuesday at the latest." Sincerity is always appreciated!

Treat them like VIPs (even if they’re not)

Seriously, every applicant deserves VIP treatment. Because even if someone isn’t the perfect match for this position, they might just be your ideal candidate for that other job next month! Or do you know that feeling when someone at a party says: "Oh, applying at company X? Forget it, I once applied there and was treated like a number." Let that never be said about your company!

5. Embrace technology (but remain human)

Technology is your best friend! Automated recruitment via WhatsApp, handy candidate portals where they can check their status, smart email tools - they make your life so much easier. But don’t forget there’s a human on the other side. Always add that personal touch that shows: there’s a real person behind this, not a robot.

5 Absolute No-Go's That Drive Away Top Talent 🚫

1. The infamous 'black hole' treatment

We’ve all experienced it as an applicant: you send your application and then... silence. Radio silence. Weeks of silence. It’s the quickest way to lose talent and damage your employer brand. Because believe me: people talk about this in their network. "At company Z, you never hear back..." Don’t let that be your legacy!

2. The soulless robot rejection

"Dear candidate, unfortunately, we must inform you that you have not been selected. We wish you success in your further career." Brrr, do you also get chills from such a message? A good rejection always includes something personal and preferably some constructive feedback. "Hi Sam, we’ve carefully reviewed your application. Although you have impressive project management skills, for this role we’re looking for someone with more experience in the healthcare sector. May I keep your resume for future positions?" That feels really different! And this can be perfectly done within WhatsApp chatbots too.

3. The endless assessment maze

Know them? Those companies where you must go through 6 interviews, 2 assessments, a presentation, a case study, and a coffee date with the entire team? By the time they make a decision, your candidate has long since started somewhere else! Keep your process sharp and goal-oriented. Every step must truly add value. Ask yourself: do we really need this information to make a decision?

4. The availability pusher

"Can you do 9:00 am tomorrow? No? Hmm, then maybe 9:15? Not possible either? Well..." Candidates often already have a job and other commitments. Show flexibility and understanding. Top talent has options and can sense whether you respect them. A bit of give and take is part of it. Offer different options, including possibilities after office hours if necessary.

5. The great disappearing act after interest

This might be the most frustrating: you've had a great conversation, promised to follow up with the next step, and then... your candidate vanishes from the radar. You send a polite reminder... Silence. Another message. Silence. Ouch! Maybe your email ended up in a spam folder, or they were just busy. A simple phone follow-up can work wonders!

If all that doesn’t work, you can ultimately make a final attempt via WhatsApp, or preferably via a phone call: Dear Jim, unfortunately I haven't heard from you yet. Can I close your file? Then I can move on.

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Be the recruiter / HR professional people remember for the RIGHT reasons!

By consistently applying these do’s and don’ts, you not only ensure a smooth recruitment process but also build a solid reputation as an employer. And believe me, in this tight labor market, that makes the difference between attracting talent or missing out.

Do you have a golden tip for following up on applications? Or a horror story we can all learn from? Share it with me! I’m always curious about your experiences from the recruitment front line.