20 Years, 20 Lessons: Best Practices for Managing Candidate Dropouts in Recruitment

Candidate dropouts can be frustrating, we know. You might have invested significant time and effort into securing a top candidate, exchanged calls and emails, and are optimistic they’re a perfect match for your role, but then they back out. What do you do then?

How we handle these situations can significantly impact our relationships with hiring managers and candidates. My name is David Berwick, and today, I’m sharing some best practices for managing candidate dropouts effectively. I’ve learned in my 25 years of experience in recruitment as part of our “20 Years, 20 Lessons” series.

Understanding the Stages of Candidate Dropout

Candidates can drop out at any stage of the candidate journey. You might think that the later it happens, the worse, but that’s not always the case. For instance, when candidates systematically drop out at one stage of the recruitment process, that’s your sign that something is wrong with your candidate journey.

A candidate drops out after showing initial interest  

Candidates may express enthusiasm early on, only to pull back after reflecting on their options. It can happen for various reasons, from better offers to personal considerations.

What to Do:

Stay positive and open-minded. A simple follow-up call or email can be beneficial. Ask your candidate if they’d be willing to share their reasons for stepping back, as this feedback can provide invaluable insights into your recruitment process.

What Not to Do:

Resist the urge to take it personally or express frustration. Remember, candidates have their own career paths, ambitions and priorities. A negative reaction, especially a public one, such as a LinkedIn rant, can damage your company’s reputation, not just your personal reputation.

A candidate drops out after the job interview

Once candidates have gone through the interview process, they might reassess their fit for the role. This is very common, especially if they’re weighing multiple opportunities.

What to Do:

Keep the lines of communication open. There’s no bad blood here. Send a thank-you note post-interview and address any questions or concerns. This gesture shows your candidates that you are professional, value their experience, and are there to support them.

What Not to Do:

Don’t take it personally. Avoid complaining about the candidate on social media, within your professional network or to your clients. These actions can damage your credibility as a professional and discourage future candidates from engaging with your recruitment consultancy.

A candidate drops out at the offer stage

It’s at the offer stage that candidates often reconsider their different options. They may receive other competing offers or realise that the role isn’t exactly what they had envisioned when they read the job description. Company culture is a decisive factor at this stage, too.

What to Do:

Approach the situation with understanding. Ask if there are any specific concerns regarding the offer that you could address. A transparent conversation can sometimes alleviate their worries and persuade them to reconsider. After all, many candidates feel anxious about career moves.

What Not to Do:

Don’t be pushy. Don’t pressure candidates into accepting an offer or make them feel guilty about exploring other options. It’s most likely to lead to a negative candidate experience and reflect poorly on your agency, so it’ll be a total waste of your time.

A candidate drops out before onboarding

Even at the pre-onboarding phase, candidates can withdraw, often due to unforeseen personal circumstances or last-minute changes. In my experience, this is one of the most frustrating experiences when working in recruitment, but it’s part of the job.

What to Do:

Maintain a supportive tone. If a candidate decides not to proceed, wish them well. This leaves the door open for future opportunities and shows that you value them as a person. It might be a good idea to ask if anything can be done to change their mind or if it’s a final decision.

What Not to Do:

Don’t engage in criticism or question their decision. Respect their choice and maintain professionalism throughout the process. Think of this: today’s dropout candidate can be tomorrow’s client.

Some Helpful Tips for Handling Candidate Dropouts

→ Stay professional: Regardless of the situation, your response should always reflect well on your business and your client. A calm, collected reaction can turn a frustrating situation into an opportunity for growth and improvement.

→ Document feedback: Keep track of candidate feedback throughout the recruitment process. Understanding why candidates withdraw can help refine your approach and improve your recruitment strategy.

→ Be transparent with clients about the situation: When candidates drop out, being honest and keeping your clients informed is essential. Explain the reasons for the dropout and reassure them that you’re already working to find another candidate for their company’s needs and job requirements.

Does a Candidate Dropout Make Recruiters Lose Face?

In today’s competitive job market, clients will generally understand that candidate withdrawals happen. Even if they are disappointed, they will appreciate the transparency and professionalism.

When you maintain open communication and approach candidate dropouts with grace, you build trust with your clients. They’re likely to respect your agency even more for handling challenges effectively rather than attempting to hide them.

If you need more tips about managing candidate dropouts or you want a team of experts to analyse your current recruitment process to identify the reasons why your candidates drop out or analyse candidate dropout rates, you can reach out to our team at Adria. We’ll be happy to assist you with your recruitment strategy and help you reduce candidate dropout.