Recruiter follow-up is an art that most people get completely wrong. Either you ghost candidates for weeks, or you send 47 emails in 3 days like a desperate ex trying to "just talk". Both approaches tank your credibility and your conversion rates.

Here's how to follow up in a way that keeps candidates engaged without making them block your number.

The Golden Rule: Set Expectations Upfront

The single biggest mistake recruiters make is not telling candidates what to expect.

At the end of every conversation, say exactly this: "I'll reach out by [specific day] with an update, even if I don't have a final decision yet. If you don't hear from me by then, feel free to ping me."

Why this works:

• Candidates know when to expect contact (reduces anxiety)
• You've given yourself a deadline (increases accountability)
• You've given them permission to follow up (reduces awkwardness)

Research shows that candidates who know what to expect are 3X more likely to stay engaged in the process.

The Follow-Up Timeline That Actually Works

Here's the specific cadence that maintains engagement without being annoying:

After initial phone screen: Follow up within 24-48 hours. If you're moving forward, schedule the next interview immediately. If you're passing, send a polite rejection. If you're still deciding, say that: "Still reviewing other candidates. I'll have an update for you by Friday."

Between interview rounds: Follow up within 2-3 business days max. Top candidates have other options, and every day of silence increases the chance they accept another offer.

After final interview: Follow up within 1 week. If your process takes longer than a week to make decisions, you're losing candidates to faster-moving companies. Period.

If there's a delay: Don't ghost. Send a quick update: "Decision is taking longer than expected due to [real reason]. I'll have an update by [date]. Still very interested in you."

What To Actually Say In Follow-Ups

The "checking in" message (use sparingly):

"Hi [Name], wanted to check in on your timeline. Are you still interested in the [Role] position? I'm planning to move forward with next steps this week and wanted to make sure you're still in the mix."

Why it works: Direct, low-pressure, shows you respect their time and choices.

The "status update" message:

"Hi [Name], quick update: We're still finalizing our decision and should have an answer by end of week. I know the timeline has stretched a bit—thanks for your patience. Let me know if anything changes on your end."

Why it works: Acknowledges the delay, gives a specific timeline, keeps the door open for them to share competing offers.

The "we're still interested" message:

"Hi [Name], just wanted to reach out since it's been a couple weeks. We're still very interested and working through internal approvals. I don't want you to think we've ghosted. Should have a final decision by [date]. How's your search going?"

Why it works: Explicitly addresses ghosting concern, reaffirms interest, asks about their situation to gauge urgency.

When Candidates Go Silent On You

Sometimes you're the one chasing responses. Here's how to handle it:

First follow-up (3 days after no response):

"Hi [Name], following up on my message from [day]. Would love to chat about the [Role] opportunity. Let me know if you're still interested and what your availability looks like this week."

Second follow-up (1 week later):

"Hi [Name], wanted to try one more time. If you're no longer interested or your situation has changed, totally understand—just let me know so I can update my notes. If you are still interested, I'd love to connect this week."

Third follow-up (DON'T): After two attempts with no response, they're either not interested or dealing with something that makes them unavailable. Either way, move on. Continuing to chase makes you look desperate and annoys candidates.

What NOT To Do

Don't: Send vague "just checking in" messages with no new information. These are useless and annoying.

Don't: Call candidates multiple times in one day unless it's genuinely urgent (like "we need an answer in 2 hours").

Don't: Use guilt trips. "I've reached out 3 times and haven't heard back" makes you sound passive-aggressive, not professional.

Don't: Follow up more than once per week unless there's new information or a specific reason. Pestering candidates doesn't make them more interested—it makes them less.

Don't: Only reach out when you need something. If you've been silent for 6 months and suddenly pop up with "hey, are you still looking?"—that's transparent and annoying.

The Pro Move: Keep Candidates Warm

The best recruiters maintain relationships with strong candidates even when there's no immediate opportunity.

Monthly check-in for pipeline candidates:

"Hi [Name], hope you're doing well. No specific role to discuss right now, but I wanted to stay in touch. How are things at [Company]? Let me know if you're ever open to exploring new opportunities."

Sharing relevant content:

"Saw this article about [topic relevant to their role] and thought of you. Hope things are going well!"

This keeps you top of mind so when they are ready to move, you're the first call they make.

The Bottom Line

Great follow-up is consistent, respectful, and adds value. Set expectations, hit your deadlines, keep candidates informed even when there's no news.

The recruiters who convert the most candidates aren't the ones who follow up most aggressively—they're the ones who communicate clearly, follow through on commitments, and respect candidates' time.

That's the tip. Use it.

Quick Reference:

• Set expectations: Always end conversations with specific next steps and timeline
• Follow-up cadence: 24-48 hours after phone screen, 2-3 days between interviews, max 1 week after final
• If they ghost: Two follow-ups max, then move on
• Stay in touch: Monthly check-ins with pipeline candidates keep relationships warm
• Never: Send "just checking in" messages with no new information or value