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We explore why preferred candidates decline job offers and how to prevent it.
Far too often, employers are left disappointed when their preferred candidates decline formal job offers. Many factors can contribute to this, but the most common is a lack of communication between the employer and the candidates. Here is our best advice to hiring managers on how to keep a candidate engaged and committed from interview to offer:
1. Validate a mutual ‘feeling’
During an interview you will have gained certain impressions from your candidate and your candidate likewise will have gained impression of you and the company.
The aim, proceeding the interview, is to validate a mutual feeling with the candidate wanting to proceed with you, and you with the candidate.
The key to this stage is to ensure that the candidate knows that you are interested in them. If you have not given the candidate an indication that you were pleased with their initial interview, it is quite possible for them not to proceed to offer because they have been under the impression they were not in consideration.
Ideally you would leave the candidate wanting the job and seeing themselves as the employee working for you and the company at the end of the interview.
It can be quite difficult to generate this level of trust at the close of interview, but the more you can communicate in an employer-employee style the more the candidate will start to visualise themselves in the role.
2. Maintain Open Communication
After an interview call your preferred candidate with genuine interest and enthusiasm in them and reinforce your thinking towards them, the team, the divisions and the company. This aims to reinforce that the future is now. Now is also a good time to cover any concerns they may have. It could be a simple conversation along the lines of:
“Hi {candidate} we know you didn’t get a chance to ask too many questions at the interview and we were wondering if you had any queries. We were really impressed with you and could see you working well for x,y,z reasons. If there is anything that you need clarification on we would be more than happy to discuss anything you are unsure of.”
3. Discuss Key Questions Early
It’s essential to discuss critical details early in the recruitment process. Ask questions such as:
- How do you feel about the scope of the role?
- Is the salary within your expectations?
- When would you be able to start?
- Is there anything stopping you from moving ahead if we deemed you our preferred candidate?
Addressing these points early can prevent misunderstandings and disappointments later.
4. Conduct a thorough validation period
Between the interview and the offer stages, conduct thorough validation processes such as reference checks, medicals, and psychometric testing. While an offer may be presented at the interview, it’s generally advisable to wait until these checks are complete. This period can range from 24 hours to ten working days, especially if there’s a second interview. Keep the candidate informed during this time to maintain their interest and trust.
5. Follow up any last details
As an offer is looming make sure you cover offer any last minute queries.
It is a good idea at this stage to conduct another follow up call informing them that everything is heading in the right direction and that before you head towards the offer you would like to know if they would be comfortable with the role of …, at $… salary, at this location, with … approximate start date.
Listen for any concerns and go back and cover any queries your candidate may have. If they are happy and the signs are good then you have a green light to move forward to a verbal offer.
6. Verbal offer
Once you have covered off on any concerns pre offer, the verbal offer should represent a smooth transition. You may have a conversation with your preferred candidate along the lines of:
“Hi {candidate}, all your results and feedback from referees has been excellent. We are delighted to offer you the role of …, on $… salary plus benefits, with an anticipated start date of … What are your thoughts?”
Be prepared for any last minute queries and respond to these in a timely manner with dignity and respect. When responding to queries, know where you can and can’t compromise. If there is some flexibility you can offer is required.
7. Transition from verbal offer to formal offer
This stage is critical as a verbal offer isn’t legally binding.
Aim to issue the formal offer within 48 hours to prevent losing the candidate to other opportunities. If delays are unavoidable, keep the candidate engaged and informed about the status.
Up until the point where the candidate signs off on the formal offer it is a waiting game where numerous events can get in the way of an acceptance of the formal offer. For larger organisations this stage can be even more crucial for securing their preferred candidate as this period can be painstakingly long, leaving plenty of time for other options of employment to present themselves. There have been times when candidates we have dealt with have accepted a verbal offer on a Monday and not received a formal offer until Tuesday the following week. Under these circumstances ensure you are actively in contact with your candidate.
Aim to keep the time frame between verbal and formal offers under 48 hours, if it extends past this time you put yourself at risk of losing your candidate. If you are unable to fast track the formal offer at least ensure there is momentum going forward into the this stage. Without communication the momentum broken and the candidate can start to consider or even be offered alternatives to the role in question. A very common scenario that may arise is if the candidate is contemplating leaving their current company not because they are unhappy, but believe they are not being adequately rewarded for their work. With your verbal offer in hand the candidate starts dialogue with their current employer. With your verbal offer in hand the candidate starts dialogue with their current employer. The longer it takes you to front with an offer, the more time you give their current employer or any other potential suitor to come into play with a better alternative. If you cannot get the offer to the candidate in an expedite manner, ensure you do something in the meantime to maintain interest.
8. From formal offer acceptance to start date
After the formal offer is accepted, maintain communication until the candidate’s start date. This period is usually around four weeks. Continue to engage them as a future employee, discussing upcoming projects and logistics. Provide support and advice on handling potential counteroffers from their current employer.
Consider doing the following:
- Keep asking if all is ok. Give them advice on how to counter offers. If they are valued by their current employers they may need it.
- Switch from candidate dialogue to employee dialogue. Start talking about some current projects or activities they will be involved with. Talk about the logistics of them starting.
- Whatever you do keep talking. I have seen too many offers fall over on the basis that hiring managers and HR teams that have purely not given the individual they seek enough attention, and with nothing in the emotional bank account, it makes it too easy to ebb back into familiar territory or worse still, accept an offer with a competitor that has given them more attention
- To get your candidate over the line err on the side of plenty than scarcity when it comes to communication.
Candidate experience and positive interactions can influence a decision. A seamless and respectful hiring process can set you apart and make candidates more likely to accept your offer.
Contact Harvest HR & People Solutions for more information or assistance with your Talent Recruitment.
