Why follow-up matters so much in recruitment
Candidates remember how an agency made them feel long after they forget the job description. The most common complaint about recruiters isn't a bad match or a lost role. It's silence: an application that disappears, an interview with no feedback, a "we'll be in touch" that never comes.
Good follow-up fixes that, and it pays off commercially as well. Candidates who feel looked after stay engaged through a long process, are less likely to accept a competing offer while waiting, and are far more likely to come back to you, or refer a friend, next time.
The nine moments this tool covers
| Stage | When to send | What it should do |
|---|---|---|
| Application received | Same day | Confirm you have it and say when they'll hear from you. |
| CV sent to client | Same day as submission | Confirm you have put them forward and set a feedback date. |
| Interview prep | 1–2 days before | Give practical tips and offer a quick call. |
| After the interview | Within 24 hours | Thank them and ask how it went while it's fresh. |
| Still waiting on feedback | On the date you promised | Update them even when there's no news. |
| Unsuccessful | As soon as you know | Close the loop kindly, offer feedback and keep the relationship. |
| Offer made | Straight away, after a phone call | Confirm the offer in writing and the response date. |
| First week check-in | End of week one | Show you care about the placement, not just the fee. |
| Re-engage | When a matching role comes up | Reconnect with a relevant reason, not a generic blast. |
Five rules for follow-up candidates appreciate
- Always give a date. "I'll be in touch by Thursday" is far more reassuring than "I'll let you know." Then keep the promise, even if it's only to say there's no news yet.
- Phone for big news, write to confirm. Offers and rejections after interview deserve a call. Use the written message to confirm details afterwards.
- Be specific. Mention the role, the client (when you can) and the next step. Generic messages read as automated, even when they aren't.
- Keep it short. Most follow-ups need three or four sentences. Candidates read them on their phones between other things.
- Close every loop. An unsuccessful candidate who hears back promptly and kindly is a future placement. One who hears nothing becomes a bad review.
Email or text?
Text messages get read quickly and suit short updates: "No news yet, I'll call Thursday." Email is better for anything with detail, such as interview preparation or offer terms, and gives both of you a record. Many agencies use both: a text to prompt, and an email with the details.
Whichever you use, remember that in New Zealand the Unsolicited Electronic Messages Act 2007 applies to commercial electronic messages, including texts. Identify yourself and your agency, and give people an easy way to opt out of marketing-style messages.
Using te reo Māori greetings
Many NZ recruiters open with Kia ora and sign off with Ngā mihi (with thanks, regards). Choose the "Kia ora" greeting above to use them. If you aren't sure how a candidate prefers to be addressed, follow their lead from their application or emails.
Get the full follow-up checklist
Seven follow-up moments to systemise, with timing, wording and the NZ compliance basics. Free PDF.
Download the PDF