Which of your candidates will ghost you?

Ghosting toolkit: everything in one place

1. How the score is calculated

Each answer adds points and the total is capped at 100. These weights are planning assumptions informed by the reasons candidates give for ghosting, not statistics. Change your own thresholds once you have outcome data.

2. Score bands and what to do

3. The 24-hour rescue play

1. Call first, then send the same content as a message on their preferred channel.
2. Ask one open question about their situation, such as what they are weighing up.
3. Give them your decision timeline and keep to it.
4. Settle the biggest driver in the score (pay, role, timeline or next step).
5. Confirm the next step and its date in writing the same day.
6. Log the contact and set a follow-up for the next working day.
7. Keep a backup candidate warm until the candidate has confirmed.

4. Messages to adapt, by situation

Replace anything in [brackets]. Keep the tone warm and the question easy to answer.

Competing opportunities

Hi, I'd like to move at a pace that works for you. Where are you in your search, and is there a date by which you need to decide? If you have other options, I'd like to know so we can plan around them.

Silence from the candidate

Hi, I haven't heard back and I don't want to take your time if things have changed. Are you still interested in the role? A quick yes or no is fine. If yes, what is the best time to talk?

Your reply speed

Sorry for the delay on my side. Here is where things stand: [update]. The next step is [step] on [date].

Pay alignment

Before we go further I want to be sure the pay works for you. The range for this role is [range]. How does that compare with what you are looking for?

Role match

I want to make sure the role matches what you expect. The main responsibilities are [list], and a typical week looks like [summary]. Does anything here surprise you?

Next step clarity

To confirm: next is [step] on [date]. I will update you by [day] either way. Does that work for you?

Candidate engagement

What is the easiest way to reach you, and what time of day works best? Also, what is the one thing that would make this role a clear yes for you?

Time in process

I know this has taken a while, thank you for your patience. The remaining steps are [steps], and I expect a decision by [date].

Notice period

Congratulations again. To make joining smooth, can we agree a short check-in each week until your start date on [date]? Please tell me early if anything changes.

5. Prevention checklist

• ☐ Share the pay range and the full process timeline in the first call.
• ☐ Send an accurate job description and a short description of a typical week.
• ☐ End every contact with a named next step and a date, confirmed in writing.
• ☐ Reply to candidates within 4 hours on working days (a planning target, adjust to your team).
• ☐ Ask early about other processes and the date they need an answer by.
• ☐ After an offer, check in weekly until day one and share first-day details.
• ☐ Close the loop with candidates you will not move forward, in two lines.

6. Fair use

• Use only process signals (timing, communication, pay, clarity). Never add personal traits such as age, gender, nationality or religion.
• Use the score to decide who to call first, not to reject anyone.
• Rules on storing candidate data and contacting people by phone or messaging apps differ by country. Confirm with local counsel.

7. Glossary

Ghosting

A person stops replying without explanation. It can be the candidate or the employer.

No-show

A candidate misses a scheduled interview or first day without notice.

Offer dropout

A candidate declines or disappears after an offer is made.

Joining dropout

A candidate accepts an offer but does not join. Common where notice periods are long.

Silence window

The number of days since the candidate last replied.

Reply time

How long your team takes to answer a candidate message.

Notice period

The time an employee must work after resigning, set by their contract or local rules.

Counter-offer

A better package offered by a current employer to stop someone leaving.

Backup candidate

A second-choice candidate you keep engaged until the first has confirmed.

8. Weekly ghosting-metrics checklist

• ☐ Candidates silent for 3 or more days
• ☐ Candidates who have waited more than 24 hours for your reply
• ☐ Offers made and offers accepted but not yet joined
• ☐ Candidates without an agreed next step and date
• ☐ Who ghosted, at which stage, and what the score said
• ☐ Roles where pay was not confirmed before interviews

Know who might vanish? Now stop it happening again.

A score shows who is at risk today. The cause is usually slow follow-ups and no single view of where every candidate stands. HireTrack tracks every candidate by stage in one place and sets goals per role and recruiter, so follow-ups do not slip.

Industry benchmarks for context

Published figures for context, each linked to its source. Check the region and year of every figure. Your own answers drive the result above.

All figures come from US surveys and are self-reported, so they may not match your country or industry. Definitions of ghosting differ between studies. The score on this page does not use these figures; it uses only what you enter.