Keep candidates updated so nobody is ghosted

Being ghosted is a common complaint about recruiters, and it hurts your reputation. Short, honest status updates fix it in minutes a day. Saying what has happened, what happens next and when you will be back in touch, even with no news, is what candidates need.

A free AI chat tool (ChatGPT, Gemini, Copilot or Claude)

Steps

1. Run the prompt below to make templates for each stage: CV sent to the client, waiting on feedback, interview arranged, not progressing, and role on hold.
2. Save them as snippets in your CRM or email (e.g. Bullhorn, Vincere, Gmail templates).
3. Example (made up, for illustration only): a candidate’s CV went to a client nine days ago and the client has not replied. The update says the CV is with the hiring manager, that you chased on Tuesday, and that you will update them again by Friday, even if there is no news.
4. Set a daily 15-minute slot to send updates to every live candidate, filling in the role and next step in your own system, not in the AI tool.
5. When someone is not progressing, tell them promptly and kindly, with any feedback the client agreed you can share.
6. Log each update in the CRM.

The exact prompt

Write 5 short candidate updates (under 60 words each) for a recruiter: CV sent to client; waiting on feedback, with the date I chased; interview arranged; not progressing; role on hold.
Warm and honest. Leave [NAME], [ROLE], [DATE] and [NEXT STEP] as blanks. In the not-progressing update, leave [FEEDBACK THE CLIENT AGREED I CAN SHARE] as a blank.
Do not promise outcomes or dates I have not given, and do not name the client.