How to Improve Candidate Experience: Top Strategies & Tips
- Talent People
- Jul 7
- 15 min read
Improving the candidate experience isn't just about being nice. It's about treating every applicant with respect, keeping them in the loop, and building a hiring process that’s both efficient and genuinely human. This means simplifying your applications, giving timely feedback, and making sure every touchpoint reflects your company's values. Get this right, and you'll turn applicants into advocates, whether you hire them or not.
Why Your Candidate Experience Matters More Than Ever
Think about it. A talented engineer goes through three rounds of interviews, only to be left waiting for weeks without a single update. Frustrated, they share their story on LinkedIn and Glassdoor. Suddenly, your company isn't just one that missed out on a great candidate; it’s seen as disorganised and disrespectful. That one story can put off dozens of other top applicants from ever applying.
The Hidden Costs of a Poor Experience
A clumsy candidate journey does more than just damage your reputation. It creates real, tangible business problems that can stunt your growth and drive up costs.
Shrinking Talent Pool: When word gets out that your process is a nightmare, the best people will simply stay away. Up to 77% of candidates who have a bad experience will share it with their network, actively shrinking the pool of talent available to you.
Increased Recruitment Spending: A poor experience means more candidates dropping out and fewer accepting your offers. This forces you to spend more time and money re-running the search, extending your hiring timeline, and maybe even paying higher agency fees.
Damaged Consumer Brand: It’s easy to forget that candidates are often customers, too. A negative hiring experience can easily sour their opinion of your products or services, leading directly to lost revenue.
In today's market, candidates have all the power. A recent study found that 78% of job seekers see the hiring process as a clear indicator of how a company values its people. This perception has a direct impact on whether they decide to accept your offer.
Shifting From a Chore to a Strategic Pillar
At the end of the day, improving your candidate experience isn't just an HR task; it’s a strategic priority for the entire organisation. It’s tied directly to your employer brand, your financial health, and your long-term success. When you start treating every candidate like a valued partner, you lay the groundwork for a much stronger, more resilient business.
This mindset is key to building a healthy talent pipeline. While this guide focuses on the candidate's journey, remember it’s one piece of a much larger puzzle. For a broader look at refining your entire hiring system, you can explore our tips to improve the recruitment process for more holistic success. The steps ahead will show you exactly how to transform your approach.
Your Application: The First Critical Touchpoint
The application form is far more than just a way to gather data; it’s the very first real conversation you have with a potential hire. It sets the tone for their entire experience with your company. A clunky, long, or confusing application sends a clear message: you don’t value their time. The goal here is to make this initial interaction as smooth and welcoming as possible.
Think about it from their perspective. A top-tier project manager, actively headhunted by your competitors, clicks ‘Apply’ on your job post. If they’re immediately faced with a 20-minute form that asks them to re-enter every single detail from the CV they just uploaded, their patience will wear thin. They’ll likely just close the tab and move on to a company that makes it easier.
Cut the Clutter and Streamline Your Form
Honestly, the single biggest mistake I see companies make is asking for far too much information, far too soon. Your initial application should be about opening the door, not conducting a full-scale background check. Every extra field you add increases the chances of a great candidate simply giving up.
Research from Indeed highlights a stark reality: applications with 45 or more screening questions see an abandonment rate of 88.7%. That’s a massive loss of talent before you’ve even had a chance to connect. This number alone should be a wake-up call to simplify.
Take a hard look at your current application form and be ruthless. Ask yourself:
Is this essential *right now*? Can details like their full address history or references wait until a later stage? (Hint: They almost always can).
Can we get this from their CV? Don't frustrate candidates by making them manually type information that’s already in the document they’re providing.
Does this work on a phone? So many candidates apply on the go. If your form isn’t mobile-friendly, you're shutting the door on a huge chunk of your talent pool.
The image below shows how simple touches, like easy scheduling, can create a much smoother process for candidates.
Focusing on user-friendly technology like this shows respect for a candidate's time right from the very beginning.
Application Form Audit Checklist
To help you spot the friction points, I've put together a quick checklist. Run your application process through this audit to see where you can make immediate improvements.
Audit Point | Action Required | Impact on Candidate Experience |
|---|---|---|
Form Length | Time how long it takes to complete. Aim for under five minutes. | Reduces drop-off and shows you value their time. |
Mobile Optimisation | Test the application on various mobile devices and screen sizes. | Ensures accessibility for candidates applying on the go. |
CV Parsing | Check if your system can auto-fill fields from an uploaded CV. | Eliminates the frustration of redundant data entry. |
Question Relevance | Review every question. Remove anything that isn't a "must-have" for the initial screen. | Creates a more focused and less intrusive first impression. |
By ruthlessly cutting unnecessary steps, you can drastically improve your completion rates. A shorter, smarter application process helps widen your talent funnel. This is especially vital when you’re building a strong pipeline through effective candidate sourcing strategies, as a poor application experience can undo all that hard work.
Communicate From the First Click
The moment a candidate hits ‘Submit’, the clock starts ticking. Leaving them in complete silence is a sure-fire way to create anxiety and doubt. It’s one of the easiest ways to lose their interest before the process has even really begun.
The fix is surprisingly simple: immediate and clear communication. An automated confirmation email is the bare minimum, but you should see it as an opportunity to do more than just say, "Thanks, we got it."
Your confirmation email should feel personal and be genuinely informative. Acknowledge the specific role they applied for, briefly outline what happens next, and give them a realistic timeline. For instance, instead of a generic, robotic message, try something more human:
“Hi [Candidate Name], thanks for your application for the Senior Engineer role. Our team will now review your details, and you can expect to hear from us within the next 5 working days. We really appreciate you taking the time to apply.”
This small gesture does two critical things: it confirms their application was successful and it manages their expectations from the outset. It’s a simple, respectful action that lays the groundwork for a positive relationship, no matter the final outcome.
Making the Interview Process More Human
The interview is where it all comes together. Forget the forms and automated emails for a moment; this is about a real, human connection. It's the moment a candidate truly decides if they can picture themselves on your team, and it's your biggest opportunity to turn a great applicant into your next star employee.
Get this part wrong, and all your hard work up to this point can be undone in an instant. Too many interviews end up feeling like interrogations, not conversations. When a hiring manager is unprepared, late, or just plain disengaged, it sends a clear (and very negative) message. The goal is to create an experience that feels respectful, engaging, and worthwhile for everyone, no matter the final outcome.
Equipping Your Hiring Managers for Success
Your hiring managers are the face of your company during an interview. If they aren't properly prepared, they can do some serious damage to your employer brand without even realising it. Being an expert in their field isn't enough; they need to be fantastic brand ambassadors, too.
This is where training comes in, and it needs to go beyond just asking the right questions. Let's get back to basics and focus on creating a positive atmosphere.
Punctuality is non-negotiable. Starting an interview late is a glaring sign of disrespect for the candidate's time. Make it clear that being on time is a minimum requirement.
Preparation is key. A manager who hasn't even skimmed the candidate's CV looks unprofessional. They should walk into that room with a solid grasp of the candidate's background and a clear plan for the conversation.
Engagement makes all the difference. Coach them to treat the interview like a two-way street. They should be just as focused on selling the role and the company as they are on assessing the candidate's skills.
An interview where a candidate feels genuinely heard and respected can be the deciding factor. The data backs this up. A recent report revealed that 66% of UK candidates accepted job offers mainly because they had a positive recruitment experience. On the flip side, 26% rejected offers because of poor communication or vague expectations. You can explore more of these insightful recruiting statistics on SelectSoftwareReviews.com.
The Power of Structured Yet Authentic Interviews
To keep things fair and minimise unconscious bias, structured interviews are a must. This simply means asking every candidate for a specific role the same core set of questions, all tied to the job's most important skills. This approach helps you compare apples to apples, making your final decision more objective and easier to defend.
But structure shouldn't mean robotic. A brilliant interview finds the balance between consistency and a genuine, flowing conversation. Once the core questions are covered, encourage your hiring managers to let the dialogue breathe. This is where you'll discover a candidate's personality, what truly motivates them, and whether they’ll click with your team's culture.
The best interviews feel like a professional conversation, not a script. Create a framework for consistency, but leave space for real dialogue to emerge. This helps you assess both technical skill and cultural alignment.
Optimising Different Interview Formats
Today's recruitment process rarely involves just one type of interview. Each format, from a quick phone screen to a final-stage meeting, needs a slightly different touch to create a positive experience.
Phone and Video Screens These initial calls are often a candidate's first real interaction with someone from your company, so make it a good one. Keep them focused and be mindful of the candidate's time.
Set Clear Expectations: Let them know how long the call should last and what you plan to cover. For a video call, send simple instructions and do a quick tech check on your end beforehand.
Focus on the Essentials: Use this stage to confirm key details from their application, touch on their high-level experience, and answer any initial questions they have.
Bring the Energy: Over the phone or on video, your tone of voice is everything. Be friendly, engaged, and professional to make a strong first impression.
In-Person or Final-Stage Interviews This is it—the final hurdle. The focus here shifts to a deeper dive into their skills while giving the candidate a real taste of your company culture.
Create a Welcoming Environment: If they're coming to your office, have someone ready to greet them. Offer them a coffee or water and briefly explain the plan for their visit.
Introduce Them to the Team: If you can, arrange for them to have a quick, informal chat with a potential teammate. It gives them a much better feel for the organisation and helps them imagine themselves working there.
Be Transparent About What's Next: Always end the interview by clearly explaining the next steps and giving a realistic timeline for your decision. This simple courtesy goes a long way in reducing their anxiety and improving their overall experience.
Mastering Communication and Providing Feedback
If there's one thing that consistently frustrates candidates, it’s radio silence. Being left in the dark after putting real effort into an application or interview is the quickest way to damage their view of your company. Getting your communication right isn't just a nice-to-have; it's a strategic move that directly affects whether you land top talent.
Let's face it, your best candidates are probably talking to other companies. A simple, proactive update can be the difference between them waiting for your offer or accepting another one. It’s all about building trust and being transparent, so no one ever feels ignored.
Set Clear Expectations from the Start
Great communication starts with setting clear, realistic expectations. From the very first touchpoint, candidates should have a rough idea of your hiring process and how long it might take. This simple act of transparency helps manage their anxiety and, more importantly, shows you respect their time.
When you send that initial application confirmation, don't just use the generic, automated "we've received your application." Add a human touch and let them know what's next.
For example, a quick line like, “Our team will be reviewing applications over the next week, and we aim to get back to everyone by [Date]” makes a world of difference. It replaces doubt with a clear timeframe, which helps them manage their own job search.
Keep a Consistent Rhythm of Communication
Once a candidate moves into the interview stage, regular check-ins become even more important. A good rule of thumb is to never let more than a few working days go by without some kind of contact. Even if you don’t have a concrete update, a quick message keeps them engaged and feeling valued.
Think about these simple touchpoints:
Post-Interview Follow-Up: Send a quick email within 24 hours of an interview. Thank them for their time and remind them of the next steps.
Weekly Check-ins: If your decision-making takes more than a week, a short note to say they're still in the running goes a long way.
Delay Notifications: If something unexpected pops up, just be honest. A message like, “We’ve had a slight delay in our final review but expect to have an update for you early next week,” is far better than silence.
This level of communication shows your process is organised and that you appreciate their patience. It's a key part of keeping your hiring process nimble and responsive. To learn more about this, you can explore our modern guide to agile recruiting in the UK.
The Art of Thoughtful Rejection
Nobody likes delivering bad news, but how you reject candidates says everything about your company. Ghosting applicants is the ultimate sign of disrespect and can cause serious harm to your employer brand. Every single person who applied deserves the courtesy of a final response.
For those who didn't get past the initial application stage, a polite, automated email is fine. But for anyone who invested time in interviews, a more personal touch is crucial.
A thoughtful rejection can turn a "no" for today into a potential referral for tomorrow. It preserves goodwill and keeps the door open for future roles.
A phone call is often the best approach for final-round candidates, though a personalised email is a strong alternative. Thank them sincerely for their time and, if you can, offer brief, constructive feedback. Focus on why another candidate was a better fit for the role’s specific needs, not on their personal flaws. For example, "We decided to move forward with someone whose experience was more directly aligned with the project's specific software architecture."
Recent research from Standout-CV.com highlights just how long candidates are left waiting. A shocking 52% of candidates report waiting three months or longer for any feedback, which can wreck a company’s reputation. By simply closing the loop with every applicant, you set your organisation apart and build a reputation for respect and professionalism.
Designing an Onboarding Experience That Retains Talent
The candidate experience doesn’t stop once the offer letter is signed. It flows right into those first few crucial weeks on the job—what we call onboarding. All the excitement and goodwill you’ve built can unravel quickly if a new hire's first days are confusing and disorganised.
When someone feels lost or unsupported from the get-go, it can feel like the positive candidate experience was just for show. A great onboarding programme is your final, vital step in sealing the deal and turning that promising new hire into a long-term member of the team.
Bridge the Gap Before Day One
The period between accepting the offer and the first day can feel like a bit of a black hole for a new employee. This "pre-boarding" phase is a golden opportunity to make them feel welcome before they’ve even set foot in the office. A little engagement goes a long way.
Here are a few simple things that make a huge difference:
Send a Welcome Pack: Think small—a package with a bit of company swag, a handwritten welcome note from their new manager, and maybe a team photo creates a real, tangible connection.
Get the Paperwork Done Digitally: Nobody wants their first day to be a mountain of forms. Use digital tools to get all the tedious paperwork sorted beforehand so their first day can be about people, not admin.
Share the First-Week Schedule: A simple itinerary letting them know what to expect—who they'll meet, what they'll be doing—can massively reduce those first-day jitters.
It’s surprising, but research shows that only 12% of employees believe their company excels at onboarding. This isn't just a statistic; it's a massive opportunity for your organisation to stand out by creating a truly structured and welcoming start.
Structuring an Engaging First Week
The first week is all about connection and learning, not drowning the new person in information. The goal is to make them feel comfortable, introduce them to the right people, and lay a foundation of what's expected.
One of the best things you can do is assign an onboarding "buddy". This isn't their manager, but a friendly peer who can answer all the informal questions, like "Where's the best local coffee shop?" or "How does the holiday booking system actually work?". This peer support helps new starters feel like they belong much faster.
Clarify Roles and Set Clear Expectations
One of the biggest sources of anxiety for a new starter is not knowing what's actually expected of them. From day one, it’s essential to have a frank conversation about their responsibilities, key goals for their first month or two, and how their role fits into the bigger picture.
A simple 30/60/90-day plan is a fantastic tool for this. It’s not about pressure; it's about providing a clear roadmap with achievable milestones. It gives them a sense of direction and a way to measure their own progress, which is incredibly empowering.
Ultimately, a strong onboarding process is the final promise you make to a new employee. It confirms that the respectful, organised, and human-first experience they had as a candidate is exactly how your company operates day-to-day. This not only builds their confidence but also has a huge impact on retention, turning your newest people into your most vocal advocates.
Got Questions About Improving Candidate Experience? We’ve Got Answers
Even when you’re trying your best, figuring out how to genuinely improve the candidate experience can feel like a bit of a puzzle. Let's tackle some of the most common questions UK recruiters and hiring managers ask when they're working to create a better hiring journey.
How Can We Use AI Without Making Hiring Feel Impersonal?
This is a great question, and the answer isn't to avoid technology, but to use it smartly. Think of AI and automation as your behind-the-scenes crew. Their job is to handle the tedious, high-volume admin so your human team can take centre stage and do what they do best—connect with people.
For instance, let an AI-powered system send an instant confirmation email the moment someone applies. It’s efficient and reassures the candidate their application wasn't lost in a black hole. Automation can also handle the back-and-forth of scheduling interviews, finding a slot that works for everyone.
But that’s where the tech’s job ends and the human touch begins. A recruiter should then follow up with a personal note, especially for shortlisted candidates. They should be the one having meaningful conversations and, crucially, providing thoughtful feedback.
Technology should be an enabler, not a replacement for human connection. Its job is to streamline logistics, giving your team more capacity to build genuine relationships with candidates, not less.
What's the Best Way to Give Feedback to Rejected Candidates?
Giving feedback, particularly to people you've actually interviewed, is one of the most powerful things you can do for your employer brand. The aim is to be honest and constructive without being harsh or demotivating.
For anyone who made it to the interview stages, a brief, personalised email can leave a surprisingly positive impression. If you have the time, a quick phone call for final-round candidates is a real class act.
Start by genuinely thanking them for their time and effort. When you explain the decision, frame it around why another candidate was a slightly better fit for the role’s specific needs, rather than listing the rejected person's shortcomings.
You could try saying something like:
"We ultimately went with a candidate whose experience was more directly aligned with the project management software we use."
"The successful candidate had deeper experience in the specific renewable energy sector this role focuses on."
This approach feels helpful and respectful. It shows you’re a professional, thoughtful organisation, which is exactly the reputation you want.
How Do We Actually Measure the ROI of a Better Candidate Experience?
Measuring the return on your efforts is vital for getting long-term support from leadership. The good news is, you can track several key metrics that show a direct link between a great candidate experience and business results.
A rising offer acceptance rate is your most immediate win. If more of your top-choice candidates are saying "yes", it’s a clear sign your process is working.
Keep a close eye on your time to fill and cost per hire. A smoother, more engaging process almost always brings these numbers down. Good candidates move through the pipeline faster, meaning you spend less time and money on advertising or agency fees.
You should also survey your candidates directly. A simple Net Promoter Score (NPS) asking how likely they are to recommend applying to your company gives you direct, quantifiable feedback.
And don't forget the long game. Track metrics like quality of hire and first-year retention rates. Happy candidates tend to become engaged employees who perform better and stay longer, delivering huge value down the line.
Is It Really Necessary to Contact Every Single Applicant?
Yes. Without a doubt, yes. "Ghosting" candidates—just never replying to their application—is the fastest way to wreck your employer brand. Every single person who applied took the time to show interest in your company. Acknowledging that is basic professional courtesy.
This doesn't mean writing a long, personal email to all 300 applicants. It's much simpler than that.
For those who don't make it past the initial screening, an automated email confirming their application was received is step one. Then, once the role is filled, a second automated email to officially close the loop is the absolute bare minimum.
Setting this up takes very little effort but has an enormous impact. It protects your reputation, ensures a baseline of respect, and keeps the door open for that person to apply for another role in the future.
Building a high-performing team in a competitive market means getting every detail right, from the first application to the final offer. At Talent People, we partner with high-growth organisations to design and deliver agile hiring solutions that attract and retain top talent. If you need to build a specialised team for a critical project, let's connect.
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