Encouraging Actions to Reduce Ghosting and Foster Value-Based Practices

Ghosting is a symptom of misaligned values and poor communication, but as individuals, candidates, and companies, we can take steps to foster better accountability and transparency. Here are specific actions we encourage to reduce ghosting and promote professionalism:

For Job Seekers

• Set Expectations for Feedback: At the end of every recruitment conversation - whether by phone, video, or in-person - ask directly: “When can I expect feedback?” Ensure you receive a timeline, confirm it back, and note it down.

• Request Contact Information: Politely ask for the recruiter or interviewer’s email address if it hasn’t already been shared with you. This ensures you have a direct line of communication.

• Send a Friendly Reminder: If the promised feedback doesn’t arrive on time, send a friendly reminder email. Example:

  • “Dear [Name], I hope this message finds you well. I’m following up on our recent conversation and wanted to kindly ask for an update regarding the process. Thank you in advance!”

• Close the Loop Professionally: If feedback is still not provided:

  • Write a polite closure email thanking them for the process. Acknowledge the lack of communication as a sign the position has gone to another candidate.

  • Politely request the removal of your personal data from their system and ask for confirmation.

    • Example:

      “Dear [Name], I wanted to express my gratitude for the opportunity to participate in your recruitment process. I understand that no feedback likely means the position has been filled by another candidate. In light of this, I kindly request the deletion of my personal data from your database, in line with GDPR [or relevant regulations], and ask for written confirmation of this action. Thank you, and I wish you all the best moving forward.”

For Recruiters

• Send a Follow-up Email: If a candidate stops responding, send a professional follow-up email requesting a response and set a clear deadline.

  • “Dear [Candidate], I hope all is well. We haven’t heard from you regarding your application, and I wanted to follow up. Could you confirm your availability for the next step by [date]? Thank you!”

• Send a Friendly Reminder: If the deadline passes, send a short reminder.

• Close the Process Professionally: If no response is received:

  • Send an email to inform the candidate that the process is now closed.

  • Politely request confirmation if there are circumstances preventing their response.

  • Remove their data from your system in compliance with data protection laws.

  • Example:

    “Dear [Candidate], I hope this email finds you well. As we haven’t heard back from you, we are closing your application for this position. We will also proceed with deleting your data from our database, as per company policy, unless you inform us otherwise. Thank you for your interest, and we wish you success in your future endeavors.”

For Business-to-Business (B2B) Interactions

• Set Clear Feedback Expectations: During initial discussions, establish a specific timeline for feedback. Example: “We look forward to your response by [date]. Please let us know if this timeline works for you.”

• Send a Reminder: If feedback doesn’t arrive as previously mutually agreed, then send a polite reminder.

• Close the Loop Professionally: If no response is received:

  • Acknowledge the lack of communication as a signal to close the topic.

  • Thank them for the discussion and ensure a polite and professional tone.

    • Example:

      “Dear [Contact], I hope you’re doing well. Since we haven’t received feedback regarding our recent discussion, we’ll assume this matter is closed for now from your side or we’ll assume this matter is not your priority at the moment. Should circumstances change, we’d be happy to reconnect in the future. Thank you for your time, and we wish you the best.”

Why These 3 Approaches Work

• Teaches Communication Skills: By politely insisting on feedback and closing processes transparently, we set a precedent for clearer communication across professional interactions.

• Encourages Accountability: These steps hold individuals and companies responsible for their decisions without hostility or negativity.

• Reduces Ghosting: Consistently reinforcing the importance of communication helps shift cultural norms toward greater transparency and respect.

By adopting these practices, we can collectively reduce ghosting - foster professional integrity, an build stronger relationships across recruitment, business, and beyond. Let’s make communication a shared value and a priority in all we do.