If the word ghosting keeps showing up in your recruiting vocabulary, it’s time to stop and ask a hard question: why?

As someone who has worked both sides of the hiring fence, I can tell you this , ghosting isn’t just a candidate problem. It’s often a process problem. And more specifically, it’s a communication problem.

Ghosting Is a Symptom, Not the Root Issue

The idea that “candidates just don’t show up anymore” has become a kind of shrug-it-off excuse. But when a candidate stops responding, there’s almost always a reason. Here are a few of the most common ones:

• The process dragged on too long and they lost interest
• Your message felt generic or transactional
• They got a better offer from someone who moved faster
• No one followed up with clarity or intent

Ghosting is often what happens when a candidate feels like just another name in the system. In reality, good communication is what keeps engagement high and good communication rarely happens by accident.

Ghost-Proofing Your Hiring Process

So how do you make ghosting a non-issue in your organization? You stay proactive, personal, and persistent. Here’s how:

1. Text Them First Most candidates — especially hourly workers or younger talent — live on their phones. Don’t just rely on email. A quick text like:

“Hi [Name], just saw your application come through. I’d love to talk more about the role — is this the best number to text you on?”

This opens the door fast and feels more personal than an automated email.

2. Use Email to Set Expectations Don’t let your emails feel like a black hole. When sending a message, tell the candidate exactly what to expect next — and when.

“We’ll review your application this week and reach out no later than Friday to schedule the next step. If you don’t hear from us by then, feel free to text me directly at [your number].”

Clarity builds trust. Trust keeps candidates engaged.

3. Voicemail That’s Worth Hearing If you’re calling and getting voicemail (which you will), leave a message that adds value. Not just “This is HR, call me back.”

Try this instead:

“Hi [Name], it’s [Your Name] from [Company]. I had a chance to look over your background, and I think you’d be a strong fit for our [Job Title] opening. If you’re still interested, give me a quick call or text back at this number. I’ll also follow up with an email in case that’s easier.”

Be human. Be specific. Show that you actually looked at them — not just their resume.

4. Move Faster Than You’re Comfortable With One of the biggest killers of momentum is time. If someone applied, call them that day or the next morning. Waiting even 48 hours can be the difference between hired and ghosted.

Speed wins. Every time.

The Bottom Line

If ghosting is happening consistently, it’s not just a candidate issue, it’s a signal that your hiring experience may not be resonating.

The best recruiters, whether internal or external, don’t accept ghosting as a norm. They use smart follow-up, real communication, and a little hustle to stay ahead of it.

And if you shift your approach from managing applicants to engaging people, you’ll notice something pretty quickly: ghosting fades into the background.