We just placed an EHS Specialist, and while we’re celebrating now, this one didn’t go smoothly.
Sometimes when I share placement stories, it’s all gong-ringing and congratulations. But sometimes I feel like I only show the highlight reel. The truth is, things go sideways for me too.
This time, we dropped the ball. And if the candidate hadn’t followed up, we might have lost a great hire.
The Mistake We Made
Like many of our searches, two of us worked this role—one as lead, one in support. I was the support person on this search.
I had sent over what I thought was a great candidate. A few days later, I got a message that made my stomach drop:
“Hey… I never heard anything back.”
We had dropped the ball. Completely.
Why Communication Breaks Down
Here’s what happened: in a team search, information can get lost between people. The lead recruiter thought I was following up. I thought they were. The candidate heard nothing.
It’s not an excuse, but it’s reality. Recruiters are human. We juggle multiple searches, coordinate between team members, and sometimes things fall through the cracks.
But that doesn’t make it okay.
The Follow-Up That Changed Everything
I was so grateful that candidate reached out.
Think about it from their perspective. You’ve applied for a role, maybe even interviewed, and then… silence. You don’t know if you should follow up. You don’t know how often is appropriate. You worry about being annoying.
Many candidates don’t follow up at all because they’ve been ghosted before or told they’re being pushy.
But this candidate took the chance. She sent a polite, professional message checking in. This kind of direct communication is exactly what builds the responsive networks that work for everyone.
And she’s the one who landed the role.
What Candidates Should Know
If you’re job searching, here’s what this taught me about candidate follow up and when it’s appropriate:
You have every right to follow up. If you haven’t heard back within the timeframe the recruiter mentioned, or if it’s been a week since your last contact, it’s fair to check in.
Keep it simple. A short message like “Hi, I wanted to follow up on the [job title] position we discussed” is perfect.
Don’t apologize for following up. You’re not being pushy by asking for an update on your own job application. This is especially important in high-trust roles like Executive Assistant positions, where clear communication is a core requirement of the job itself.
Give it time, but not too much time. A week is reasonable for most situations. Two weeks might be too long, especially if other candidates are moving through the process.
What We Learned as Recruiters
This placement was a good reminder for our team about communication systems.
We’ve always had processes in place, but this showed us where they can break down. Now we’re even more careful about who’s responsible for what in team searches.
But more than that, it reminded me why I appreciate candidates who communicate openly. Following up isn’t annoying—it’s professional.
The Human Side of Hiring
Recruitment is a people business. That means it’s messy sometimes. As we’ve learned in our work, personality still matters in recruitment—being authentic about mistakes is part of building real relationships.
Candidates get nervous about interviews. Recruiters make mistakes with communication. Hiring managers change their minds about what they want.
The difference is how you handle it when things go wrong.
We owned the mistake, apologized to the candidate, and moved forward. She was professional and patient throughout the process.
That’s why this placement worked out exactly how it was supposed to. As we’ve seen in our experience, what really leads to successful hires is often this kind of honest, direct communication.
Why We Ring the Gong Anyway
When we finally made this hire, we absolutely rang the gong.
Not just because we placed an EHS Specialist, but because we learned something. Because a candidate advocated for herself. Because sometimes the best outcomes come from the most human moments.
This job is about people. And sometimes, that means owning the messy parts too.
Key Takeaways
Am I being pushy if I follow up when communication stalls?
Candidates should follow up professionally when communication stalls—you’re not being pushy.
Do recruiters ever make mistakes in the hiring process?
Recruiters are human and sometimes make mistakes, but good ones own them and improve.
Why is open communication important during a job search?
Talking openly saves everyone time and headaches when you’re job hunting.
What makes the difference in successful hiring outcomes?
Good hires happen when people are honest with each other—candidates and recruiters both.
Looking for a Recruiter Who Communicates?
If you’re tired of being ghosted or left wondering where you stand in the hiring process, let’s talk.
We’ll keep you in the loop throughout your search. Even when we occasionally mess up, we own it and fix it.