Call the finalists. Write to everyone else. Anyone who interviewed, or who you told "it's between you and one other," deserves a 30-second call, including when the answer is no. Everyone you screened but did not submit gets a two-line note. The call is not for them. It is for the next time you need them to pick up.
Who gets a call
- Anyone who interviewed with the client.
- Anyone you told was a finalist.
- Anyone who turned down other work because of your role.
- Anyone starting: the yes call, plus the confirmation note the night before.
Who gets a note
- Everyone screened and not submitted.
- Everyone submitted but not interviewed.
- Applicants you never spoke to get a short automated note.
The 30-second "no" call
"Hi Marcus, it's Dana from the agency. The client went with the other finalist. The deciding thing was recent cold-storage hours, not anything you did wrong. I have two similar orders coming in November and I'd like to call you first for those. Is that OK?"
That is the news, the reason, and what happens next. It takes 30 seconds. The candidate hears a reason they can do something about, and a reason to answer your next call.
The 30-second "yes" call
"Hi Marcus, good news: the client wants you to start Monday. $19 an hour, weekly pay. I'm sending a note tonight with the start time, the gate and who to ask for, and I'll call you Sunday at five to make sure you're set."
The yes call and the confirmation note are what stop no-shows. Say the number, the start and the next step out loud, then put them in writing.
Why the call matters more than it seems
Recruiters live on people picking up. A candidate who got a kind, honest no picks up next time, and tells their friends you are straight with people. A candidate who got silence does not. On a temp desk that fills the same roles every week, that is the difference between a bench and a cold list.
For managers
Make the finalist call a rule, not a preference. Ask recruiters to keep a short list of who is owed a call today and clear it before they leave. It is five minutes a day and it protects the desk's future.
Where M-Tracker fits
The decision call has a standard: the news, the reason, and what happens next. So does the confirmation note that follows a yes. M-Tracker checks the note against that standard before it goes out and tells the recruiter in plain words when a line is missing, like the gate or the start time, so the Monday start happens.
Try M-Tracker free14-day trial. No credit card. No employee surveillance.
Questions people ask
What if the candidate gets upset on a no call?
Let them. Stay kind and short. Most are glad to have been told, even if it stings.
Should I give the real reason?
Yes, in one line, if it is something they can act on. "Recent hours" is useful. "Not a fit" is not.
Can I text a no?
For non-finalists, yes. For finalists, call first and text if you cannot reach them.
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