Behind the Scenes in HR: What’s Taking So Long to Hear Back?

March 14, 2012   business, career

I spent almost a decade in recruiting. So naturally, one of the biggest questions I get from friends, family, colleagues and clients is often, “I haven’t heard back after my interview/resume. Do you think that’s a bad sign?” In the modern technology age, we’re trained to set this unrealistic expectation that the information we seek should be made available to us immediately. But when it comes to HR and hiring, it’s a whole other ballgame, and unfortunately the lack of response and feedback after submitting a resume or attending an interview often leaves candidates in the dark, wondering “What did I do wrong?” Potentially nothing!
I’ve had this secret “members-only” view into the fickle world of HR for some time now. What really catches their eye? Why do they take so damn long to hire someone when they know they’re in love with a certain candidate? Why did they essentially tell me I was their top choice… and then hire someone else?

To avoid some of the unnecessary stress that comes with job searching, it’s important to understand how HR works, and in doing so, as a candidate you’ll have a better scale of what the potential norm is when it comes to dealing with a lengthy hiring process. Hiring is a costly investment for a company, and they want to make sure they’re making the right decision so as to see plenty of return on that investment. After all, it costs 3 times as much to hire a new employee than it does to retain an existing one, and they don’t want the wrong candidate being fired or jumping ship after 1 month on the job.

Join me as I walk you through the glorious inner workings of the HR department, from their perspective, in a hypothetical hiring situation starting from day one – TODAY!

Wednesday, March 14: I have a stack of resumes. It’s my responsibility to phone interview these candidates who were referred or recommended to me internally before the job opening is even advertised or public knowledge. This includes internal referrals from other employees, internal employees who might be considered for a promotion, and candidates who may have come in previously to interview for another role, and even though there wasn’t a place for them at the time, somebody kept them on the radar for “future opportunities”. And here’s the future opportunity. I might really like someone from this group of “premier” candidates, but they won’t necessarily hire them right away.

[2 days pass…]

Friday, March 16: I set up in-person interviews for next week with the early bird candidates who seemed to have good potential based on my phone conversation with them. Of course, there’s always that one person pressing their luck and asking to be interviewed the following week because they’re “out of town until Monday”. Fine…

[5 days pass...]

Wednesday, March 21: I put the job description out to the general public via the company website, social media channels, and perhaps even a few job boards. I’m in the middle of interviewing my early bird candidates and still will be until early next week. My only concern is gathering a bunch of resumes from outside candidates. I start sorting through the 1000s of resumes that come in within the first 4 hours of posting. This is absolutely 100% a reality, so as the candidate, don’t wonder so much why your resume got lost in the shuffle. Eventually they will see it. Hang in there #438!

It’s important to note that at this stage, due to the volume of resumes that often come in after initially posting a job opening, recruiters are scanning through your resume at the speed of light, because I have 1000 other people to look at before week’s end, not to mention the other positions I’m currently trying to coordinate interviews for and fill. With this in mind, make sure your branding message is clear as water, and metaphorically smacks me right in the face so that I can’t miss it. In other words, don’t send a 4 page resume and expect me to read through the whole thing. Have a killer summary statement that opens up your resume, draws my interest, and compels me to keep scanning because you sound, at least initially, like a good fit. And repeat this information in the body of your email. Make sure your resume is optimized for readability, i.e. not too much information crammed on the page, sections are neatly defined, and each section speaks uniformly to your overall branding message.

[2 days pass…]

Friday, March 23: File away the resumes that have strong potential, and eventually once you get through the plethora of submissions, email the candidates with the most potential to see what their deal is, and when they’re available to do a phone interview. And as the candidate, you better clear your schedule. Chances are the director, manager, or whomever is responsible for making the hiring decision on you only gave me 2 or 3 time slots that they’re available to review candidates within the next two weeks.

[3 days pass…]

Monday, March 26: I start conducting initial phone interviews to pre-qualify candidates with strong potential, and who might be worthwhile putting in front of my boss, the hiring decision maker. Only the cream of the crop will be called in first, and if they’re not available, then I move on to the second-choice picks. This process usually takes several weeks. I’ve seen it take several months. As the candidate, don’t get discouraged if you’re still waiting on an invite to come in to interview; it could be on its way.

[1.5 weeks pass…]

Wednesday, April 4: I setup the first round of in-person interviews, which is typically with either myself, someone who works under the hiring decision maker, or both. The second, and hopefully final round, will be with the decision maker themselves. I interview anywhere between 3 to 10 people. Once again, this is likely to take several weeks. And no doubt, some key player is out on vacation, so feedback will have to wait another week and a half until Johnny Junior Manager gets back from his engagement trip to Aruba. After all, we can’t proceed without the feedback and opinions of everyone on the team who will interface with this new hire.

[3 weeks pass…]

Friday, April 27: Once I’ve completed the first-round interviews, and I have 2-3 candidates whom I feel are a sure shot, I setup a second or final interview with the hiring decision maker. Hopefully one of these candidates will end up being hired. Otherwise, I have to go back to the drawing board and see if there’s anyone else I liked whom I can pass through to the next round. Sometimes I have to start from scratch, since it’s typically been several weeks at this point, and many of my potential candidates have disappeared into the arms of another job opportunity.

[2 weeks pass…]

Friday, May 11: In an ideal world, one of my first choice picks who moved on to round 2 of interviews impressed the hiring decision maker enough that she wants to extend an offer. But we’ll finagle a bit about the salary first. Because even though the candidate was upfront that she wants $60,000, and everyone involved in the hiring process was already aware of this, the decision maker decides she doesn’t want to go over $55,000. But she’s willing to offer a tiered bonus plan structure in place of that last $5000. Now I have to go back to the candidate and convey that, Congratulations! We want to hire you. BUT…

Hopefully they’re cool with it. Especially if they’re leaving another job.

[1 week passes...]

Friday, May 18: After a week of going back and forth about the bonus structure, a deal is finally struck, and an offer letter goes out with all the details of the job offer.

[2 weeks pass…]

Friday, June 1: Welcome aboard, new hire!

So what can we deduct from this typical example (and of course, this is from my own experience and every company and situation will be different)? If you were in that initial early bird “premier” group of referred candidates, you just endured 2 months and 3 days between the time you submitted your resume, and the time they came back with an offer letter. And if you were like the other 99% of candidates and submitted your application in response to the initial job posting from day one, you endured just about 2 months from application to offer. The bad news? This is incredibly frustrating, and often the norm. The good news? This is the norm. So stop worrying that you haven’t heard back yet.

RELATED LINKS
Build Your Best Resume – Resume Writing & Personal Branding for the Modern Job Seeker
Branding Summary Statement Worksheet – Create a Killer Brand for Your Resume or Business
7 Steps to a Stellar Resume – Tips to Get Your Noticed, & Get You Hired

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  • http://www.intermix.tumblr.com Tanica

    This post was very very helpful. The waiting game sucks!

    • Anonymous

      Thanks Tanica – Yes, the waiting game is probably one of the toughest parts! But hopefully this demystifies it a bit, haha. Cheers! -Dana

  • Cejaney

    I waited 15 months once. I finally got my answer in January 2011, my first interview was in October of 2010 !!!

    • Anonymous

      Wow – Did you end up taking the job after all that? Haha.

  • http://TheVoiceofJobseekers.com Mark Anthony Dyson

    I likey. And while a candidate waits the continuum through the muck and mire, and pursue other opportunities. Wash. Rinse. Repeat.

    • Teal Wilson

      I totally agree. After you’ve done the one, two, or third interview and if they haven’t gotten back within ONE week. I would start looking for other jobs. You really should never quit looking. However, the preparation for the interview can be a distraction from looking at other jobs. My friend had to study, she was being flown out for the interview, its hard to look for other jobs when you’re in the middle of getting another one.

  • Paul

    Thanks for the scenario, what it does not explain is how the so-called professional (HR) does not get back to the final two/three other candidates and informs them that they did not get the position. That is what irks me the most. Granted I will not get every position that I end up having a minimum of a second face to face interview with but, out of professional courtesy the company should advise the other candidates what has occured. Not the hundreds that applied but the ones that did take their time to interview 2nd and 3rd times. Companies expect their employees to be professional yet they seem to overlook their professional responsibility.

    • Anonymous

      You’re right, and that’s a peeve of mine as well, speaking as a former recruiter/HR professional myself. Sometimes they will respond – really depends upon the company and how they handle their process. Unfortunately a lot simply won’t, often from simply time constraint, having too much on their plates, whatever. Wouldn’t be a bad role to hire an intern for… Even a form response saying “thanks, but…” is better than nothing. It’s something I continue to support.

  • Sandy Charet

    Great article, Dana. Thank you! I’m a recruiter and I see how mysterious the process is to most people so it’s great to give such a candid and truthful look at what is going on.

    Your typical search is actually a pretty smooth one…when the salary or relo is a problem or the candidate gets a counter offer, it can start all over from square one.

    • Anonymous

      Thanks Sandy! Ah, so you understand first hand! :) You’re right, it can be fairly smooth, but then when you start renegotiating things last minute… oh yea, it’s like a never-ending cycle. Thanks for reading!

  • http://www.facebook.com/profile.php?id=1406752287 Alexis Solano

    Thing is, why don’t people who are not going to be considered hear back? A simple mass email would be fine. I keep waiting and waiting and waiting. If it’s determined that I’m not qualified then just let me know so I don’t waste my time wondering.

    I’ve also been told that I’m not qualified for positions when I really am qualified. For instance, I got turned down for a job in teaching microeconomics at a community college. When I asked why I was told that it was because I don’t have a good understanding of economics. Which makes no sense, since I have a PhD in economics. I wonder how closely the resumes are examined.

    • Anonymous

      @Alexis – I’ve always sympathized with candidates’ frustrations on this one. Even a basic “Thanks, but…” email would go a long way. Unfortunately, it just comes down to not having the time and resources to respond to sometimes hundreds, or even thousands, of candidates. What I would suggest as the candidate is, instead of waiting, keep a priority list of your best prospects and focus your energy on working those, so that you’re not distracting yourself with opportunities that might not pan out. There are so many reasons for someone not being considered – and so many ways HR will phrase it, it’s hard to know. The best thing you can do is just know your value and what you’re bringing to the table, and if a company can’t interpret or relate to that, it’s probably not a good fit for you anyway. Good luck!

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  • http://profile.yahoo.com/VBXF2S6UMI6LGYLCSWS75FKHUY sarahlee

    I have been interviewing with recruiters as of late and I completely understand your process. The problem I have is that I get a call to come in for an interview and when I go, the recruiter tells me ” oh, you are so qualified and i think you’ll be perfect for the job! I am sending your resume to the hiring company today and you may start as early as tomorrow morning as they need someone immediately”. I leave their office with the feeling that I have the job, and then I never hear back from them …for days !! Then when I call or send an email to follow up, they respond with ” well, the process takes time. I haven’t heard back from the hiring company yet”. I understand that it’s a drawn out process and that there are several other people being considered, but it’s very frustrating to have the recruiter give such high hopes in obtaining a job, and then to be thrown to the side as though the interview never occurred ! I, also, take MY time out to interview with the recruiter. They are not the only ones who are giving up their time, only to dangle a carrot in my face ! They also give me the speech on ‘being professional’ when and if I go for a interview with the hiring company. Apparently, professionalism isn’t the recruiters main skill when they can’t have the courtesy to give a follow up call. It’s very frustrating all around !!

    • Anonymous

      Totally understandable Saralee. I see (and hear) this a lot. I’m surprised a recruiter would be so exact about “starting tomorrow” without being certain. But then again I have seen PLENTY of times where the client wants someone “immediately” and as the recruiter, when you have someone ready to go… they sit on it for whatever reason. Whether it’s budget, someone who needs to make the decision is out of the office, or they’re just waiting for the go-ahead on next steps. Regardless, a GOOD recruiter will keep you totally in the loop as to what’s going on, because their job at that point is to keep their good candidate “on ice”, and maintain the relationship, so that you’re still jazzed about the job. Or in the case that it falls through, work with you to find something else. Good luck!

      • http://profile.yahoo.com/VBXF2S6UMI6LGYLCSWS75FKHUY sarahlee

        Thank you for responding so quickly ! As I stated, that’s something I haven’t been given lately. I have to wonder, is there any reason that a recruiter would call me in there, knowing darn well I won’t get the job ? I guess what I’m asking is, do they get any type of compensation/commission for gathering resumes ? Sometimes i feel as though i’ve been called in just so they can add my name to their list of applicants so it shows they’ve been doing something ! I know this is most likely not the case, but after trying to determine every reason on earth why someone would call me just to ignore me ? And this last recruiter I was speaking of (about not returning calls) has called me in for 3 separate jobs (within a span of 6 months) so it’s not like they don’t know me. As I stated before, it’s just very, very frustrating, especially when I am so willing to start working at the drop of a dime !! anyway, thank you for your response. You have helped much. Thanks again!

        • Anonymous

          Recruiters usually (more like never) get paid just for rounding up resumes – that’s essentially a waste of everyone’s time. What it DOES sound like could be happening here is one of several things: 1) The recruiter is trying to get in good with the client by qualifying and sending candidates as a show of what they can do without the client specifically asking them to handle the search (a common marketing tactic), 2) the recruiter and the client aren’t on the same page as far as the urgency of the situation – i.e. if the recruiter finds the right person, is the client ready to move forward immediately with making an offer? 3) The recruiter is doing their job, but the client is dragging their feet/changing their mind for any one of a million reasons, commonly having to do with budget, a shift in hiring priorities or something else. One thing that might help you next time is to ask the recruiter what the client’s sense of urgency is, where they are in the hiring process, and if they’re actively looking to hire someone as soon as they find the right fit.

        • Anonymous

          Oops, that should say “Recruiters usually DON’T get paid for rounding up resumes”.

    • Teal Wilson

      Recruiters say that to everybody that interviews as not to show bias to the candidate. I get angry that they don’t say yes or no in an email. Especially, Chicago jobs are horrible, terrible, aweful about getting back to you. Most time they don’t. I haven’t had a real good job offer in Chicago (where I live) in years. So, I’ve been applying for jobs in other locations. I can’t wait for them to gain professionalism in Illinois.

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  • Base1001

    Right now I am dealing with two corporate companies regarding a similar position with similar pay. Both companies are about the same employee size and do about the same amount of business. The HR departments in each couldn’t be more different… I have been talking to both within days of submitting resumes to each. My background check, references, drug test, and offer has been completed as of last week(total 5 business days from first in-person interview) with one of them.

    The other HR department sounds quite irritated when I do call to check in on any progress and asking me to be patient and wait for them to call me.

    The company that already offered me the job has a very welcoming and personable HR group; something I haven’t really paid a whole of attention to in the past but, moving across the country to a new city, this is a very nice bonus.

    The other company has an HR group that quite frankly I am intimidated to call as they sound mad when I do. They keep asking me to be patient and wait..Maybe if I didn’t have student loans and lived with my parents I could wait another 3 weeks. The fact is, this waiting any longer would jeopardize my current offer.

    My first corporate job with a similar company many years ago took the better part of 4 additional weeks from the paper/contract offer signing because of a background check. Despite the reason(HR said it was all on the 3rd party whom they outsource background checks through) the total time was about 5 weeks. This was my first job out of college. Like literally a few weeks upon graduating and completing the most stressful/eventful 2 quarters during my time there. It was kind of a mini vacation and took the opportunity to enjoy the time off. Since then the norm has been about 7 business days. Shortest time was 4 business days. I don’t know why some places outsource background checks they are always the ones whom take the longest amount of time.

    • Anonymous

      @Base1001 – Sounds like the first company really has their process together. And not only that, they’re making it a point to instill a favorable impression upon their new hires, which I think is important. Not that I would nix the second opportunity completely, but their attitude and seeming lack of organization (and priority) around their hiring process concerns me. Is this how they treat all of their employees? Interesting contrast!

  • Gudec Cg

    Here is my deal. I was flown in for an interveiw, put up in a hotel. The company paid for the airline ticket, hotel room and reimbursed me for any other charges. The interveiw went good and two days later I was contacted by hr to submit my refrences. That was completed a week ago and still no word as of yet.

    • Anonymous

      Sounds like you got pretty far in the process, and typically a company won’t shell out that kind of investment if they’re not seriously interested. There’s always exceptions. But a week is also not a long time, especially at this time of year when it’s likely that several key members of the team can be on vacation. Since it’s been a week, it’s acceptable for you to follow up with them. And if you want to light a fire under their butts to get them moving, let them politely know that you have some other potential opportunities on the table, and since they’re your “first choice”, you want to keep them in the loop and see where they’re at. Good luck.

  • Kelly66

    Thanks for this fantastic POV from HR. Makes perfect sense, and good luck with your job — sounds crazy!

  • Lindsayf

    Thank you for this post. It’s definitely hard to stay positive during the job search process so it’s nice to get a bit of an insider look to what HR deals with.

    • AspyreSolutions

      If you accept it as part of the process and take the “personal” liability out of it, it makes it a little easier to digest. The best you can do is to do your research, and have the best possible resume and marketing materials available to you, to increase your chances of getting noticed. And don’t be afraid to follow up as well. Good luck!

  • Dwilson0718

    Thank u! I’ve been stressing I had a 3question phone screening interview two weeks ago. I’ve heard NOTHING back since. I followed up with a thank you email, and still nothing. I thought the phone screening went well, caught me off guard but I answered questions well. I would like to ask for some advice if I may? WHAT SHOULD I DO NOW!? I’m confused.

    • AspyreSolutions

      You can always follow up one more time to reaffirm your interest, and see if there is any interest on their end in moving forward. It’s hard to gauge with a phone interview, because it’s typically more of a qualifying round to see if they want to bring you in to meet in person. They could still be completing other phone screens and not yet ready to make a decision. Try following up one more time, and if you don’t hear anything back, chances are they’re probably not interested in moving forward, or perhaps the position got put on hold. Good luck!

  • Jennifer

    My husband interviewed for a Senior Director position two weeks ago. Last Friday, the person my husband would work for told him that he was working on an offer – my husband was the man for the job, they just needed to have the offer approved by the Sr VP of HR. My husband currently works for a retailer, and the job he interviewed for was with a vendor, so it can be tricky. But, this vendor just hired another senior executive from the same retailer. Yesterday, my husband was presented with a retention contract with his current employer. He contacted the vendor company, both the HR rep and the person who would be his boss, to find out where they were in the process. He emailed and left a voice mail, and has received no response. He does not want to miss out on this opportunity with the vendor, but he only has about a week to counter the offer that his current employer has given him. Is there any way to gauge what is going on? If the vendor company is now aware of my hisband’s situation, why wouldn’t they at least be courteous enough to let him know whether or not they want to hire him?

    • AspyreSolutions

      That’s a tricky situation Jennifer, but a common one as well. And there could be a number of things going on, from the decision being held up in finance, or legal (since it sounds like there’s some overlap), to any number of things. It sounds like your husband has let them know, but if I were him, I would call his contact person directly (and follow up with email) and say very clearly that he has another offer on the table which he needs to respond to by X date. However this company is still his first choice prospect, and as such, is the offer still on the table. He might even add that if he doesn’t hear back from them by X date, he’ll assume their offer is no longer on the table. Usually you’ll see someone come back after that and say “Oh no – wait, it’s still on. Sorry, we’re just working things out.”

      That’s about the extent of what he can do – the key being lighting a fire under their butts (excuse my candidness!) and instilling a sense of urgency, while also reaffirming his interest.

  • IZ

    Can I please get your input on my situation? I had applied for a job in CA and I am on the east coast. I submitted my resume online and emailed the hiring manager and I guess she pushed my resume through to the recruiter. She setup a phone interview with me, I came away from the phone interview feeling confident. She said the next steps were to do a phone interview with the hiring managers. A week went by and I emailed her my schedule just to keep in touch and see where we were in the process. She said I was to interview first with another recruiter who would email me, but hadn’t yet. After about a few days she asked for a list of references, which I provided. It has been a week since I emailed her the list of references and I am wondering if I should email her just to keep in touch? Or should I email the second recruiter that was supposed to interview me to just to introduce myself? I understand it is a process and I don’t want to be a pest, but at the same time I’m really anxious.

    • http://twitter.com/DanaLeavy Dana Leavy-Detrick

      Asking for references is always a somewhat good sign, since that’s typically reserved for later phases. In all honesty with you, it’s likely they are running through their roster of local candidates first before they move forward with flying someone in from out of state. Now it’s hard for me to say without knowing what the position is, how specialized it is, etc. But I wouldn’t be surprised if that accounts for the delay. I’m not saying give up by any means, but it’s also not surprising that it would take longer, as it almost always does in similar situations. Your best bet is to keep the communication going with your contact, check in every few days (up until maybe 2 more unanswered communications) – now would be a good time since it’s been a week, and simply reaffirm your interest, and ask if the potential for an interview is still on the table, as you’re looking at other opportunities as well. Good luck.

      • IZ

        Thanks for the help, its an internship and I don’t think they would fly me out for the interview, just conduct a video interview. So just send her a followup email asking if there was still potential for an interview? Sorry for all the questions.

        -Thanks

        • AspyreSolutions

          I see, and in that case, yes you’re probably correct. I would still follow up as mentioned before. The trick with being an out of state candidate, at any level – internship or otherwise, is to communicate that the transition will be an easy one. In other words, if you already have plans in place to relocate (temporarily), or ability to be there to interview or meet in person, let them know. That’s always a concern for hiring managers, since it can be a complex process.

  • Athalia

    @AspyreSolutions:disqus Pretty detailed and interesting article. This is the BEST HR Recruiting/Screening information I have read as of yet. I actually have my own personal inquiry. I had applied for a Marketing position within a Travel/Cruise Industry Corporation and I was emailed 2 business days after I had applied. In the email I was asked by the recruiter what was my availability within a week from then to receive a phone call and further discuss the position. I had informed the HR Recruiter a day and time which she confirmed. When the day and time arrived she did not call, in fact I noticed 10 mins after the original scheduled time she had called (I missed the call due to a emergency at work that arise). I heard her message in which she openly and kindly asked me to return her call if I were still interested in the position, I immediately called her back numerous times and eventually I had left her one voicemail message and one email message showcasing my interests. I didn’t receive a response that day so the next mid morning I called her and she answered. She apologized for her lateness the prior day and for never getting back to me. She asked if I happened to have some time right then and I said “yes”. The screening took 15 mins or so….it’s been three business days since I’ve been contacted. Also, I sent her a thank you email note two business days since we had the screening (I note the business days since the screening was conducted on a Thursday). How much longer do you think I will have to wait? And do I still have a chance of being considered a potential candidate?

    • AspyreSolutions

      Thanks Athalia. It sounds like shes’s busy, and it could be the case that they simply have multiple phone screens to get through, before they decide who they want to invite on to the next round. So I would give it a few more days. Maybe once you’ve hit the week+ point from when you had your call, follow up again with an email kindly asking if there’s still a potential interest in meeting with you, as you’re considering some other options as well (and it’s okay to stretch that truth a little bit – the point is you’re instilling a sense of urgency in them, and reaffirming your interest). If after your next attempt you don’t hear, I would let it go for the time being. They may always come back around once they’re ready to move onto the next round. But likely they’re still in the initial stages of phone screening, especially since it’s only been a few days.

      • Athalia

        You are welcome. I hope you are right. I will be honest and say I was a bit nervous which is normal but this position is definitely a real want. I answered one question pertaining to why I want the position a bit different than I anticipated because of all the back and forth and I was worried I had completely lost my opportunity since she and I missed eachother the first day. Also when she openly asked if I had any questions I did ask about three. One question i asked was the clarification of the 15% travel the job description mentioned and if I would need to sail being that I have a family (yet I was brief no further detail). And I hope that dIdnt jeopardize my chances, I take phone interviews very serious and think they are just as important. I showed enthusiasm and the position is definitely in my league, I have over 6 to 7 years working in entertainment marketing for arenas, sports franchises, and theme parks. Finally I want to add that the position had so many important responsibilities yet they ask only for a HS diploma or a AA would be a plus. I’ve earned a Bachelors, I wonder if I’m considered over qualify. I need to stop stressing lol and stay positive ;)

  • JennyLee

    How long does it take for managers (if they are not sick or on vacation) to give feedback to the HR? How long should I wait til I can make a follow up call or email?

    • AspyreSolutions

      Generally if a hiring manager (in this case, I believe you’re referring to the decision maker, the person who would be interviewing you as your potential manager) is interested in a candidate, they are going to give feedback fairly immediately to HR, so as not to lose out on that candidate. That’s not always the case, but more often than not, if they feel confident about a person they interviewed and that they want to bring them on board, they are going to get the process started right away.

      That’s not to say that if they don’t move the process forward immediately, they’re not interested. They may simply have other candidates to interview before they are able to make their final decision. If they’re serious about filling the position, this process shouldn’t take more than a couple of weeks.

  • ilovemycat

    This is a great article! But in my situation I had an interview on Wednesday, it went great! They basically made it seem like I had the job. They had told me they wanted to pick someone by Friday and let them know so they could get their two weeks notice in and start as soon as possible. It is now Sunday and aside from a thank you email I sent and they responded, I haven’t heard anything about the job. Im trying not to think too much into it, I know these things take time and its not just up to them, but when is a good time to contact them again and see if they picked someone else? I REALLY want this job and I dont want them to reconsider me for being to pushy….

    • AspyreSolutions

      While Friday may have been their idea, any number of factors could have slowed the process a few days. A candidate may have had to reschedule an interview, a key decision maker may have been out, something may be held up in the approval process – any number of things could have happened. I would give it until at least Monday or Tuesday end of day, and then check in again, reaffirm your interest, and ask if there is any additional information regarding next steps, based on your conversation the prior week.

  • Anxious Applicant

    Hi Aspyre,

    I really appreciate this article. My situation is that I applied for an education administrator position, made it to the finalist round, had the in-person interview, had a school tour, and met all the staff members. I was told to give them 2 weeks….8 weeks have now passed and no word yet. They are hiring for over 10 position with only one HR manager on their staff. So, my question is: Am I being impatient to that fact? Or is it no excuse and the time frame is ridiculously long?

    Thank you

    • AspyreSolutions

      It’s hard to say with any situation. I briefly recruited for a large school district years ago, and can tell you from experience that priorities can quickly change. And that can happen in any organization. With 10 positions open and one person handling all of the HR functions it is certainly possible that the position is simply dragging out due to a lack of resources, and probable shifting priorities. Now, with that said, it’s really about the actions you can take in the meantime, as you can’t control their response (or lack thereof). I imagine you’ve followed up at least once, and gotten no response. What I would suggest is following up one more time with whomever was your primary contact, or the person who said they’d be in touch, and use communication that instills a sense of urgency. Let them know you are still interested (reaffirming you’re interest), that you are checking in one last time, and that you are considering other opportunities as well (because I imagine you are). Even if you aren’t, it’s fine to mention this, as your primary goal is simply reestablishing the relationship, finding out the status of the opportunity which you were led to believe is still a potential go, and most of all, giving them priority to hire you if there is still an interest on their end.

  • Sayad Rameez

    I had my interviewing process for a month. The final mail was a salary proposal which i acknowledged and henceforth they were suppose to give me an formal offer letter.
    It’s been a month now and for most of my follow-ups the HR keeps saying the approval is in progress. I had a word with the manager who had interviewed me and he told since it’s Financial Year end it’s delaying the approval process.
    Could this be the reason or could i be rejected or something else?

    • AspyreSolutions

      @Sayed – This is absolutely a possibility, as some companies’ fiscal years begin April 1 instead of January 1, and thus hiring budgets are reset. This means they have to go back and look at where this position fits in, in terms of their hiring priorities for the rest of the year. The approval process indeed could be slowing down the process, however, whomever was prepared to give you the offer should be keeping in touch with you to keep you posted throughout. As I’ve said in other responses, I’m a fan of using a subtle strategy to increase the sense of urgency by reaching out again and letting them know that you are looking at other positions, but that they are still your first choice and as such, you want to keep them in the loop about your availability. In return, do they have a status update for you, or a potential estimate of when the position is likely to move forward? Your situation has progressed to a far enough stage where I think you are justified in reaching out regularly and staying on their radar. If you continue to get silence and no updates on the progress, I would advise you to look elsewhere, as this company isn’t prioritizing the role for which you applied.

  • Stacy Rosenthal

    My last job took 9 months and 9 interviews before I was finally hired due to a management restructure. When they finally called me in I asked for a huge increase in pay AND a signing bonus….AND I GOT IT!!!!!

    Keep the faith!

    • AspyreSolutions

      That’s awesome – great to hear!

  • bryans

    Thank you for this great “insider” post! I am not sure if this has been asked earlier: How long does it usually take between the time a hiring manager has decided on one candidate to be hired until the time where HR is able to extend him/her a final offer? Is it usually immediate?

    Please advise, I’m curious.. Thanks so much.

    • AspyreSolutions

      Thanks Bryan – it really varies. But typically if all is in place, meaning no hold ups on the financial or approval end within the company, it’s usually pretty quick. From the hiring decision maker, to HR, to the financial folks, and departmental team members, there are multiple people involved in the process, and not moving quickly enough and thus losing out on a candidate to another offer, means having to start that process from scratch – they don’t want to do that obviously, so they typically try to move it along quickly once they’ve found the right person. If an offer is agreed upon, I would expect it to be made in writing within 72 hours, enough time to get the verbiage together and send it out to the candidate.