Best Practices

Building Rapport and Empathy to Enhance Candidate Experience

How to Build Rapport with a Candidate on a Call

• • Start with a warm greeting

Example: “Hi [Name], this is [Your Name] from [Company]. How are you doing today?”

• • Show interest in their background

Example: “I see you’ve been working in [Domain/Skill] — what do you enjoy the most about it?”

• • Acknowledge their career journey

Example: “I understand career moves can be big decisions. I want to help you find the right fit.”

• • Make it a two-way conversation

Example: Candidate: “I’m looking for better work-life balance.” You: “That makes sense. This role offers flexible options that might help.”

• • Use positive reinforcement

Example: “That’s a strong achievement — clients would really value that.”

• • Be transparent and honest

Example: “This role has tight deadlines at times, but the team culture is very supportive.”

• • Close the call with reassurance

Example: “Thanks for your time, [Name]. I’ll keep you updated and please reach out anytime with questions.”

How to Show Empathy in Candidate Calls

• • When candidate recently lost a job
• • Situation: Candidate feels anxious after a layoff.
• • Response: “So sorry to hear that, it must have been difficult. Your skills in [domain] are valuable and I’ll do my best to connect you with the right role.”
• • When candidate is nervous about interviews
• • Situation: Candidate says they get anxious in interviews.
• • Response: “That’s completely understandable, many candidates feel the same way. I can share some tips and potential questions to help you feel more confident.”
• • When candidate declines a role due to personal commitments
• • Situation: Candidate says they can’t commit because of family or health reasons.
• • Response: “I respect that personal priorities come first. Let’s stay in touch and I’ll share opportunities that better fit your availability.”
• • When candidate feels undervalued in their current job
• • Situation: Candidate says they are underpaid or not recognized.
• • Response: “I hear you it’s tough when efforts aren’t appreciated. The role I have in mind values [specific skills] and it could give you the recognition you deserve.”
• • When candidate has faced multiple rejections
• • Situation: Candidate feels demotivated after rejections.
• • Response: “I understand, how discouraging that must feel, but it doesn’t mean you’re not capable. Sometimes it’s just about the right fit. Let’s work together to highlight your strengths better.”

Golden Rule: Candidates remember how you made them feel more than what you said. Empathy, active listening and small personal touches go a long way in rapport building.