Recruiting in Germany: The Art of Effective Follow-Ups Without Harassment

The German job market, especially in high-demand sectors such as engineering, IT, and healthcare, presents unique challenges for recruiters. In these competitive fields, top candidates are often overwhelmed with offers, making it crucial to maintain engagement without crossing the line into harassment. The key is to craft your follow-up strategy to stay persistent without becoming intrusive. So, how can American companies hiring in Germany find this balance? This article will explore the best practices for follow-ups and how to engage effectively with candidates without losing their interest.

In recruitment, follow-ups are more than just courtesy—they’re essential to keeping top candidates engaged, especially in Germany’s competitive job market. There are two key moments in the recruitment process when follow-ups are vital:

The initial contact with passive candidates: If you're sourcing talent in Germany, you're likely reaching out to passive candidates—professionals who aren’t actively job hunting but may be open to the right opportunity.

"A single message usually won’t be enough to catch their attention. Well-timed follow-ups show candidates that your offer is serious and that you’re genuinely interested in their potential."

Lea Orellana-Negrin
Recruiter
Eurojob-Consulting

During the selection process: Sometimes candidates delay their responses or even go silent. In a busy job market like Germany’s, regular and thoughtful follow-ups help ensure that candidates stay engaged throughout the process. Ghosting, where candidates abruptly stop responding, is becoming more common. Timely follow-ups can help mitigate this by reminding candidates of your interest and the next steps in the process.

Crafting the perfect follow-up involves balancing several important factors. Here are the three most essential ingredients:

Choosing the right communication channel

Different candidates prefer different communication channels. While some are highly active on LinkedIn, others might prefer email or even phone calls. In Germany, email is often seen as the most professional and formal method. However, be cautious with more personal channels like the phone, which can feel too intrusive unless the relationship is well-established.

Timing your messages

Timing is everything when it comes to follow-ups. Send your messages too frequently, and you risk annoying the candidate; wait too long, and they might lose interest. In Germany, where maintaining a strong work-life balance is essential, avoid contacting candidates outside of business hours—weekends or late at night, for instance, can be seen as unprofessional. Instead, aim for follow-ups during lunch breaks or late afternoon when candidates are more likely to check their messages.

Content of your follow-ups

Keep your messages short, to the point, and personalized. A generic message won’t stand out to a candidate who’s likely receiving multiple offers. In Germany, direct communication is highly valued, so avoid unnecessary small talk and get straight to the point. Personalizing the message to reflect the candidate’s specific qualifications or mentioning past interactions will make the follow-up feel more thoughtful and tailored.

Finding the right balance between persistence and annoyance is a critical skill in recruitment. Here’s how you can manage this balance when recruiting in Germany:

1. Ask for contact preferences: At the beginning of the recruitment process, ask candidates about their preferred methods of contact and how frequently they’re comfortable with receiving follow-ups. This shows respect for their time and boundaries.

2. Be transparent: Ensure your candidates are fully aware of the steps involved in the hiring process, including timelines and expectations. If candidates know what to expect, they’re less likely to become frustrated by follow-up messages.

3. Know when to step back: It’s important to recognize when a candidate is not interested. If you’ve sent several follow-up messages without a response, it may be time to stop. Continuing to pursue a candidate who is unresponsive could harm your company’s reputation in Germany, where professionalism and respect for privacy are highly valued.

Ultimately, always prioritize the candidate experience. If your follow-ups are seen as pushy or desperate, it’s unlikely you’ll make a positive impression. On the other hand, not following up enough may cause you to miss out on great talent.

To make the follow-up process as efficient as possible, especially when managing multiple candidates for different positions, having the right tools in place is crucial. Here are a few tools and processes that can help streamline communication:

• Applicant Tracking Systems (ATS): These systems help you keep track of all interactions with your candidates, ensuring that no one falls through the cracks.
• Automated reminders: Set reminders to follow up with candidates at the right intervals, so you don’t have to rely on memory or spreadsheets.
• Message templates: Use customizable templates for follow-ups to save time while still personalizing each message to the candidate.

These tools allow you to stay organized and ensure that your follow-ups are sent out in a timely and respectful manner, keeping you in the minds of candidates without overwhelming them.

Mastering the art of the follow-up is essential to successfully recruit in Germany, especially in high-demand sectors. By considering the right communication channels, timing your messages carefully, and ensuring that your follow-ups are respectful and relevant, you can maintain a positive and professional relationship with your candidates. This will help you stand out in a competitive market and ensure that you attract and retain the top talent in Germany.

For more great tips :

• Why German candidates ignore your messages: How to Improve Active Sourcing success
• Leadership in recruitment: 5 effective strategies to attract top talent in Germany
• Recruiting young talent in Germany: challenges and effective strategies

Olivier Geslin