You often only realise it when things go wrong: your job advert attracts applications, your initial interviews go well, and yet the candidate suddenly “disappears”. Not because the role isn’t the right fit, but because the process feels too long or is unclear. If you make speed and structure clear right from the job advertisement, you’ll reduce uncertainty and make it easier for candidates to choose you.
Why do candidates want to see the process in advance?
For many candidates, applying for a job is not a hobby, but a risk. They invest time, have to take time off work, arrange childcare or travel, and don’t know whether a serious offer will materialise at the end of it all. If your process is vague, people will fill in the gaps themselves—usually with “this is bound to take weeks”.
When it comes to scarce roles, there’s another factor at play: good candidates have options. If your competitor does specify in the job advert when things will be clarified, it comes across as a sign of respect for their time.
Transparency about speed is therefore not just a gimmick. It’s a way of building trust and minimising drop-outs, even before you’ve made contact.
What candidates are actually trying to predict
When someone reads your application, they aren’t looking for fancy words. Recruiters try to assess three things:
- How much effort does this involve (number of steps, travel time, testing)?
- How soon will I get a clear answer (response time, decision-making stages)?
- How fair and rigorous is this (criteria, feedback, follow-up)?
What exactly should you include in the job advertisement?
A good explanation of the application process should be specific, concise and measurable. Avoid phrases such as “we’ll be in touch soon”. Instead, explain what “soon” means to your organisation.
Would you like to find out more about data-driven recruitment?
- Recruitment using AI and data
- Takes an average of 3–8 weeks to complete
Think in terms of timelines and steps. Candidates don’t need to know every detail, but they do need to know what to expect.
1) Specify the number of steps (and keep it small)
The more rounds there are, the more people drop out. If you do need to take several steps, explain why. That makes it more acceptable.
- Introductory phone call (10–15 mins)
- First meeting (online or in person)
- Short practical case study or work shadowing session (for finalists only)
- Offer meeting
Tip: Make sure to specify which parts apply only to the best candidates. This will prevent everyone from expecting a lengthy process.
2) Include response times (for each step)
This is the bit that really makes “speed” seem credible. Frame it as if you were making an appointment.
- After you’ve applied: a response within 24 hours (on working days)
- After the first consultation: results within 48 hours
- After the final round: an offer or feedback within 2 working days
Make it achievable. If you can’t deliver, it will backfire on you.
3) Explain who makes decisions and when
A lot of delays are caused by “internal coordination”. Candidates are familiar with this game. Ease the tension by making it clear who is at the table and who has the final say.
- Interview 1: team lead + recruiter/HR
- Meeting 2: colleague from the team (clinical) + manager
- Decision: internal consultation on the same day, followed by immediate feedback
That feels professional and avoids the impression that there are still “three layers of management” above it.
4) Summarise the content of each step in one sentence
A candidate wants to know what they’re being assessed on. Not down to the specific criteria level, but in plain language.
- Introduction: matching based on availability, motivation and basic experience
- First meeting: practical examples, approach to working together, expectations
- Case study/work placement: how to solve problems in real-life situations that actually occur here
That also helps to attract the right people: those who don’t believe in a project are more likely to drop out (and sometimes that’s fine).
Sample texts that illustrate speed (without pressure)
Explaining the pace is not the same as rushing candidates. It’s all about clarity and tempo. Below are some phrases that often work, as they are specific whilst remaining friendly.
Short version (in the job advertisement introduction or under “Apply”)
- “Are you applying today? If so, you’ll hear by tomorrow at the latest (on working days) whether we’re inviting you for an interview.”
- “We schedule appointments within 5 working days.”
- “You’ll receive feedback within 48 hours of your interview.”
More detailed version (as a separate box)
This is a format that you can adopt almost exactly as it is:
- Step 1 – Introductory phone call (10–15 mins): within 2 working days of submitting your application.
- Step 2 – First interview: on-site or online, usually within a week.
- Step 3 – Short practical case study or work shadowing session: only if we’re both keen.
- Step 4 – Offer: You’ll receive a clear answer within two working days of completing the final step.
Set it to “fast” without entering any numbers if your schedule changes
Sometimes you can’t promise fixed deadlines because of shift work, holiday periods or multiple locations. In that case, you can still be clear, as long as you make it specific:
- “We’ll arrange the details of our discussions with you within 48 hours and schedule the first meeting at the earliest convenient time.”
- “You’ll always receive an update within two working days, even if a decision hasn’t yet been made.”
A helpful table: what should you include where in the job advert?
This table prevents your job description from becoming a long block of text. You can place each section in the right place in the job advertisement.
| Component | Where in the job advertisement? | Example sentence |
|---|---|---|
| Number of steps | Under the heading “Application process” | “We use two interviews and (optionally) a short practical case study.” |
| Response time following an application | Straight after the call to action | “We’ll get back to you within 24 hours (on working days).” |
| When are you planning the first meeting? | At the process block | “We usually arrange the first appointment within 5 working days.” |
| Who decides? | In the process block or “Who are you?” | “You speak to your team lead; then he or she makes a decision the same day.” |
| What do you test? | At the process block | “We’ll discuss real-life examples and how you can solve problems.” |
Common mistakes when explaining speed
The intention is often good, but the execution still raises doubts. These mistakes are often seen in organisations that are told they are “slow”.
Vague promises with no agreement
“We’ll be in touch soon” sounds like marketing speak. Candidates will only trust you if you specify a timeframe or promise regular updates.
A process that feels unnecessarily long
Three interviews, an assessment, a work experience day and then “references” on top of that is too much for many roles. If you do need these, please make it clear that some of these steps are only for shortlisted candidates.
No explanation as to why a step exists
A short practical case study can actually build trust, as long as you explain what you’re trying to measure with it and how long it takes. Without context, it feels like an extra hurdle.
Forgetting about legal proceedings and privacy
If you ask for personal details (CV, qualifications, Certificate of Good Conduct, driving licence), it is good practice to explain how you will handle them. The Dutch Data Protection Authority provides guidelines on job application data and retention periods; see explanation of job application data from the Dutch Data Protection Authority.
How this translates into a faster selection process in practice
Any explanation of the recruitment process in your job advert will only be credible if it reflects your internal procedures. This means: blocking out time in your diaries, agreeing on decision-making criteria in advance, and following up on each interview on the very same day.
A structured approach helps you make progress without leaving things to chance. If you use set questions and criteria, you can compare options and make decisions more quickly. This is useful if you have several stakeholders or if “gut feeling” tends to dominate the discussion too often.
- For a practical guide: read How to conduct a structured interview in 8 steps.
- If you want to make your assessment faster and more consistent: take Create a selection scorecard for hiring managers in addition.
- Do you recognise the pattern where candidates drop out because of delays: see These 4 mistakes are costing you your best candidates.
One final check: does your process sound like an agreement?
Read your process description aloud. If it sounds as though you could explain it to a friend, you’re on the right track. If it sounds like an HR template, rewrite it until it’s more specific.
If you want your job adverts and your recruitment process to work more efficiently when targeting hard-to-find candidates, it’s often a good idea to first identify exactly where the bottlenecks lie: in planning, in assessment, or in follow-up. If you’d like to discuss this based on data and target audience insights, that fits in well with how FosFor combines recruitment marketing and recruitment strategy.