I had a chief call me the other day, frustrated.
“We had a solid candidate,” he said. “We answered all their questions, excited them about the department, and even scheduled a time for them to come in. And then… nothing. They disappeared. Ignored our calls and didn’t show up. I don’t get it.”
I get this call a lot.
Candidate ghosting is one of the biggest challenges in fire, EMS, and law enforcement recruitment today. Recruitment takes time and energy; it can feel like a punch to the gut when someone vanishes after showing interest. It’s easy to wonder: Was it something we said? Did we do something wrong?
Here’s the truth: it’s not about you (most of the time).
Understanding Why Candidates Ghost
Ghosting happens for many reasons, and most have nothing to do with your department. Sometimes, life gets in the way. Maybe they got cold feet, found another opportunity, or didn’t know how to say, “I changed my mind.”
Many departments make the mistake of taking it personally and spending too much time chasing ghosts instead of focusing on engaging the next potential recruit.
Instead of getting frustrated, the key is adapting your approach so you can reduce ghosting and know how to handle it when it happens.
How to Minimize Ghosting and Keep Candidates Engaged
1. Make It Easy to Say No
People don’t like disappointing others. They might avoid the conversation entirely if they feel like backing out will let you down. Give them an easy way to be honest.
Instead of, “Let me know when you’re coming by,” try something like:
“Hey, no pressure at all, just checking in. If now isn’t the right time, no worries—just let us know!”
This keeps the door open for a future conversation while saving you time.
2. Close the Gap Between Interest and Action
The longer someone waits before taking the next step, the more likely they’ll disappear. Life gets in the way, doubt creeps in, and suddenly, what was once excitement turns into avoidance.
Move quickly. When someone expresses interest:
- Follow up within 24-48 hours. If you wait too long, they may lose interest or forget.
- Keep the next step low-commitment. A quick visit, a phone chat, or a casual Q&A works better than an immediate formal interview.
- Make it easy. If they need to fill out a form, keep it simple and mobile-friendly.
If too much time passes, you give them a reason to fade away.
3. Use More Than One Way to Follow Up
One message isn’t always enough. Candidates get busy, forget to respond, or miss emails. A candidate might ignore an email but reply to a text. Or they might see a voicemail and finally realize they meant to get back to you.
Try a mix of:
- Texting – Short, casual messages work best.
- Email – Keep it brief and personal.
- Phone Call – If they’ve already spoken with you, a quick voicemail can help.
- Social Media – Follow up there if they initially reached out via Facebook or Instagram.
Different people respond to different methods. If one doesn’t work, try another.
Internal Link Opportunity: Want to improve your recruitment social media strategy? Check out our guide on Boosting Recruitment Through Social Media.
Pro Tip: Don’t have a work cell phone? No problem. Use free or low-cost text messaging apps like Google Voice, WhatsApp Business, TextFree, or Remind to follow up with candidates without sharing your personal number.
4. Create a Sense of Urgency (Without Pressure)
People don’t want to feel like they’re missing out. The more active and engaged your department looks, the more likely someone wants to be part of it.
- Post photos and stories of recruits’ training.
- Share testimonials from people who recently joined.
- Talk about upcoming events or opportunities in a way that makes people want to be involved.
- If a candidate sees that others are moving forward while they’re still “thinking about it,” they’ll feel that natural pull to take action.
5. Keep the Door Open for Later
Not everyone who ghosts today is gone forever. Life circumstances change, schedules free up, and that same person who disappeared might be interested again six months from now.
Instead of writing them off, keep them on your radar. Every so often, send a simple message:
“Hey, just checking in! We’ve got some great new training opportunities for volunteers. Let me know if you’d like to learn more!”
That way, when they are ready, they’ll remember who reached out and made them feel welcome.
Candidate ghosting happens. It’s frustrating, but it’s not the end of the world or a reason to doubt your recruitment efforts. The key is to focus on engaging the right people, keeping momentum, and creating a process that makes it easy for candidates to move forward.
Some will vanish. Some will commit. But if you stay consistent and keep putting the opportunity out there, the right ones will show up.
By Walter Campbell, Recruitment & Retention Strategist
Are you struggling with candidate ghosting in your recruitment efforts? At First Arriving, we specialize in innovative strategies that keep the hiring process moving forward—even when candidates go silent. From firefighter and EMS recruitment to police department hiring solutions, we help public safety agencies attract, engage, and retain top talent.
Don’t let ghosting stall your progress! Contact us at Getstarted@FirstArriving.com to explore effective recruitment strategies that deliver results.
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