Effective Recruitment Strategies for Positions Put On Hold (Email Templates Included)

Everything may be progressing smoothly in the talent acquisition department, with top talent consistently being hired and excellent results being achieved. Suddenly, the organization announces a hiring freeze. Numerous questions might arise: Should a “position put on hold” email be sent out? What does this mean for the team? Will work continue during this period?

It is natural for human resources and recruitment teams to have many questions during a hiring freeze. Hiring managers, employees, and candidates in the process will likely have numerous inquiries as well.

Several actions can be taken to ensure that all questions are addressed and prepare for any transitions that may occur once the hiring freeze is lifted. This article will cover everything needed to successfully handle these recruitment questions and compose your own “position put on hold” email templates.

Imagine going through an extensive recruitment process, only to learn that the organization you’ve been interviewing with has put that same position on hold in a hiring freeze. This scenario is far from ideal in terms of candidate experience, especially when the recruitment process spans several months from application to job offer. While your recruitment team may not be able to alter the hiring freeze itself, they can certainly alleviate its impact through clear and transparent communication.

The first step is to notify candidates in your pipeline about the hiring freeze by sending a “position put on hold” email. This letter should clearly explain the hiring freeze, what it entails, and provide any available information regarding the timeline. It is equally important to address how the freeze may affect the candidate’s prospects of securing a position within your organization.

Transparency and honesty are crucial. If there is uncertainty about whether the position will remain open after the freeze is lifted, this should be communicated to candidates. Conversely, if there is confidence that the position will be available post-freeze, this should also be made clear. Candidates who are genuinely interested in your organization will appreciate this candor.

Remember, whether you’re considering a hiring freeze or other cost-cutting measures, it’s important to consider all of your options and identify the most effective downsizing strategies that will have the least impact on your employees and company brand. Click below to download our free reduction resources guide to implement the right cost reduction strategy for your organization.

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If you are already in the process of implementing a hiring freeze, then let’s get into what communication you will need to prepare. Below is an example of a “position put on hold” email template that you can personalize for your own organization.

Additionally, it is important to maintain engagement with your candidates throughout the duration of the hiring freeze. Regular check-ins are essential to provide updates on the position put on hold and to inquire about the candidate’s current job search status.

This ongoing communication is vital to ensuring a strong candidate pool remains available once the hiring freeze is lifted. While not all candidates may remain engaged, those who are truly committed to your organization are more likely to do so.

Maintaining contact also enables you to stay informed about the status of top candidates who may be considering offers from competitors. If a highly qualified candidate is on the verge of accepting another offer, it may be possible to present a business case to senior management for making an exception.

Any missteps in employer communication can have lasting repercussions when it comes to acquiring talent. Poorly managed communication during a hiring freeze can result in negative reviews on platforms such as Glassdoor, potentially damaging your company’s reputation.

One best practice is to have recruiters provide weekly updates to candidates. If weekly touchpoints are deemed too frequent, then bi-weekly emails or brief check-in calls every two weeks may be more appropriate. For prolonged hiring freezes, it may be advisable to space out these touchpoints even further.

To help you navigate this ongoing candidate communication, below is an additional “position put on hold” email template you can use to check in and follow up with candidates.

Now that you are equipped with strategies and email templates for managing candidates in the process for a position put on hold during a hiring freeze, you’ll also need to consider how you will handle other job listings and applications still in your system or new requisitions recently posted for your organization.

Here are a couple of different strategies you can utilize: 

1. Maintain transparency with applicants and job listings: Clearly state in your job listings that the organization is currently in a hiring freeze. Additionally, you can set up an automated email response to notify candidates of this status as soon as they apply.
2. Continue accepting applications and conduct initial interviews: You may choose to accept applications and initiate the interview process with new candidates during the hiring freeze. In this case, be sure to inform these candidates of the hiring freeze during the first phone screen and then proceed with the recruitment process only as far as organizational guidelines allow.

If the hiring freeze is expected to be prolonged, the first approach is recommended. However, if the hiring freeze is likely to be brief, the second approach may be more appropriate. For example, if the hiring freeze is scheduled from November 15th to January 10th, the second option could be effective. Since most hiring processes take 4 to 10 weeks, the interval between the offer date and start date would likely still be manageable and shouldn’t discourage candidates from accepting the position.

That said, it’s important to keep in mind all relevant business and organizational factors, labor laws, and company policies when determining your recruitment strategy during a hiring freeze. This includes making sure to seek legal counsel for their input during this process and the preparation of any needed “position put on hold” email templates.

Navigating a hiring freeze requires careful management and clear communication. By transparently notifying candidates of the freeze with a strong “position put on hold” email template, maintaining regular engagement, and strategically handling job listings and applications, organizations can mitigate the impact of such disruptions. Ensuring that all stakeholders are informed and supported will help preserve your talent pool and uphold your company’s reputation.

Here are the key takeaways: 

• Notify candidates: Send a “position put on hold” email to clearly communicate the hiring freeze and its implications.
• Maintain transparency: Keep candidates informed about the status of the position and any updates regarding the hiring freeze.
• Engage regularly: Conduct regular check-ins with candidates to keep them engaged and updated on their application status, while monitoring their job search progress.
• Handle applications strategically: Clearly indicate the hiring freeze in job listings and decide whether to continue accepting applications and conducting interviews based on the expected duration of the freeze.
• Monitor and adapt: Adjust communication frequency based on the length of the hiring freeze to ensure effective candidate management and maintain a positive employer brand.

At Careerminds, we believe that you can never be too prepared for your next cost reduction event. Our arsenal of resources, templates, guides, and services for reduction events such as layoffs and their top alternative strategies such as hiring freezes can help you navigate the delicate process from start to finish. Click below to speak with one of our experts and see if we are the right partner for your organization.

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Cynthia Orduña

Cynthia Orduña is a Career and Business Coach with a background in recruiting, human resources, and diversity, equity, and inclusion. She has helped 50+ companies around the world hire and retain talent in cities like LA, SF, NY, Berlin, Tokyo, Sydney, and London. She has also coached over 300 people, from entry to senior levels, in developing their one-of-a-kind career paths, Her work has been featured in publications such as Business Insider, The Balance Careers, The Zoe Report, and more. To learn more you can connect with Cynthia on LinkedIn.