Communication and Feedback in Executive Recruiting: A Key to Building Strong Candidate Relationships

The executive recruitment process is complex, with rising stakes as roles become more senior. Executive recruiters play a crucial role in managing this complexity, ensuring companies attract and retain top talent while minimizing risks.

To identify key areas for improvement, Pacific International Executive Search conducted a LinkedIn poll asking senior leaders which aspects of executive recruiting needed the most attention. The results indicated that communication and feedback ranked as the top concern.

Not all search firms approach this challenge the same way. To explore how Pacific International prioritizes client and candidate communication, we spoke with Kathryn Williams, Group Director and Head of Delivery for the Americas, and Claudia Lemke, Client Partner for EMEA & LATAM, to gain insight into how they deliver a seamless and engaging executive recruitment experience while elevating the candidate experience.

The Power of Effective Communication in a Connected World

In today’s hyper-connected world, executive recruiting is no longer confined to phone calls and emails. With candidates from diverse industries and time zones, recruiters must be flexible in their outreach, engagement, and relationship management.

Recruiting isn’t just about filling positions. It’s about building long-term relationships. Whether or not a candidate secures the role, how a recruiter communicates and provides feedback can create opportunities lasting for years.

1. Initial Candidate Approach: Establishing Trust & Finding the Right Communication Channel

The recruiting process starts long before a candidate is formally introduced to an opportunity. Recruiters identify top talent through referrals, LinkedIn outreach, database searches, and industry networking. However, getting a candidate’s attention and response is another challenge altogether.

Given today’s diverse communication habits, recruiters must adapt their outreach strategies. Some candidates prefer phone calls, while others respond best to LinkedIn messages, and some engage more actively over email, WhatsApp, or even via voice notes.

“We often encounter candidates who never answer their phone, yet if you send them a WhatsApp message or LinkedIn DM, they’ll reply immediately,” says Claudia Lemke. “It’s crucial to establish their preferred method of communication early on to ensure a smooth and responsive dialogue.”

Executive recruiters who tailor their outreach methods to candidate preferences build trust quickly and increase engagement rates.

Kathryn Williams explains, “Our job is to meet candidates where they are. If someone prefers LinkedIn over email, we accommodate their preference. The key is making them feel comfortable from the first interaction.”

2. Maintaining Communication Throughout the Recruitment Process

Consistent and clear communication becomes essential once a candidate expresses interest in a position. Without a comprehensive appointment brief that describes the position, the company, and the role’s expectations and regular updates, candidates may feel uncertain or disengaged, particularly when internal company decisions or a lack thereof delay the hiring process.

“When we first speak with a candidate, we don’t just discuss their experience—we set expectations early,” says Kathryn Williams. “We tell them the timeline, assessment, and interview stages and who they’ll meet. This clarity keeps them engaged and eliminates uncertainty.”

Maintaining engagement also requires proactive outreach. Claudia Lemke shares her strategy:

“I make sure to contact candidates at least once a week, even if there’s no update. A simple message saying, You’re still in process, and I’ll update you as soon as I know more; keep them informed and reassured.”

Recruiters who prioritize regular check-ins build credibility and keep candidates motivated and engaged.

3. Feedback: Providing Constructive Insights & Strengthening Relationships

One of the most common frustrations among candidates is the lack of feedback after interviews. Whether they are successful or not, they deserve timely and constructive insights.

“As soon as I receive feedback from the client, I don’t just send an email,” Claudia Lemke explains. “I make sure to call the candidate and review the feedback in detail. Even if they weren’t selected, I share positive and constructive insights.”

Providing personalized feedback, rather than a generic rejection, ensures candidates feel valued. Kathryn Williams emphasizes that feedback should always be framed as an opportunity for growth: “Even when candidates don’t get the job, if they walk away with useful insights, they’ll appreciate the experience and remain open to future roles.”

4. Keeping Candidates Engaged During Delays

Hiring processes, particularly at the senior level, don’t always move as quickly as candidates expect. Internal changes, additional interview rounds, or shifting business priorities can cause unexpected delays.

Consistent updates—even with no new information—make a difference and mitigate unnecessary anxiety.

“I have a habit of calling candidates every Friday just to check in,” says Claudia Lemke. “Even if there’s no update, I let them know they’re still in process. Even the briefest of calls keeps them engaged and prevents them from losing interest.”

By maintaining transparency, recruiters help candidates stay motivated rather than seeking alternative opportunities due to frustration.

5. Candidates Who Don’t Get the Job: A Valuable Future Network

A crucial but often overlooked aspect of executive recruiting is the long-term value of candidates who don’t get the role with executive recruiters. Just because a candidate isn’t the right fit today doesn’t mean the relationship has to end.

“Some of the best referrals come from candidates who didn’t get a particular role,” says Claudia Lemke. “If we’ve built a strong relationship with them, they often introduce us to high-caliber professionals or even become clients themselves later in their careers. On the other hand, when they are ready for the next career step, they can contact us to benefit from our industry insights, market knowledge, and access to confidential roles we are working on that might suit them. It is a win-win.”

These are the reasons why authentic and trusted relationships are critical. A well-treated candidate who receives transparent communication, valuable feedback, and ongoing engagement may return as a future candidate, a referral source, or even a client looking to hire talent.

Kathryn Williams reinforces this: “Recruiting isn’t just about filling positions—it’s about building professional relationships that last for years. A strong candidate who didn’t secure a role but has built a rapport with you remains in your mind and is often the first on the call list for a similar future role. Executive Search is a people-centric business; we never forget that.”

6. Offer Negotiation: Leveraging Market Expertise to Secure High-Impact Talent

When an executive candidate reaches the offer stage, the final hurdle is ensuring the company and candidate reach a fair and competitive agreement. This stage is where Pacific’s deep understanding of real-time compensation data and talent market dynamics becomes invaluable.

“Negotiations at the executive level can be complex,” explains Kathryn. “Both candidates and companies have high expectations, and it’s our job to bridge the gap creatively to reach a consensus that works for both sides.”

In addition to traditional salary benchmarking reports, Pacific’s consultants have firsthand insight into market trends, compensation structures, and the total rewards landscape across industries. This knowledge allows them to suggest alternative solutions when direct salary alignment isn’t possible.

“We often propose creative compensation structures, including signing bonuses, performance-based incentives, relocation assistance, or flexible benefits,” says Claudia Lemke. “By looking beyond base salary, we help clients and candidates align on what truly matters to both parties.”

Additionally, Pacific’s consultants act as trusted advisors, ensuring clients and candidates feel supported throughout the offer evaluation process. It often means helping candidates understand their total package, compare competing offers, and negotiate elements beyond salary—such as career progression, flexibility, and cultural fit.

7. Post-Placement Communication: Supporting Candidates in Their Critical First Months

For executives stepping into a new role, the first three to six months are often the most challenging. Expectations are high, and the pressure to deliver results quickly can be intense. Even the most well-prepared candidates can encounter unexpected hurdles, from cultural misalignment to shifting role expectations.

That is why Pacific International’s ongoing post-placement engagement makes a difference. Rather than simply closing the search and moving on, Pacific’s consultants remain actively involved, ensuring that placed candidates feel supported, confident, and set up for long-term success.

“At Pacific, we don’t just place candidates and walk away. We check in regularly: after one week, a month, three months, six months, and regularly thereafter to see how they’re settling in and progressing,” says Kathryn Williams. “The transition into a senior role can be complex, and having an external, trusted partner to talk to can make all the difference.”

By staying connected, Pacific serves as a neutral sounding board for candidates, helping them navigate challenges before they escalate. Whether adjusting to company culture, managing stakeholder expectations, or aligning on business goals, Pacific’s recruiters provide an objective perspective and practical advice to ensure a smooth transition.

“We’ve had cases where a placed candidate faced unexpected challenges in the first few months,” Kathryn explains. “Because we maintained that relationship, we could offer guidance, provide reassurance, and sometimes act as a bridge between the candidate and the employer to reset expectations. It’s about ensuring long-term success for both sides.”

8. Going the Extra Mile: Supporting a Seamless Transition

For executive talent, accepting an offer is just the beginning. Many candidates face challenges such as relocation, family adjustments, or transition into new industries. Pacific actively ensures a smooth transition, unlike many search firms that step back once a placement is made.

This approach can include guidance on relocation, insights into local markets, and support in navigating cultural or organizational shifts. Consultants often go beyond the traditional recruitment process to help candidates settle into their new roles with confidence, providing advice on local schools, housing, and career progression opportunities for family members.

By offering a personalized, human approach, Pacific strengthens long-term relationships with candidates and ensures companies and executives thrive post-placement.

As Kathryn puts it, “We’re not just recruiters; we’re partners in our candidates’ success.”

Effective Communication and Feedback

In executive recruiting, communication and feedback are more than just steps; they are the foundation of successful, long-term relationships.

By adapting communication methods, maintaining transparency, and providing thoughtful feedback, recruiters ensure that candidates, whether they are placed or not, feel valued and respected.

Through these practices, Pacific’s consultants cultivate trusted networks that fuel success for years.

If you are a Candidate looking for the next role, please visit our Candidates’ page. If your business is facing talent or diversity challenges, get in touch to let us show you how our industry experts can help you address them.