6 Tips to Keep the Humanity in Your Hiring Process

In a world of accelerating automation, how can you keep that human touch in your hiring process?

Hiring Made Human: 6 Tips to Keep the Humanity in Your Hiring Process

When you're hiring, and the clock is ticking to fill the role and timelines or budgets are tight, the pressure to process large volumes of applications quickly can sometimes turn hiring into a checklist-driven task. But maintaining the human touch in hiring—especially when a candidate isn’t moving forward—is crucial for a positive employer brand and authentic candidate relationships.

With a few intentional actions, recruiters, interviewers and hiring managers can ensure that every candidate, selected or not, feels valued.

Here are six practical tips to keep your process human-centric and ensure candidates feel acknowledged throughout the journey.

1. The No-Reply Email Is a No-No

Few things scream "faceless corporation" like a “no-reply” email address. When candidates receive automated emails from "no-reply@company.com," it gives the impression that you're broadcasting rather than communicating. It’s akin to telling someone, “I’ll speak, but don’t talk back.” Instead, when sending a message to a candidate letting them know they are not proceeding, set the emails to send from a real person’s email address—preferably your very own.

Pro Tip: If your system doesn’t allow a direct reply to the recruiter, at least set up a team inbox (e.g., recruiting@company.com) where responses are actually read and managed. This small shift can leave candidates with the feeling that real people are behind the process, and it opens up an avenue for dialogue if needed.

2. Use a Clear Rubric to Streamline Resume Reviews

Many hiring processes are slowed by subjective, inconsistent evaluations that can introduce bias or require second-guessing. A simple, well-thought-out rubric can make the review process both fair and transparent.

The time invested upfront to establish clear criteria with the hiring manager will more than pay off in a smoother, more consistent process.

Here’s a suggested approach:

• Non-negotiable basics: Define the absolute necessities, like the candidate’s location, work eligibility, and availability for required relocation.
• Salary alignment: Ensure the candidate’s compensation expectations fit within the job’s budgeted range.
• Relevant experience: Identify a few top skills or experiences that should be obvious on the resume.

Pro Tips:

• Involve your hiring manager: If you leave an intake meeting without enough detail for a rubric, go back. This might feel awkward but saves time in the long run and ensures candidates are assessed consistently.
• Document rejections in your ATS: Recording even a one-word reason based on the rubric (“location,” “salary,” etc.) gives future recruiters insight and shields you from potential claims of unfairness.
• Add transparency to job descriptions: Use stars or highlights in job listings to clarify essential criteria. A footnote could say, “Starred items are required qualifications.” This way, candidates will have a better understanding of requirements before applying.

3. Offer a Genuine Reason in Rejection Emails

There’s nothing more frustrating than being turned down without understanding why. To keep things human, add a short, clear reason in rejection emails.

A single line—“We’re looking for a candidate within a $60,000–$70,000 range, and your salary requirements were higher”—is straightforward and honest.

Most candidates appreciate transparency; they’re more likely to feel respected and consider reapplying in the future.

4. Ask Candidates if You Missed Anything

Human error is inevitable, and sometimes we overlook the perfect candidate because of a simple oversight.

In your rejection email, include a line like: “If I missed something in your profile that you think qualifies you, please reply to this email.”

This small invitation for feedback not only shows humility but can sometimes reveal crucial information that would have otherwise been missed.

Example: If the candidate’s location disqualifies them, but they’ve since relocated or plan to, inviting them to clarify could bring qualified talent back into the pipeline.

5. Encourage LinkedIn Connections

Extend an invitation for candidates to follow or connect to you on LinkedIn.

This gesture says, “Even if this role wasn’t the right fit, I’m open to connecting.”

When done authentically, this is a win-win, growing your network and giving candidates a real point of contact in your organization.

Pro Tip: Make time to check and accept LinkedIn connection requests from candidates periodically. This simple practice signals openness and creates a genuine touchpoint for future opportunities. I call it regular "network administration."

6. Promote Company Social Media and Job Alerts

Finally, encourage candidates to follow your company’s social media channels or subscribe to job alerts for future openings. This gentle nudge is both hopeful and practical.

If the candidate is a good fit but timing isn’t right, nurturing the relationship and staying connected to your updates may lead to an opportunity down the road. 

Take Away: Seek Out and Remove Humanity-Blocking Elements.

Recruiting technology and processes can sometimes turn candidates into data points. Approach your hiring process like a detective sniffing out every potential humanity blocker—from no-reply emails to vague rubrics—and replace them with simple, thoughtful touches that make a world of difference.

By making your hiring more human, you’ll be able to create a candidate experience that resonates and a company brand that attracts top talent for years to come.

What are ways that you have worked to keep your hiring processes more human? Please share! And if you found this helpful, please consider sharing with your network or colleagues.

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