DAY 1

Understanding
Recruitment
What is Recruitment?

Recruitment is the process of identifying, attracting, interviewing,

selecting, and onboarding employees. It is a fundamental function
of human resource management aimed at finding and hiring the
best-qualified candidates (internally or externally) for job openings
in a timely and cost-effective manner.
Recruitment ensures that an organization has the right people,
with the right skills, in the right roles, at the right time.
Importance of Recruitment
Effective recruitment is critical for several reasons:

a. Talent Acquisition
Recruitment helps bring in talent that matches the company’s culture, vision, and
strategic goals.
b. Organizational Growth
Hiring the right people is directly linked to increased productivity, innovation, and
profitability.
c. Reduction in Turnover
A structured recruitment process ensures better candidate-job fit, reducing the chances
of attrition.
d. Legal Compliance
Proper recruitment processes help organizations comply with labor laws and equal
opportunity standards.
e. Employer Branding
A positive recruitment experience improves the organization’s image and attracts top
talent in the long term.
Types of Recruitment

Recruitment can be broadly classified into two main categories: Internal and External Recruitment, each
with its own methods.

A. Internal Recruitment
Filling positions with current employees within the organization.

Promotions: Elevating an employee to a higher position.

Transfers: Moving an employee to another department or location.

Employee Referrals: Employees recommend people from their networks.

Internal Job Postings (IJP): Openings are shared internally for interested employees to apply.
External Recruitment

Sourcing candidates from outside the organization.

Job Portals: Websites like LinkedIn, Indeed, etc.

Campus Recruitment: Hiring fresh graduates from educational institutions.

Employment Agencies: Third-party firms that find candidates.

Social Media Recruitment: Using platforms like LinkedIn, Facebook, etc.

Walk-ins: Candidates visiting the organization without prior invitation.

Recruitment Drives: Organized events to hire in large numbers.

STEPS IN RECRUITMENT PROCESS

A structured recruitment process improves hiring efficiency and candidate experience. Here's a step-by-
step breakdown:

Step 1: Workforce Planning and Job Analysis

Identify the need for a new hire.
Conduct job analysis and create a clear job description and specification.

Step 2: Sourcing Candidates

Use internal or external methods to attract applicants.
Post job ads, contact agencies, or explore social media and referrals.

Step 3: Screening and Shortlisting

Review resumes and applications.
Match qualifications and experience with job requirements.
Use tools or ATS (Applicant Tracking Systems) to filter candidates.
step 4: Interviewing
•Conduct structured interviews (phone, virtual, or in-person).
•Use competency-based or behavioral interview questions.
•Involve multiple stakeholders when necessary.

Step 5: Selection and Offer

•Choose the most suitable candidate based on performance and fit.
•Prepare and issue an offer letter.

Step 6: Background Verification

•Verify the candidate’s references, employment history, and other credentials.

Step 7: Onboarding
•Guide the new hire through orientation and integration into the organization.
DAY 2
SOURCING
STRATEGIES
&
JOB ANALYSIS
ACTIVE vs PASSIVE CANADIDATES

🔹 Active Candidates:
•Definition: Actively looking for a job.
•Characteristics: Applying to job ads, updating resumes, attending job fairs.
•Where to find them: Job boards (Naukri, Indeed, LinkedIn Jobs), walk-ins,
referrals.

🔹 Passive Candidates:
•Definition: Not actively looking, but open to opportunities.
•Characteristics: Employed, not applying, but may respond if approached
correctly.
•Where to find them: LinkedIn, GitHub, networking events, employee referrals.
SOURCING CHANNELS

A. Job Boards:
•Examples: LinkedIn, Naukri, Monster, Indeed, Glassdoor
•Pros: Large candidate pool, quick reach
•Cons: High competition, mostly active candidates

B. Social Media:
•Platforms: LinkedIn, Twitter (X), Facebook, Instagram
•Strategies: Share job openings, company culture posts, direct messages to
potential candidates
•Pros: Engages both active and passive candidates
C. Referrals:
•Use internal referral programs
•Encourage employees to recommend from their networks
•Often faster and better culture-fit hires
•Cost-effective compared to paid sourcing

D. Other Channels:
•Talent communities
•Email outreach
•Freelance marketplaces (for contract roles)
•Industry-specific forums (e.g., Stack Overflow for developers)
BOOLEAN SEARCH BASICS

Boolean logic helps refine online searches to find specific candidate profiles, especially on
LinkedIn or Google.

Key Boolean Operators:

•AND: Narrows the search. (e.g., “Java AND Spring Boot”)
•OR: Broadens the search. (e.g., “React OR Angular”)
•NOT: Excludes terms. (e.g., “Java NOT JavaScript”)
•“ ”: Searches for exact phrases. (e.g., “Project Manager”)
•( ): Combines searches. (e.g., “(Java OR Python) AND Developer”)

Use case:
"software engineer" AND ("Python" OR "Django") AND "Bangalore"
This will find candidates with Python or Django skills who are software engineers in Bangalore.
CREATING AN EFFECTIVE JOB DESCRIPTION

A well-written JD includes:

1.Job Title: Clear and accurate (avoid internal jargon)

2.Role Summary: Brief overview of the position

3.Key Responsibilities: Bullet points of daily tasks and goals

4.Required Qualifications: Education, experience, technical skills

5.Preferred Skills: Optional but desirable attributes

6.Company Overview: Brief on culture, mission, and values

7.Benefits: Compensation, growth, perks

8.Location & Work Type: (Remote, hybrid, in-office)

ATTRACTING THE RIGHT TALENT

Strategies:
•Write compelling job ads, not just JDs
•Promote job openings via social posts, employee advocacy, and niche platforms
•Optimize for SEO – use relevant keywords in your postings
•Personalize your outreach messages (especially to passive candidates)
•Highlight company culture, impact of the role, and growth opportunities
DAY 3
SCREENING &
SHORTLISTING
TECHNIQUES
RESUME SCREENING: What to Look For

What recruiters should focus on when reviewing resumes:

✅ Key Qualifications
•Education, certifications, and technical/professional skills that match the JD.

✅ Relevant Experience
•Job roles, industries, and technologies handled in previous jobs.
•Look for keywords that align with the job description.
✅ Achievements & Metrics
•Numbers speak louder than words. Look for performance metrics like:
"Increased sales by 25%" or "Reduced processing time by 40%.“

✅ Career Progression
•Growth from junior to senior roles over time shows development and commitment.

✅ Location & Notice Period

•Check if the candidate is in a preferred location or willing to relocate.
•Immediate joiners or short notice periods can be a plus for urgent roles.
SCREENING TOOLS AND CHECKLISTS

To streamline and standardize your screening process:

🛠 Screening Tools:
•ATS (e.g., Zoho, Greenhouse, Lever): Automatically parses resumes, matches keywords,
tracks candidates.

•Google Sheets/Excel: Custom trackers with status, scores, and comments.

DOCUMENTS STATUS

10th Mark Sheet pending

12th Mark Sheet pending

All Semester Mark Sheets Of [M.B.A.) pending

Degree Certificate [M.B.A.) pending
All Semester Mark Sheets of (B.Sc) pending
 DOCUMENTS STATUS
All Semester Mark Sheets of (B.Sc) pending
Degree Certificate (B.Sc) Received
Aadhar Card [Self-Attested] pending
PAN Card [Self-Attested] pending
Passport / Driving License / Voters pending
ID Card

DOCUMENTS STATUS
Colored Scanned Passport size
photo pending
Relieving Letter & Resignation
Acceptance pending
Offer Letter pending
3 Pay Slips pending
NDCA/form 11,2,F – Gratuity form/ pending
ESIC FORM
UNDERSTANDING ATS (Applicant Tracking Systems)

What is an ATS?
•Software that automates collecting, sorting, and ranking applications.
•Helps recruiters manage high application volumes efficiently.

Functions:
•Resume parsing & keyword matching
•Job posting distribution
•Status tracking of each candidate
•Interview scheduling
•Communication logs

How to Work with an ATS:

•Optimize job postings with relevant keywords.
•Understand how the ATS ranks candidates to avoid losing good talent.
•Tag and filter candidates based on customized parameters.
IDENTIFYING RED FLAGS IN RESUMES

Common red flags to watch out for:

🚩 Frequent Job Changes

•Multiple jobs under 1 year may indicate instability (unless in freelance/contract roles).

🚩 Unexplained Employment Gaps

•Gaps without a reason may require clarification.

🚩 Vague Job Descriptions

•Overly general duties might hide lack of real experience.

🚩 Too Many Buzzwords, No Substance

•Phrases like “results-driven” or “hard-working” without measurable outcomes.

🚩 Typos or Formatting Issues

•Poor attention to detail or rushed application.
INITIAL TELEPHONIC/VIRTUAL SCREENING

Purpose:
•Validate resume claims
•Assess communication skills
•Clarify key details before forwarding to hiring manager

Key Things to Cover in a Screening Call:

•Brief role overview
•Candidate's current role and experience
•Reason for job change
•Salary expectation and notice period
•Location preference or remote readiness
•Language or communication fluency
•Soft skills or cultural alignment
 ️ Tips:
•Keep calls 10–15 mins max
•Prepare a screening script/template
•Take notes to log in ATS or tracker
DAY 4
INTERVIEWING
TECHNIQUES
🔹 STRUCTURED INTERVIEWS

•Predefined set of questions

•Same questions asked to all candidates
•Easier to compare responses fairly
•Reduces bias
•Best for: Entry-level, high-volume hiring

🔹 UNSTRUCTURED INERVIEWS

•Informal, conversational style

•Questions vary per candidate
•Allows deep exploration, but harder to compare
•Risk of bias
•Best for: Creative or leadership roles
🔹 Behavioral Interviews

•Focus on past behavior as predictor of future performance

•Often uses STAR method (explained below)
•Best for: Competency-based roles (e.g., teamwork, problem-solving)

🔹 Panel Interviews

•Multiple interviewers assess one candidate

•Saves time, promotes consensus
•Can be intimidating—requires clear coordination
•Best for: Mid-senior roles or critical hires

🔹 Technical Interviews

•Used to assess hard/functional skills

•May include tasks, whiteboard tests, or live problem-solving
•Best for: Engineering, IT, finance, data roles
STAR TECHNIQUE FOR BEHAVIORAL INTERVIEWS

STAR = Situation, Task, Action, Result

Used to structure responses to behavioral questions like:

"Tell me about a time you handled a conflict in your team.“

✅ S - Situation: Background/context
✅ T - Task: Responsibility or challenge
✅ A - Action: Steps taken
✅ R - Result: Outcome (quantified if possible)
COMMON INTERVIEW MISTAKES TO AVOID

For recruiters and interviewers:

🚫 Asking leading questions

✔️ Instead: Ask open-ended, neutral questions

🚫 Not preparing properly

✔️ Instead: Review resume and JD before the interview

🚫 Talking too much

✔️ Let the candidate do at least 70% of the talking

🚫 Bias and assumptions

✔️ Focus on facts, not appearances, accents, or backgrounds

🚫 Lack of documentation
✔️ Take structured notes or use scorecards

🚫 Asking illegal/inappropriate questions

✔️ Avoid anything about age, religion, marital status, etc.
EFFECTIVE QUESTIONING TECHNIQUES

Ask questions that reveal:

•Skill: “Can you walk me through a project where you used (SKILL)?”

•Behavior: “How do you handle feedback?”

•Cultural fit: “What kind of team do you thrive in?”

•Problem-solving: “What would you do if…?”

•Motivation: “Why this role and why now?”

KEY TOUCHPOINTS DURING THE RECRUITMENT PROCESS

JOB Ad & APPLICATION

Candidate Expectations:
•Clear job title and responsibilities
•Easy-to-understand qualifications
•Company overview and value proposition
•Simple, mobile-friendly application process
•Transparency about location, salary range (if possible), and process timeline

Best Practices:
•Use inclusive, bias-free language
•Avoid jargon and generic buzzwords
•Mention application deadlines and next steps
APPLICATION ACKNOWLEDGEMENT

Candidate Expectations:
•Confirmation that their application was received
•Clear next steps or timelines

Best Practices:
•Set up auto-reply emails with a personal tone (e.g., “Thank you, [Name]”)
•Mention expected response time
•Share relevant resources or contact details

Example Email:
“Hi [Name], thank you for applying for the [Job Title] role at [Company]. We’ve received
your application and will be in touch within 5 working days if you're shortlisted.”
SCREENING & INTERVIEW

Candidate Expectations:
•Prompt scheduling and clear instructions
•Respect for their time and availability
•Professional, two-way interaction

Best Practices:
•Send calendar invites with interviewer names, links (if virtual), and preparation tips
•Confirm the format (phone, Zoom, in-person)
•Keep the tone warm and professional
•Ask relevant, structured questions
POST-INTERVIEW

Candidate Expectations:
•Timely feedback or status updates
•Transparency on next steps

Best Practices:
•Send follow-up email within 2–3 business days
•If there are delays, inform the candidate
•If rejected, share constructive feedback when possible
Example:
“Thank you again for your time. We're currently in the final
stages of our evaluation and will update you by [date].
Please feel free to reach out with any questions.”
OFFER or REJECTION

Candidate Expectations:
•Fair, prompt, and clear decision
•Respectful rejection if not selected

Best Practices for Offers:

•Call first, then send an official email
•Include all necessary info: salary, start date, benefits
•Celebrate the offer ("Welcome to the team!")

Best Practices for Rejections:

•Avoid ghosting
•Thank them and, if appropriate, encourage future applications
•Personalize feedback if they reached final rounds
ON-BOARDING (Handover to HR/Manager)

Candidate Expectations:
•Smooth transition from recruiter to HR or hiring manager
•Warm welcome and clarity on Day 1 process

Best Practices:
•Share a welcome email and a joining checklist
•Inform internal teams (IT, HR, Admin) beforehand
•Stay in touch to reduce last-minute drop-offs
•Ensure they feel valued before and after joining
ON-BOARDING (Handover to HR/Manager)

Candidate Expectations:
•Smooth transition from recruiter to HR or hiring manager
•Warm welcome and clarity on Day 1 process

Best Practices:
•Share a welcome email and a joining checklist
•Inform internal teams (IT, HR, Admin) beforehand
•Stay in touch to reduce last-minute drop-offs
•Ensure they feel valued before and after joining
COMMON RECRUITMENT TERMS & THEIR MEANING

CTC: COST TO COMPANY – The total money a company spends on an

employee in a year.

FIXED PAY: The guaranteed salary you get every month.

VARIABLE PAY: Depends on the performance or company profit (like

bonus or incentives).

JD: Job description

NOTICE PERIOD: The time an employee must serve after resigning before
leaving the company.

FRESHER & EXPERIENCED

FOLLOW –UP: Keeping track of the candidate after the interview or offer.

DROPOUT: When a candidate is selected but does not join the company.

ONBOARDING: The process of a candidate officially joining the company &

starting the job.
DAY 5
RECRUITMENT TOOLS
& JOB PORTALS
IMPORTANCE OF RECRUITMENT TOOLS

Recruitment tools help:

•Automate repetitive tasks

•Improve candidate experience
•Speed up hiring
•Organize and manage applicant data efficiently

They are essential for scaling recruitment efforts and maintaining

professionalism.
TYPES OF RECRUITMENT TOOLS

CATEGORY EXAMPLES PURPOSE

Applicant Tracking Systems Greenhouse, Workable, Manage job postings,
(ATS) Lever, Zoho Recruit applications, pipeline
LinkedIn Recruiter, HireEZ, Find and engage passive
Sourcing Tools
Entelo, SeekOut candidates
Broadbean, Talent.com, Post to multiple job boards
Job Posting Aggregators Joveo at once
Zoom, Google Meet, Virtual interviews,
Interview Tools
HireVue, VidCruiter automated screening
HackerRank, Codility, Evaluate technical,
Assessment Platforms
TestGorilla, Mettl cognitive, or personality fit
Beamery, Avature Manage talent pipelines
CRM Tools and candidate
relationships
Calendly, GoodTime, Automate interview
Scheduling Tools
Microsoft Bookings scheduling
COMMON JOB PORTALS:

Naukri.com
linkedIn.Jobs
Indeed
MonsterIndia
Shine.com
Timesjobs
Glassdoors
Simplyhired
WRITING EMPLOYER-FOCUSED JOB Ads

A strong job ad does more than describe duties—it sells the company and
connects with the ideal candidate.

Structure of a Strong, Employer-Branded Job Ad:

1.Compelling Job Title (clear, not too clever)

2.Company Introduction (highlight culture, mission)
3.Why Join Us – EVP highlights, awards, employee stories
4.Key Responsibilities – clear, action-driven bullets
5.Required Qualifications – essential and nice-to-have
6.Growth & Benefits – learning, perks, flexibility
7.Diversity Statement (inclusion builds trust)
8.Call to Action – e.g., “Excited? Apply today!”
CAMPUS & BULK HIRING

This session helps recruiters master high-volume hiring—whether it's for fresh
graduates through campus drives or for bulk roles in BPO, retail, or tech support
industries.
Planning Campus Drives
Campus recruitment targets fresh graduates for entry-level roles.
Proper planning ensures successful outcomes and strong
employer branding.

Steps to Plan a Campus Drive:

1.Identify Hiring Needs:

•Role types, required skills, number of hires, and joining
timelines

2.Shortlist Target Institutions:

•Tier 1, 2, or 3 colleges based on role needs
•Consider past success, geographic preferences, diversity
goals
3.Engage with Campus Placement Cells:
Contact Training & Placement Officers (TPOs)
Share job descriptions, CTC, role details, and selection process

4.Plan the Recruitment Flow:

Pre-placement talk
Aptitude/technical test
Group discussion
Technical + HR interviews

5.Prep Marketing Collaterals:

Company videos, employee testimonials, role highlights

6.Coordinate Logistics:
Travel, interview panels, evaluation sheets, offer letters
BULK HIRING TECHNIQUES

Used in high-volume roles such as:

•BPOs (voice/non-voice)
•Retail sales
•Delivery/logistics
•Customer or tech support
AREA STRATEGY
Sourcing Job fairs, walk-ins, employee
referrals, vendor partnerships
Advertisement WhatsApp groups, posters, social
media reels, local newspaper ads
Pre-decide venue & time, invite
Walk-in Drives
candidates via SMS/WhatsApp
Screen on basic criteria (education,
Resume Shortlisting
language, attitude)
Interviewing Simplified: Group discussion or
single-panel screening
Speed is key—issue LOI (letter of
Same-day Offers
intent) immediately where possible
ASSESSMENTS:

Used to screen candidates on:

•Aptitude (logical, verbal, numerical)

•Communication (spoken/written)
•Technical skills (coding, tools, platforms)
•Behavioral traits (teamwork, leadership, stress tolerance)

Types of Assessments:

•Online tests (SHL, Mettl, AMCAT, HackerRank)

•Roleplay or simulation (sales, customer service)
•Group Discussions
•Psychometric assessments (especially for graduate management roles)
POST-HIRING ENGAGEMENT

Many bulk or campus hires drop out before joining. Prevent this through:

Engagement Strategies:
Welcome emails/videos
Buddy programs – assign mentors
Pre-boarding tasks – learning modules or forms
Regular follow-up – HR calls, WhatsApp updates
Share company news, success stories, culture videos

Document Collection:
Send offer letter promptly
Collect KYC, educational proofs early
DAY 6
CANDIDATE
EVALUATION &
SELECTION
CREATING CANDIDATE SCORECARDS

Why Use Scorecards?

Scorecards help standardize interview evaluations and reduce bias by rating all
candidates on the same criteria.

Key Components of a Candidate Scorecard:

CATEGORY RATING (1-5) COMMENTS

Technical Skills
Communication
Cultural alignment
Role Understanding
Problem – Solving
Overall Impression

•Create custom scorecards for each role based on JD and competencies.

•Ensure all panelists use the same format.
•Aggregate scores for post-interview decision-making.
SKILLS FIT vs CULTURAL FIT

SKILLS FIT

•Candidate has the technical, functional, and role-specific capabilities to do the

job.
•Verified via resume, assessments, and interviews.
•Example: Java skills, project management, negotiation ability.

CULTURAL FIT

•Candidate aligns with the company’s values, work style, and team dynamics.
•Evaluated through behavioral questions, attitude, and interaction style.
•Example: Startup mindset, team collaboration, adaptability.
COLLABORATION WITH HIRING MANAGERS

Why it's critical:

•Hiring managers define success for the role.

•Recruiters and managers should act as partners.

Best Practices:

•Kickoff Meeting: Align on JD, must-have vs good-to-have, timelines.

•Regular Updates: Share candidate pipeline, feedback loops.

•Debrief Meetings: Post-interview evaluations together.

POST-INTERVIEW DISCUSSION & FINAL SELECTION

After all interviews:

Collect all interviewer scorecards

Hold a debrief meeting to:

•Discuss strengths and gaps
•Compare candidates objectively
•Clarify misalignments or concerns

Final Selection Based On:

•Scorecard data
•Team alignment
•Candidate enthusiasm and readiness
•Budget and compensation expectations

Avoid:
•Gut-based hiring
•Rushing decisions due to pressure
PROCESS OF POST-INTERVIEW DISCUSSION

Step 1: Collect Interview Feedback

•Ask panel members to submit written feedback promptly (ideally within 24 hours)

•Use structured scorecards: Evaluate on predefined criteria like:

• Technical Skills
• Communication
• Problem Solving
• Team Fit
• Cultural Alignment

Step 2: Review Candidate Scorecards

•HR compiles all scores and feedback in one document
•Highlight strengths, concerns, and disagreements

Step 3: Discussion Meeting

•Set up a quick call or virtual huddle
•Discuss each shortlisted candidate
•Clarify any red flags, gaps, or unclear assessments
Step 4: Compare Top Candidates

•If multiple candidates are in the pipeline, compare:

• Skills vs. JD
• Compensation expectations
• Notice period or joining timeline
• Team compatibility
• Long-term potential

Step 5: Final Decision

• Final selected candidate
• Backup candidates (rank order)
• Rejection list with feedback reasons

Step 6: Document the Outcome

•Update the ATS or internal tracking sheet
•Maintain audit trails and compliance records
WATCH FOR THESE RED FLAGS

•Conflicting feedback from panel

•Strong skills but poor attitude

•Unrealistic compensation demands

•Overqualification or under-experience

•Lack of enthusiasm or interest

REFERENCE CHECKS & BACKGROUND VERIFICATION

Reference Checks:

•Typically done after final selection, before offer

•Ask for 2–3 professional references (e.g., past manager, peer)

Ask about:
•Work ethic and attitude
•Strengths and weaknesses
•Team collaboration
•Reason for exit

Background Verification (BGV):

•Usually done by third-party vendor

•Includes:
• Employment history
• Education verification
• Criminal record check
• Identity & address verification
DAY 7
BOOLEAN
SEARCH & FILTERS
What Is Boolean Search?
Boolean search is a logic-based method to improve the accuracy of search results by
combining keywords and operators.

COMMON BOOLEAN OPERATORS

OPERATOR FUNCTION EXAMPLE

AND Java AND Spring → Must know
All terms must be present
both
OR Java OR Python → Can know
Either term is acceptable
either
NOT Java NOT .NET or Java - .NET →
Exclude unwanted terms
Has Java, excludes .NET
“….” "Business Analyst" → Not “Analyst
Exact phrase match
- Business”
(….) (Java OR Python) AND
Group terms for clarity/priority
Developer
Boolean Search Examples

Example 1: Java Developer in Bangalore - Get Java developers with Spring

experience in Bangalore who are not freshers.

(Java AND Spring AND "Web Services") AND (Bangalore OR Bengaluru) NOT fresher

Example 2: Sales OR Business Development roles in FMCG

Example 3: Customer Support with Hindi language skills java

EFFECTIVE BOOLEAN SEARCH

•Avoid overly complex queries at first; build gradually

•Use synonyms (e.g., Developer OR Engineer)

•Use quotes for exact matches: "data analyst" ≠ data analyst

•Check for spelling variations (e.g., “Bengaluru” vs “Bangalore”)

•Save frequent search strings on job portals or in Notepad.

RECRUITMENT
METRICS & KPIs
Metrics and KPIs (Key Performance Indicators) help recruiters and HR teams measure
the efficiency, quality, and success of their hiring efforts.

Why Are Recruitment Metrics Important?

•Track performance against hiring goals

•Identify bottlenecks or inefficiencies

•Optimize sourcing strategies

•Improve candidate quality and experience

•Support data-driven decisions

•Build credibility with business leaders

KEY RECRUITMENT METRICS

a. Time to Hire (TAT – Turn around Time)

•Definition: Days from job opening to accepted offer.

•Why it matters: Long TAT can lead to lost candidates and unmet business needs.

•Formula:
TAT = Date of offer acceptance – Date requisition was opened

b. Cost-per-Hire

•Definition: Average cost incurred to hire one person.

•Includes: Job ads, agency fees, recruiter salaries, software/tools, assessments.

•Formula:

Cost per Hire = Total Recruitment Cost / Number of Hires

Source of Hire / Source Quality

•Definition: Where your hires come from and how good they are.

•Common sources: Job boards, referrals, LinkedIn, career page, campus drives

•Metrics to track:
• Number of candidates sourced from each channel
• Conversion rate per source (applications → interview → hire)
• Retention/performance by source (for long-term quality)

d. Offer Acceptance Rate

•% of candidates who accepted the offer out of total offers made.

•Low rate = issues with compensation, offer delays, or candidate experience.

•Formula:

(Offers Accepted / Offers Made) × 100

e. Interview-to-Hire Ratio

•How many interviews are needed per hire.

•A high ratio may indicate poor screening or unrealistic expectations.

f. Candidate Dropout Rate

•% of candidates who drop out at any stage.

•Indicates poor engagement or delays.

Funnel Analysis

The recruitment funnel shows candidate drop-off at each stage, helping you
optimize the pipeline.

Example Funnel:

Stage Candidates
Applications Received 500
Resumes Screened 200
Shortlisted for Interview 80
Interviewed 50
Offered 10
Joined 6

Use this data to:

•Identify leakages (e.g., 500 applied but only 80 shortlisted)
•Improve sourcing or JD if drop-off is high at the top
•Improve interview process if few are converting to offers
USING METRICS FOR PROCESS IMPROVEMENT

Problem Improvement
Metric to Monitor
Strategy
Speed up screening,
High TAT Time-to-Hire schedule interviews
faster

Poor Candidate Shift budget to high-

Source Quality
Quality performing sources

Offer Acceptance Improve offer speed,

Offer Declines
Rate benefits, clarity

Interview-to-Hire Re-train panel, refine

Interview Bottlenecks
Ratio interview questions

Engage candidates,
Dropouts Post-Offer Dropout Rate pre-onboarding
communication
REPORTING TOOLS AND DASHBOARDS

Use tools to track and visualize metrics regularly.

Tools You Can Use:

•Excel / Google Sheets – For small teams

•ATS dashboards – Zoho Recruit, Greenhouse, Lever, etc.
•BI tools – Power BI, Tableau, Google Data Studio
•Recruitment CRMs – Freshteam, Recruitee, etc.

Common Dashboards:

•Monthly Hiring Funnel

•Open Requisitions by TAT
•Source-wise Performance
•Offer vs Join Trend
PRESENTING RECRUITMENT DATA TO STAKEHOLDERS

When presenting to HR or business leaders:

Key Tips:

•Focus on insights, not just numbers

•Highlight progress vs goals
•Show impact on business performance
•Include recommendations (e.g., “Switch from X job board to Y”)
DAY 8
COMMUNICATION
WITH CANDIDATES
After resume screening, your communication with candidates sets the tone for their
experience. Whether you're moving them forward or not, your professionalism, clarity,
and empathy matter.

Why This Stage Matters

•Builds trust and engagement

•Reduces dropouts and ghosting

•Strengthens employer brand

•Ensures smooth progression to the interview stage

•Helps candidates prepare and stay informed

OBJECTIVES OF POST-SCREENING COMMUNICATION

If Selected for Interview If Not Selected

Inform about next steps Close the loop respectfully
Confirm interest & availability Provide constructive feedback (if possible)
Answer questions or clarify JD Keep doors open for future roles
Set clear expectations Maintain goodwill

MODES OF COMMUNICATION

Mode Use Case

Phone Call Personal, faster alignment, builds rapport
Email Formal documentation, good for next steps
WhatsApp Quick coordination or reminders (optional)
ATS Portal Automated updates (should still feel human)
IF THE CANDIDATE IS MOVING FORWARD (Screened In)

Key Points to Cover:

1.Greeting & Introduction

1. "Hi, this is Priya from ABC Corp Talent Acquisition Team."
2. Mention where you got their profile from.

2.Confirm Basic Details

1. Current role and responsibilities
2. Experience relevant to the JD
3. Salary expectation, notice period, location preference

3.Explain the Role Briefly

1. Give a quick summary of the JD
2. Confirm if the role aligns with their goals
4. Confirm Interest
•Ask if they’re interested in moving forward
•Clarify availability for interview

5. Communicate Next Steps

•Date, time, mode (Zoom/Google Meet/in-person)
•Interviewer name (if known)
•Duration and format (technical, HR, assignment, etc.)

6. Offer Preparation Tips

•“You’ll be meeting our tech lead, so review your Java basics.”
•Share links about company, product, etc.

Sample Script:
“Hi Arjun, I came across your profile on Naukri. Based on your
Java and Spring experience, we’d like to schedule you for an
interview for our Backend Developer role at XYZ Corp. Are you
currently looking? What would your notice period and
expected CTC be?”
IF THE CANDIDATE IS NOT MOVING FORWARD (Screened Out)

Guidelines:
•Always close the loop politely
•Don’t ghost candidates—it hurts the brand
•Offer a reason if possible (without legal risk)
•Keep it brief, kind, and professional

📩 Sample Email:
Subject: Application Update – [Job Title] at [Company Name]

Dear [Candidate Name],

Thank you for your interest in the [Job Title] role at [Company]. After careful review, we’ve
decided to move ahead with other candidates at this time.
We truly appreciate your time and wish you the best in your job search.

Best regards,
[Your Name]
Talent Acquisition Team
COMMON MISTAKES TO AVOID

Mistake Why It’s Harmful

Being vague or robotic Feels impersonal; lowers engagement
Not responding after screened-out Candidate frustration, brand damage
Overselling the role Creates false expectations
Ignoring candidate questions Breaks trust
Last-minute scheduling without consent Candidate may reject or be unprepared

Tips for Effective Candidate Conversations

•Personalize: Use their name and specific skills

•Be honest but polite
•Listen actively: Ask open-ended questions
•Use a checklist to keep the call structured
•Keep communication logs for tracking
DAY 9
EMAIL ETIQUETTE IN
RECRUITMENT
Email remains one of the most professional and primary modes of communication in
recruitment. Good email etiquette helps create a positive candidate experience, builds
employer branding, and ensures clarity and professionalism in all interactions

Core Principles of Email Etiquette

Principle Explanation
Use polite, formal language—avoid slang or
Professional Tone
emojis
Describe the purpose of the email briefly and
Clear Subject Line
accurately
Concise Messaging Get to the point, but don’t skip important info
Proofread for typos and structure to maintain
Correct Grammar
credibility
Reply within 24 hours to keep candidates
Timely Responses
engaged
Use paragraphs, spacing, and bullet points where
Proper Formatting
needed
Always end with your name, title, and contact
Use of Signature
info
COMMON TYPES OF RECRUITMENT EMAILS & BEST PRACTICES

a. APPLICATION ACKNOWLEDGEMENT

•Purpose: To confirm that the candidate’s application has been received.

•Best Practices:
•Automate using ATS
•Thank the candidate
•Mention expected timeline for next steps

Subject: Application Received – [Job Title]

Dear [Candidate Name],

Thank you for applying for the position of [Job Title] at [Company]. We’ve received
your application and will be reviewing it shortly.

Best regards,
[Your Name]
Talent Acquisition Team
INTERVIEW INVITATION

•Include: Date, time, location/Zoom link, interviewer name, expected duration, any documents
to bring or prepare.

•Always confirm availability first if possible.

Subject: Interview Invitation – [Job Title]

Dear [Candidate Name],

We were impressed by your profile and would like to invite you for an interview for the [Job Title]
role.
Date: [Date]
Time: [Time]
Mode: [Zoom link/Office Address]
Looking forward to hearing from you!

Regards,
[Your Name]
c. FOLLOW-UP OR REMINDER

•Keep it short and friendly.

•Use only if the candidate hasn’t responded.

Subject: Friendly Reminder: Interview Confirmation

Hi [Name],

Gentle Reminder !!!

Just checking in to confirm your availability for the scheduled interview on [Date]. Let us know if you
need to reschedule.

Thanks,
[Your Name]
d. Offer Letter Communication

•Always attach the offer letter in PDF format.

•Be warm, clear, and prompt.

Subject: Offer Letter – [Job Title] at [Company]

Dear [Candidate Name],

We’re delighted to offer you the position of [Job Title] at [Company]. Please find the offer letter
attached. Do review and feel free to reach out with any questions.

Warm regards,
[Your Name]
e. REJECTION/REGRET EMAIL

•Be respectful, express gratitude.

•Keep the tone professional and empathetic.

Subject: Update on Your Application – [Job Title]

Dear [Candidate Name],

Thank you for your interest in the [Job Title] role. After careful consideration, we’ve decided to move
forward with other candidates. We appreciate your time and wish you success in your job search.

Kind regards,
[Your Name]
KEY DO’S & DON’TS IN RECRUITMENT EMAILS

✅ DOs ❌ DON'Ts
Use candidate’s name correctly Misspell names or use incorrect titles
Always proofread before sending Send without reviewing for grammar or tone
Be empathetic, especially when rejecting Sound robotic or cold
Respond within 24–48 hours Leave candidates waiting for days/weeks
Use standard, readable fonts (Arial, Calibri) Use decorative fonts or colored text
Use a proper email signature Leave out contact details

Recruiter Email Signature Example

Best regards,
Priya Sharma
Talent Acquisition Specialist
XYZ Technologies Pvt. Ltd.
📞 +91-9876543210 | ✉️ priya.sharma@xyz.com
🌐 www.xyz.com | 📍 Bangalore, India
RECRUITMENT ABBREVIATION & THEIR MEANINGS

Abbreviation Full Form Explanation

JD A document outlining the duties,
Job Description responsibilities, and requirements
of a role
CV A detailed resume, often used
Curriculum Vitae
interchangeably in hiring.
TAT Time taken from requisition to hire
Turnaround Time
or resume screening to closure.
CTC Total annual compensation
Cost to Company offered to the candidate,
including all benefits.
LWD The candidate’s final day at their
Last Working Day
current organization.
Abbreviation Full Form Explanation
DOJ The candidate’s first working
Date of Joining
day with the new employer.
ATS Software used to manage
Applicant Tracking System resumes and recruitment
workflow.
KPI Key Performance Indicator Metrics used to measure
recruitment team effectiveness.
TA Strategic approach to recruiting
Talent Acquisition
skilled employees.
BGV Process to check candidate’s
Background Verification employment and educational
history.
Work From Office / Work From Working model related to job
WFO/WFH
Home location.
Abbreviation Full Form Explanation
KRAs To define an employee's job
Key Responsibility Area role, responsibilities, and the
specific areas of work

The Sexual Harassment of Women at Workplace (Prevention, Prohibition and Redressal) Act, 2013
(POSH Act)

•Purpose:
Prevents sexual harassment in the workplace.

•Recruitment Relevance:
• Must ensure a safe, respectful hiring process.
• No inappropriate or discriminatory behavior during interviews.
• POSH awareness can be shared during onboarding.
DAY 10
COLD CALLING &
PITCHING
What is Cold Calling in Recruitment?

Cold calling is the process of initiating contact with potential candidates by phone who haven’t
applied or shown prior interest in a job, with the goal of sparking interest in an opportunity.

It is proactive and often used in:

•Passive talent sourcing

•Niche skill hiring
•Executive or lateral roles
•Urgent/bulk hiring needs
PREPARING FOR THE CALL

Before picking up the phone, do your homework.

Pre-Call Checklist:

•Read the candidate’s resume/LinkedIn profile

•Understand the job role & match
•Know the company’s pitch (culture, growth, role highlights)
•Draft a short intro script and key talking points
•Keep a notepad or ATS ready to update notes
STRUCTURE OF A RECRUITMENT COLD CALL

Here’s a simple 5-part structure for a successful cold call:

Stage What to Do
Who you are, where you're calling from,
Introduction
and why you're calling
Hook Mention something personalized
(company, project, skill match)
Value Pitch Share why this opportunity may interest
them
Discovery Ask a few screening questions (interest,
experience, CTC, notice)
Next Step Schedule an interview or send JD/email;
confirm contact method
CRAFTING THE PERFECT PITCH

Your pitch is what sells the opportunity in the first 30–60 seconds.
It should answer the candidate’s key question: “What’s in it for me?”

Pitch Should Include:

•Role title and scope

•Company name & industry (unless confidential)
•Growth or impact of the role
•Key tech/tools or benefits (e.g., remote, bonus, stock options)
•Why this role is better than what they might have now

Example:
“We’re hiring for a Senior Data Analyst with a company that’s
scaling its AI team for global product launches. The role includes
hands-on work with large-scale datasets and real-time analytics
platforms. You’d lead a 4-member team with access to the latest
cloud stack.”
HANDLING OBJECTIONS

Most passive candidates may resist at first. Be prepared to answer objections politely
and keep the door open.

Common Objection:

Example : “I’m not looking right now.”

“Totally understand. May I share the JD over email for future reference?”

Example : “I’m happy in my current job.”

“That’s great! Just curious — what would make you consider a switch in the future?”

Example : I get too many calls.”

“Completely agree — I’ll keep it short. Would you be open to a brief 2-minute pitch?”
POST CALL FOLLOW-UP

Whether the call was successful or not, follow up:

•Send a thank-you email or JD (if interested)

•Mark status in your ATS/Excel tracker
•Schedule reminder to reconnect in a few weeks if not interested now
•Keep building the pipeline

Sample Follow-Up Email:

Subject: Great Speaking With You, [Name] – Job Opportunity at [Company]

Hi [Name],
Thank you for your time earlier. As discussed, here’s the job description for the [Role] at
[Company]. I truly think it aligns with your expertise in [Skill/Project].
Let me know your thoughts and availability for a quick 15-minute discussion this week.

Regards,
[Your Name]
CAMPUS & BULK
HIRING
1. Planning Campus Drives

Campus drives are recruitment events conducted at colleges or universities to hire

fresh graduates or interns.

Steps to Plan a Campus Drive:

Campus MoU or
Target College List JD & Eligibility Sharing
Invitation

Scheduling Internal Alignment Documentation

ENGAGE WITH INSTITUTION

Building strong relationships with educational institutions helps in long-term hiring success.

Best Practices:

•Participate in career fairs, webinars, guest lectures

•Offer internships, scholarships, or live projects
•Maintain regular contact with placement officers
•Create College Hiring Dashboards for performance tracking
•Provide feedback to colleges on student readiness

Institution Types to Target:

•Engineering/Tech Colleges (for IT/Software/BPO)

•Arts & Commerce Colleges (for banking, retail, support roles)
•Polytechnic & Diploma Institutes (for manufacturing/logistics)
Bulk Hiring Techniques (BPO, Retail, Tech Support)

Bulk hiring refers to recruiting many candidates in a short time—often for entry-level or
frontline roles.

Technique How It Works

Candidates visit office directly for on-the-spot
📍 Walk-in Drives
interviews
📞 Telephonic Screening Used for first-level qualification and shortlisting
Conducted to attract more footfall from
️ Weekend Hiring Events
working candidates
Set up recruitment booths in malls, colleges,
🚌 Hiring Camps
industrial zones
Job ads via WhatsApp, job boards, social
️ 💻 Digital Campaigns
media for large outreach
Tie-ups with local staffing vendors or
💼 Vendor Partnerships
placement agencies
DAY 11
EXECUTIVE &
LATERAL HIRING
UNDERSTANDING STRATEGIC ROLES

Strategic roles are high-impact positions that influence business direction, revenue, operations, or
innovation. These include CXOs, VPs, Directors, Senior Managers, and domain experts.

Characteristics of Strategic Roles:

•Decision-making authority
•Business-unit level impact
•High confidentiality
•Niche or critical skillset
•Long hiring cycles
•Low volume, high value

Recruiter's Role:
•Deeply understand the business needs behind the role
•Work closely with business heads, not just HR
•Ensure cultural alignment and long-term value
•Position the role attractively to passive candidates
HEADHUNTING TECHNIQUES FOR LATERAL HIRING

Definition: Headhunting in lateral hiring refers to the proactive and targeted search of
professionals who are already employed and not actively looking for a job, but may
be suitable and open to switching for the right opportunity.

Lateral hiring typically involves experienced professionals (2–20+ years) being hired
for equivalent or advanced positions in new organizations.

Targeted Talent Mapping

This is the foundation of all good headhunting.

Steps:
1.Understand the role deeply: Tech stack, tools, business impact, reporting line
2.Identify target companies: Competitors, peer industries, similar cultures
3.Map relevant designations: Don’t just look for title match—map skillset equivalency
4.List potential candidates: Use LinkedIn, GitHub, company org charts, forums
REFFERAL MINING & NETWORK OUTREACH

Passive lateral talent often responds better through peer-to-peer referrals or industry circles.

Tactics:
•Reach out to placed candidates for peer referrals
•Use alumni networks and Slack/Telegram groups
•Attend meetups or webinars to build your name
•Use tools like Hiretual, Amazing Hiring, or Rocket-Reach for deeper contact discovery

MARKET INTEL & COMPETITIVE BENCHMARKING

Executives or niche professionals will often ask:

•What’s the market salary for this role?
•How is your company different from my current one?

Equip yourself with:

•Salary benchmarks (Glassdoor, AmbitionBox, etc.)
•EVP (Employee Value Proposition) talking points
•Success stories of similar hires
•Knowledge of current layoffs, M&A, or growth stories in peer companies
DAY 12
DOMAIN-BASED
RECRUITMENT
KEY CONCEPTS

🔹 Definition
Domain-based recruitment is the strategy of sourcing and hiring
candidates based on the specific requirements of a particular industry
or business sector.

Rather than taking a “one-size-fits-all” approach, recruiters tailor their

sourcing, screening, and communication to match the technical,
regulatory, and cultural expectations of a specific domain.

💡 Example:

•A recruiter hiring for IT will focus on coding languages and

frameworks.

•A recruiter in Healthcare will look for certifications like BSc Nursing or

MCI registration.
IMPORTANCE OF DOMAIN-BASED RECRUITMENT

1.Improved Hiring Accuracy:

Candidates are filtered based on domain-relevant skills, reducing mismatches.

2.Better Client/Hiring Manager Satisfaction:

Managers receive resumes that are better aligned with their expectations.

3.Quality of Hire Increases:

Recruiters understand key success factors in the role (e.g., tools used,
regulations, processes).

4.Shorter Time-to-Hire:
Recruiters are more efficient as they know the right sourcing channels and
criteria.

5.Stronger Talent Pipelining:

Proactive mapping of key profiles helps fill future domain roles faster.
BENEFITS OF DOMAIN-BASED RECRUITMENT

Benefit Description
Tailored profiles that match
Better Job-Candidate Fit
domain needs precisely
Focused sourcing and accurate
Reduced Time-to-Fill
filtering reduce hiring delays
Recruiters gain trust by
Enhanced Credibility understanding the industry jargon
and structure
Can identify relevant certifications,
Efficient Screening
tools, KPIs quickly
Candidates perform better when
Predictable Performance
matched to domain expectations
KEY DOMAINS COVERED

Below are the most common domains where recruiters need

specialization:

1.IT & Software

1. Common roles: Software Engineer, DevOps, QA, Data

Analyst
2. Skills: Java, Python, React, AWS, SQL

2.BFSI (Banking, Financial Services, Insurance)

1. Roles: Relationship Manager, Credit Analyst, Loan

Officer
2. Skills: KYC, Risk Analysis, Sales, Financial Modelling
3.Healthcare

1. Roles: Nurse, Doctor, Medical Representative, Lab Technician

2. Requirements: Medical licenses, ethical compliance, hospital
systems

4.Retail & E-commerce

1. Roles: Store Manager, Visual Merchandiser, Delivery

Executive
2. Skills: Inventory, Sales, POS systems, shift management

5.Manufacturing/Engineering

1. Roles: Mechanical Engineer, Maintenance Supervisor, Plant

Manager
2. Skills: CAD, Production Planning, Lean Six Sigma, ISO
standards
COORDINATION & STAKEHOLDER MANAGEMENT

Key Areas:

Understanding client/hiring manager briefs

Scheduling interviews without conflict

Aligning job descriptions with candidate profiles

Sharing candidate feedback and progress reports

Best Practices:

Use tracking tools like Excel, ATS, Trello, or Asana

Maintain a recruiter dashboard for visibility

Confirm every detail in writing: date, time, panel, location/mode

UNDERSTANDING
CLIENT REQUIREMENT
IN RECRUITMENT
In recruitment, “understanding client requirements” refers to the process of
deeply comprehending what a hiring manager or external client needs in a
potential candidate. This includes both the technical and soft aspects of the
role — from core skills to cultural alignment.

It’s not just about reading a job description (JD) — it’s about asking the right
questions to decode the true expectations and define the ideal candidate
persona.

Why Is It Important?

Understanding client requirements is the foundation of successful hiring. If

misunderstood, it can lead to:

•Wasting time on irrelevant profiles

•Miscommunication and conflict with hiring managers
•Poor candidate experience
•Wrong hires, leading to turnover and reputational damage
KEY ELEMENTS TO UNDERSTAND FROM CLIENTS

Requirement Area Details to Clarify

Correct industry-standard title, seniority
Job Title
level
Where the role fits in the organization
Department/Function
structure
To whom does the candidate report?
Reporting Line
(manager, VP, CEO)
Key tasks the person will handle
Primary Responsibilities
daily/weekly
Technical, domain-specific or soft skills
Must-Have Skills
that are non-negotiable
Skills that would add value but are not
Nice-to-Have Skills
mandatory
Platforms, software, or equipment the
Tools & Technologies
candidate must know
KEY ELEMENTS TO UNDERSTAND FROM CLIENTS

Specific degrees, diplomas, licenses or

Educational Background
certifications
Minimum years of experience, type of
Work Experience
companies preferred
Onsite, remote, hybrid? Fixed or
Location & Shift
rotational shifts?
Approved salary band and flexibility for
Salary Budget
the right profile
Maximum acceptable joining time;
Notice Period Acceptability
immediate joiners preferred?
Personality traits, values, or work style
Culture Fit
suited to the team or company
Steps involved, panel members,
Interview Process
duration, type (virtual/physical)
METHODS TO UNDERSTAND REQUIREMENT EFFECTIVELY

✅ A. Intake/Kick-off Meetings

•A face-to-face or virtual meeting with the hiring manager/client

•Use it to go beyond the JD and understand expectations
•Ask real-world scenario-based questions (e.g., “What would their first 90 days look like?”)

✅ B. Use a Structured Requirement Form

A checklist that covers:

•Role details
•Budget
•Must-haves
•Hiring urgency
•Interview panel members

✅ C. Clarify Grey Areas

•If the JD says “strong communication skills,” ask:

• Is this for internal collaboration or external client interaction?
• Are any languages or regional preferences involved?
Real-Life Scenario:

Client Brief: “We need a Senior Software Engineer with full-stack experience.”

Clarification by Recruiter:
•What stack? (React + Node + MongoDB)
•Any cloud experience required? (Yes, AWS basic knowledge)
•Remote or hybrid? (Hybrid, 3 days from Bangalore office)
•Max budget? (18–22 LPA fixed)
•Culture? (Fast-paced startup environment)

✅ Result:
The recruiter sends only 4 profiles, and 2 get shortlisted — faster closure, better
satisfaction.
DAY 13
SALARY FITMENT &
NEGOTIATION
Salary fitment is the process of determining and aligning a candidate's
compensation (CTC, take-home salary, etc.) with the company's salary structure,
internal parity, and the candidate's expectations or current salary. It ensures the
right balance between the candidate’s current/expected salary and what the
company can offer.

Key Elements of Salary Fitment:

Component Description
Candidate’s current total compensation (fixed +
Current CTC
variable + perks).
Expected CTC What the candidate expects in the new role.
What the company is ready to offer based on
Offered CTC
the job role, budget, and level.
Percentage increase from current to offered
Fitment %
salary.
Keeping the offer in line with what existing
Internal Parity
employees at the same level earn.
Predefined ranges for each role/grade in an
Salary Bands
organization.
Job Level/Grade The position's hierarchy which affects the fitment.
SALARY FITMENT FORMULA

Fitment % = (Offered CTC – Current CTC) X 100

Current CTC

Example:
If the current CTC is ₹6,00,000 and the offered is ₹7,80,000:
Fitment % = ((7,80,000 - 6,00,000) / 6,00,000) × 100 = 30%

What is Salary Negotiation?

Salary negotiation is a two-way discussion between the recruiter/employer and the

candidate to arrive at a mutually agreeable compensation.

It involves evaluating:
•Candidate's experience, skills, and current salary
•Market standards and internal parity
•Company’s budget and salary structure
•Perks, bonuses, ESOPs, etc.
 STEPS IN SALARY NEGOTIATION

 Pre-screen salary expectation early in the hiring process

 Benchmark with market standards (Naukri, LinkedIn, etc.)

 Discuss compensation structure transparently with the candidate

 Understand motivators – Is it money, growth, location, brand, role?

 Negotiate and align based on company budget and candidate priority

 Document and confirm the final offer before issuing the official letter
FACTORS INFLUENCING SALARY NEGOTIATION

Factor Influence
Sets the base for fitment and
Candidate’s current salary
negotiation
More relevant experience = stronger
Years of experience & skill match
position to negotiate

Location of job Metro cities tend to offer higher salaries

Industry & role demand Niche skills = premium pay

MNCs and funded startups may offer
Company size and policy
better CTCs or perks
Competing offers may affect
Candidate’s last hike or offer in hand
negotiation power
Do’s & Don’ts in Salary Fitment & Negotiation

Do’s Don’ts
Don’t promise what you can’t
Be transparent with salary structure
offer
Benchmark with market data Don’t ignore internal parity
Don’t push too hard or sound
Keep buffer for negotiation
desperate
Don’t focus only on CTC – explain
Understand candidate’s real need
role, perks, growth
Don’t delay responses – it shows
Offer flexibility where possible
lack of seriousness
Common Fitment Scenarios

Scenario Strategy
Candidate has low current CTC Justify a higher fitment % with role-
but strong skills based benchmarking
Focus on total value proposition
Candidate has multiple offers
(role, brand, growth, perks)
Negotiate on perks or joining
Internal budget constraints
bonus instead of fixed pay
Provide rationale for industry norms
Candidate expects 100%+ hike or performance-based growth
post-joining
Recruiter’s Tips for Successful Negotiation

1.Know the budget limits for the role before discussing.

2.Have alternatives – salary isn’t the only negotiating point (bonus, flexi hours,
remote work).

3.Don’t wait till the end of the process to talk salary – qualify early.

4.Be empathetic but firm – balance candidate expectations with business

feasibility.

5.Confirm everything on email before generating the offer letter.

Example Conversation Snippet

Recruiter:
“Your current CTC is ₹9.2 LPA, and you’re expecting ₹13 LPA. Based on our
budget and role level, we can offer ₹11.5 LPA + ₹1 LPA performance bonus.
Would you be open to this?”

Candidate:
“That’s a bit lower than my expectation. Is there flexibility?”

Recruiter:
“We value your experience, and the role offers rapid growth. While we can’t
increase the fixed component further, we can add a ₹50K joining bonus and
revisit performance-based increments in 6 months.”
DAY 14
HANDLING DROPOUTS,
FOLLOW-UPS & BACKUP
CANDIDATES
Handling Dropouts in Recruitment

Dropouts are candidates who either:

•Don’t join after accepting the offer (pre-joining dropouts), or
•Leave within a short time after joining (post-joining attrition).

Reasons Candidates Drop Out:

Category Examples
Better Offers Higher pay, better role, MNC brand
Retention attempt with hike or
Counter-offer from current employer
promotion
Relocation/personal issues Family constraints, health, marriage
No regular contact from recruiter or
Lack of engagement
hiring manager
Role, team, culture different from what
Mismatched expectations
was promised
Strategies to Handle & Reduce Dropouts:

Pre-offer counseling
Ensure the candidate is mentally prepared to join before releasing the offer
Offer acceptance communication
Immediately send formal documents and joining checklist
Post-offer engagement
Regular follow-ups, introduce to team, share videos, company updates
Highlight EVP (Employer Value Proposition)
Growth path, perks, culture, long-term value
Counteroffer proofing
Ask what they’d do if countered – prepare accordingly
Early joining incentives
Relocation assistance, bonuses, flexible joining dates
Dropout tracking system
Maintain a database to flag frequent defaulters or red flags in behavior
Follow-ups with Candidates

Follow-up is the ongoing communication with candidates throughout the hiring

lifecycle — especially critical after offer release and before joining.

Stages Where Follow-Up is Essential:

Post-interview

Post-offer release

Pre-joining
Post-joining (first week/month)

Effective Follow-up Techniques:

•Use multiple channels: WhatsApp, calls, LinkedIn, email

•Keep tone warm and professional
•Share value-driven content (culture videos, success stories)
•Celebrate milestones: resignation accepted, clearance done, etc.
•Document everything: Keeps process transparent and auditable
BACKUP CANDIDATES

Backup candidates are shortlisted and qualified candidates who can be

considered if the first choice:

•Drops out
•Fails background verification
•Is no longer interested

Why Having Backups is Crucial:

•Reduces hiring TAT (Turnaround Time)

•Minimizes impact of dropouts
•Helps meet urgent business deadlines
•Maintains client confidence
RECRUITER’S GOLDEN RULES

1.Never stop sourcing until the candidate joins.

2.Don’t over-rely on a single candidate — always build a pipeline.

3.Create psychological commitment with regular touchpoints.

4.Pre-close candidate on offers, counteroffers, and joining commitment.

5.Document everything to trace communication history.

Key Recruitment Formulas

Time to Hire
Formula:
Time to Hire = Date of Offer Acceptance – Date of Application

Cost per Hire

Formula:
Cost per Hire = (Total Internal + External Recruiting Costs) ÷ Total Hires

Attrition Rate (Turnover)

Formula:
Attrition Rate = (Number of Employees Left ÷ Average Number of Employees) × 100

Source of Hire %
Formula:
Source of Hire % = (Hires from a Specific Source ÷ Total Hires) × 100

Hike Percentage (Expected or Offered)

Formula:
Hike (%) = [(Offered CTC – Current CTC) ÷ Current CTC] × 100

Take-Home (Net Salary) Estimation

Formula:
Net Salary ≈ CTC – (PF + Gratuity + Taxes + Bonus components)