If you’ve been working in recruitment for more than a week, you already know one universal rule of our job: there will never be a perfect time to contact a candidate. As recruiters, we constantly walk a fine line between professionalism, respecting other people’s time, and trying to fill a position as quickly and efficiently as possible. Still, sometimes, regardless of our care and good intentions, candidate reactions remind us that—you simply can’t please everyone.
Two sides of the coin
On one hand, there are candidates who get upset if we reach out after 5 PM. “Do you really think it’s okay to message me during my personal time when it’s not even urgent?”—we receive messages like that. And we understand them—work-life balance is important and we all value it. On the other hand, there are candidates who take their jobs so seriously that they can’t even respond to a message during working hours, let alone answer a call. “Please message me after 6 PM, I can’t talk before then”—they say. And that’s completely legitimate. So—no matter when we reach out, it won’t be convenient for someone.
There’s no universal solution
That’s why it’s important to recognize one simple but powerful truth: there is no correct answer. People have different rhythms, responsibilities, work environments, and communication preferences. Some are happy to be contacted in the morning while having coffee, for others that would be seen as highly disrespectful. Some prefer a direct phone call, others want everything by email. A third group will say, “Call anytime—just make sure the position is interesting.” On top of that, today’s job market is no longer tied to the classic 9–5 schedule. Many people work remotely, in different time zones, or have flexible hours. That further blurs the line between “work” and “free” time—for both us recruiters and the candidates. At the end of the day, it’s up to us to be adaptable, patient, and empathetic. To ask: When is the best time for you to talk? To offer multiple time slots. To listen, not assume.
But there’s one interesting thing
Over the years, many recruiters will tell you the same: the most successful candidates rarely complain about scheduling. It doesn’t matter to them whether the call is at 10 AM, 2 PM, or 6 PM—they find a way. They organize themselves. They answer from the car, the parking lot, or while out for a walk. They understand that opportunities don’t come every day, and that the first step is—the conversation. And no, this doesn’t mean we glorify being available 24/7. It points to something else: proactiveness, flexibility, and a willingness to engage—qualities that often go hand in hand with success. It’s also worth mentioning that some candidates don’t react strongly because they’re rude, but because they’ve already spoken with five other recruiters that week. Or they’re under pressure in their current job, facing uncertainty or just exhausted. Every reaction has a context we don’t know—which is why it’s so important not to judge too quickly, and to always try to understand the other side.
So what can we do?
Set expectations from the beginning.Ask candidates about their communication preferences. Don’t get frustrated by a negative response—it’s not about us, it’s about their lifestyle. Don’t judge too harshly, but observe carefully. Flexibility in communication is often a sign of flexibility at work.
In the end—you can’t please everyone
But we can be professional, kind, and adaptable. And when we meet someone who reacts constructively and with a smile—maybe we’ve just found the right candidate.