Ghosted! Why Candidates Disappear on Day 1 and How to Stop It

We have all been there.

You spent two months sourcing candidates. You conducted three rounds of interviews. You negotiated the salary, got the budget approved and sent the offer letter. The candidate accepted, said "Thank you so much," and promised to join on the 1st of the month.

The 1st arrives. You have the laptop ready. The team is waiting. 9:00 AM: No show. 10:00 AM: You call. No answer. 11:00 AM: Phone switched off.

You have been ghosted.

In the Indian job market, "Offer Shopping" has become an epidemic. Candidates accept an offer not because they intend to join, but because they need a "safety net" while they hunt for a better one. Or worse, they use your offer letter just to get a counter-offer raise from their current boss.

It is frustrating, expensive and embarrassing for HR professionals. But is it entirely out of our control?

I believe we can stop 80% of dropouts if we change how we handle the "Notice Period Gap."

Why Do They Ghost? : The Indian Context

To fix the problem, we must understand the root cause. In India, we have a unique problem: The 90-Day Notice Period.

In many western countries, notice periods are 2 weeks. In India, they are often 2 to 3 months. That is a dangerously long time. During this "Gap," three things happen:

1. The "Bidding War": Your candidate is now a "hot commodity." They have a job in hand, which gives them confidence to interview with 5 other companies.

2. The Counter-Offer: Their current manager panics and offers a 20% hike to stay. Since it’s comfortable to stay, they often accept.

3. The "Cold Feet": They start doubting. "Is the new company stable? Will the manager be nice?" If you are silent during this time, their doubt grows.

Phase 1: The Employer Defense (Stopping the Bidding War)

Before we even talk about engagement, we need to stop them from shopping your offer letter around. You need a strong defense strategy.

1. The "Proof of Existence" Rule Never negotiate against a ghost number. If a candidate claims they have a higher offer, you have the right to verify it.

• Say this: "That is great news. To proceed with any counter-approval internally, my finance team requires a copy of that offer letter for a parity check. Please share it so I can see what we can do."

• Why it works: If they are bluffing, they will back down. If they share it, you can check if that "higher package" is actually just inflated variable pay.

2. Match, Don't Exceed If they are joining you only for money, they will leave you for money.

• The Strategy: Offer to match the competing offer, but sell your Non-Monetary Benefits (Work-life balance, Brand, Job Role).

• Say this: "We can match that figure. But at our company, you get X growth and Y culture, which Company A cannot give you."

3. The "Exploding Offer" Stop giving candidates 60 days to think. When you release an offer, put a strict expiry on it.

• The Tactic: "Here is your offer letter. We need your formal acceptance and signature within 48 hours, or the system will automatically withdraw the offer."

• Why it works: It forces them to commit now, removing their ability to use your letter as leverage with other companies for weeks.

4. The "Buyout & Board" : The Speed Option If you sense the candidate is high-risk, remove the "Time" factor entirely.

• The Tactic: Offer to reimburse their Notice Period payout so they can leave their current job early.

• The Pitch: "We have a critical project starting. If you can negotiate an early release, we will reimburse the notice period amount in your first month's salary."

• Safety Tip: Always add a "Clawback Clause" in the offer letter requiring them to repay this amount if they leave within 12 months.

5. The "1:3 Selection Rule" : Never Bet on One Horse The biggest mistake is rejecting your backup candidates too early.

• The Strategy: For every critical role, identify 3 appointable candidates. Make the offer to Candidate A, but keep Candidates B and C "warm" for 2 weeks.

• The Power Move: If Candidate A starts playing games or demanding unreasonable hikes, you can confidently withdraw the offer and move to Candidate B who actually values the opportunity.

Phase 2: The "Bridge" Strategy : Keeping Them Warm

Once they have signed, the deal is NOT closed. You must build a "Bridge" of engagement across that 3-month gap.

1. The "Micro-Commitment" Strategy Don't ask for everything at once. Ask for small things throughout the notice period to keep them psychologically committed.

• Week 1: Ask for a high-quality photo for their ID card.

• Week 3: Ask for their T-shirt size for the welcome kit.

• Week 5: Send them a "PF Transfer Form" or document to review.

2. The "Future Pace" Technique Stop talking about "The Offer" and start talking about "The Work."

• Have the Hiring Manager call them 3 weeks before joining—not to check in, but to discuss a project. "Hey, we’re starting this new project next month and I’m really excited to have you lead it."

• This makes them feel like they are already part of the team. It makes it much harder for them to betray a person they are already working with.

3. Send the "Welcome Kit" EARLY This is my favorite trick. Do not wait for Day 1. Send a small welcome gift (a mug, a diary, a chocolate box) to their home address 10 days before they join.

• Why this works: When their family sees the gift, the commitment becomes social. It’s harder to ghost a company that just sent you chocolates.

What to do if you suspect they are ghosting?

Look for the Red Flags:

• They stop picking up calls instantly.

• They delay sending documents.

• They become vague about their "Last Working Day."

If you see these, confront it gently but directly. "Hi XYZ, I sense you might be having second thoughts. That is perfectly normal. If you have decided to stay or go elsewhere, I would really appreciate a heads-up so I can plan. We value transparency."

Sometimes, giving them permission to say "No" saves you 2 weeks of waiting, allowing you to activate your backup candidate immediately.

You cannot stop 100% of dropouts. It’s part of the game. But by treating the Notice Period as a phase of Recruitment rather than a waiting room, you can drastically reduce the "Ghosting" rate.

Don't let your candidate forget why they chose you. Keep the excitement alive until Day 1.

Have you ever had a candidate ghost you on the day of joining? How did you handle it? Share your horror stories (and solutions) in the comments below!

By Mit | HR Professional