Why candidates drop out
Most drop-outs are predictable. The candidate goes quiet, a counter-offer lands, paperwork stalls or nobody confirms the practical details of day one.
- A counter-offer from their current employer
- Another offer that moved faster
- Uncertainty about start details, location or who to ask for
- Paperwork or checks that dragged on and sapped momentum
Build a simple check-in rhythm
Agree a contact plan the moment an offer is accepted and stick to it. Short, regular touches beat one long call.
- Within 24 hours: a welcome message confirming the role, start date and next steps
- One week before start: confirm location, time, dress code and who to ask for
- Two days before: a quick call to ask how they are feeling
- Day one: a morning message and an end-of-day check-in
- Week one and week four: ask how it is going, and ask the hiring manager too
Track the checklist, not just the calendar
Drop-out risk rises when paperwork stalls. Track the items that must be done before day one: contract issued and signed, onboarding documents completed, right to work checked, payroll details captured and start details sent.
When an item is overdue, treat it as a warning sign and pick up the phone.
Score the risk and act early
Give each starter a simple risk flag based on missed check-ins, overdue checklist items and negative answers. Review the at-risk list every morning so consultants act before it becomes a lost placement.
Spot the warning signs early
Drop-outs rarely come out of nowhere. In hindsight, most agencies can point to a moment when the candidate went quiet or a small doubt was not followed up. Train consultants to treat these signals as a prompt to call, not to wait:
- Slow replies or unanswered messages after the offer was accepted
- Questions about notice periods or whether they can still change their mind
- Hesitation about travel, hours or the team they will join
- Paperwork left untouched for more than a few days
One honest conversation at this stage often saves the placement. Ask directly how they are feeling about the move and whether anything has changed.
Prepare for the counter-offer
Counter-offers are most likely in the notice period. Talk about them before the candidate resigns, not after. Ask what would make them stay, remind them why they started looking, and agree how they will handle a counter-offer if it comes. Candidates who have rehearsed the conversation are far more likely to stick to their decision.
Bring the hiring manager in
A short welcome message from the hiring manager before day one makes the job feel real. Ask clients to send one, or to agree a quick call. After the start, ask the hiring manager the same check-in questions you ask the candidate - early concerns from either side are easier to fix in week one than in week six.
A quick checklist for every starter
- Offer accepted and confirmed in writing
- Contract issued and signed
- Onboarding documents and checks completed
- Start details sent: address, time, contact and dress code
- Check-ins booked for pre-start, day one, week one and week four
- Hiring manager confirmation that the person started
How Kindra helps
Kindra runs new starter check-ins for candidates and hiring managers, flags drop-out risk early and lets consultants log a call or escalate in one click - inside Salesforce and Bullhorn.