// Recruitment Technology, Executive Search Best Practices, Recruitment Strategies

6 Practical Tips to Manage Your Recruiting Pipeline During Holidays

For many people, holidays are a dream. You think about good food, family gatherings, days off, and relaxing moments. But for recruiters and hiring managers, the holidays can feel very different.

Instead of switching off, recruiters think about their recruitment pipeline and how to keep a steady flow of potential candidates engaged, including referring candidates and previous applicants who may still be a good fit. Candidates could be interviewing with several companies at the same time, and during the holidays, this becomes even more critical.

Many projects are still active, candidates are waiting for updates, clients and hiring managers are on vacation, and communication cannot stop. As a recruiter, you need to stay present, keep many candidates informed, and make sure they don’t lose interest. In short, you need to keep them “warm” and moving through the recruiting pipeline to ensure successful hires.

Another important aspect is communication with your clients. Many clients are also out of the office during the holidays, which means processes may slow down.

Time is a crucial factor throughout the entire recruitment process. That’s why it’s important to have a few strategies in place to keep the hiring process running as smoothly as possible. This is especially helpful during your days off, not only over Christmas and New Year’s, but also during your regular annual leave.

6 Ways You Can Keep Qualified Candidates Engaged During the Hiring Process

One basic thing every recruiter or recruiting agency should do is set up a clear and friendly out-of-office email. This helps protect your recruiting pipeline during slower periods. Make sure to include the dates and times you will be away so candidates and clients know exactly when to expect a response. This lets candidates and clients know that you will be away and when you will be back.

If you are joining final calls before the holidays, make sure to mention during the video call that you will be out of the office or that the company will be closed. This helps avoid confusion and sets clear expectations.

Last but not least, inform candidates, especially top candidates who are in final interview stages, assessment stages, or offer stages, about your availability. Do this through a phone call or a message on the communication channel they respond to most. This personal touch helps maintain trust, keeps more qualified candidates engaged, and ensures momentum in the strong recruiting pipeline during the holiday period.

Apart from that, here are some ways you can stay connected with your top candidates during the holidays and keep your recruiting pipeline active:

1. Send a “Happy Holiday” Message to Your Recruitment Pipeline

A simple holiday message can go a long way. For example, sending a short note like “Happy Holidays! I hope you’re enjoying some time off with family. I’ll keep you posted with any updates” helps you stay visible and shows that you care, even when things are moving slowly. This consistent communication supports increased efficiency in the recruiting process and helps build stronger relationships for future opportunities as well.

2. Keep Candidates Informed About Every Step of the Hiring Process

During the holidays, candidates often worry when they don’t hear back. Let them know if interviews are paused because decision-makers are on vacation or offices are closed for Christmas or New Year’s. Also, be clear about your own availability, share when you will be out of the office, when the client is expected to be back, and when the candidate can expect the next update. Clear timelines help manage expectations, reduce stress, and allow everyone to focus on filling the job while highlighting the benefits of a structured recruitment process.

3. Share Client Feedback After Every Interview

Even if feedback is brief, sharing it matters. For example, you can say, “The team liked your background, but final feedback will come after the holidays when everyone is back.” This reassures candidates that they are still being considered. What makes an even bigger difference is sharing detailed feedback when possible, such as “They really liked your JavaScript experience and your work on the project.” Specific feedback helps a high number of candidates feel valued and more confident about the opportunity.

4. Share Deadlines and Inform Them If Anything Changes

If a hiring decision is planned for early January instead of December, be upfront. Let candidates know about any changes caused by holiday leave, such as interview rescheduling or delayed approvals. Transparency builds trust from the beginning.

5. Ask If They Are Involved in Other Hiring Processes

The holiday season doesn’t stop candidates from interviewing elsewhere. Asking this question helps you understand their timeline. For example, if a candidate has another offer coming in before the holidays end, you can prioritize communication with your client.

6. Encourage Potential Candidates That They Are the Right Fit for the Role

Positive reinforcement is especially important during slower periods. A message like “The team sees you as a strong match for this position, and we’re excited to continue in January” keeps candidates motivated and engaged in every hiring stage and moving forward in the recruiting pipeline. It’s also helpful to share insights from the client’s perspective, for example, explaining that responses are slower across all roles due to holiday workload or team availability.

Additionally, remind the candidates why they were a good fit for the position in the first place, highlighting the specific skills and experience that match the job description. This reassures quality candidates that delays are not related to their profile, but are simply part of the holiday season.

Managing Client Communication During the Hiring Process

Client communication is just as important as candidate management during the holidays, especially when it comes to keeping your recruiting pipeline moving.

Be Transparent About Candidate Availability

First, let clients know, especially for top candidates, that these candidates may be involved in other recruitment processes too. For example, you can say: “Maria has another final interview scheduled next week, so we may need to move quickly if you want to secure her.” Being transparent helps clients understand the urgency and avoid delays in the recruiting pipeline. Sharing key candidate data helps clients make quick, informed decisions.

Identify Hiring Goals and Set Clear Timelines

Next, set clear timelines and identify hiring goals. Ask questions like: “When do you plan to make a decision before the holiday break?” or “Should we schedule interviews in early January to stay on track?” This keeps everyone aligned. If the client is certain they want to move forward with a candidate, ask for their availability to schedule the next interview in advance. This could be for a date after the holidays or even before the holidays if possible, so the process stays on track and candidates remain engaged.

Request Detailed Feedback for Your Hiring Pipeline

Additionally, request detailed feedback from clients about your candidates. For example: “The team was impressed with Maria’s technical skills, especially her expertise in JavaScript and her work on that project.” This allows you or your client to give meaningful updates to candidates and maintain a steady stream of engagement with candidates throughout the recruitment process.

Invite Clients to Networking Events

Finally, if your recruiting agency has a Christmas party or a holiday event, whether in your office or elsewhere, you can invite your clients too. Paying attention to your candidates during holiday seasons is a great way to strengthen relationships, build trust, and communicate more effectively during the busy holiday season.

How Can AI Help You Create Better Candidate Experience?

Holidays don’t have to slow down your recruiting process. By staying organized, keeping both candidates and clients informed, and maintaining clear timelines, you can ensure great talent stays engaged and your recruitment pipeline process stays on track. Small actions, like timely follow-ups, sharing detailed feedback, and planning ahead, also support building relationships with more candidates and clients, making a big difference in achieving successful hires.

You can also leverage AI to make holiday recruiting easier. One useful feature is campaign outreach messages via the Atlas recruitment platform. Before leaving for vacation, you can create a new campaign and name it “Holiday Campaign” for every role you have. Add your top candidates, from first client interviews to offer stages, and schedule personalized messages to be sent automatically on specific dates. You can even tailor each message using AI to reflect the candidate’s profile. 

Because the campaign only includes silver medalist candidates, it’s not time-consuming to set it up, unlike when sourcing candidates for initial contact outreach via social media platforms. This way, you won’t need to check your email or other communication channels during the holidays, and your candidates will feel valued and included.

With a proactive approach and smart tools, even holiday periods can be productive and set you up for success in the new year while maintaining a strong recruitment pipeline.