HR Question:

My recruiter talks about applicants and candidates as if they’re not interchangeable – what’s the difference?

HR Answer:

Good question! When it comes to the recruitment process, the terms “candidate” and “applicant” are often used interchangeably, yet they carry distinct meanings. Understanding the divergence between these two labels is important for both job seekers and employers navigating recruitment.

Who is an “Applicant”?

According to the Equal Employment Opportunity Commission (EEOC), to be considered an applicant, the following components must have occurred:

• The employer has a specific job opening they are actively working to fill.
• The individual has followed the employer’s standard procedures for submitting applications. (This often involves submitting a resume, cover letter, or completing an employment application.)
• The individual has indicated an interest in the position.

For those who meet the definition of an applicant, it is important to follow the required federal and state recordkeeping regulations. In general, it is good HR practice to keep resumes and applications of non-hired individuals for two years after the hiring process is completed for a position. To learn more, see our article explaining how long you should keep resumes and applications.

Who is a “Candidate”?

In contrast, the term “candidate” is used for someone who has advanced through the initial screening process and has the potential for further consideration in the hiring process. The hiring stage often involves interviews, assessments, or additional evaluations conducted by the employer to gauge their suitability for the role.

What’s the Difference Between “Applicants” and “Candidates”?

Some key differences to point to when understanding applicant or candidate status include the level of evaluation and potential outcomes. Not all applicants become candidates, but all candidates begin as applicants. The transition from being an applicant to being considered a candidate depends on whether the individual meets the employer’s criteria and progresses through the various stages of the selection process. Candidates have undergone some form of evaluation, demonstrating they meet certain qualifications that align with the requirements of the position.

Understanding the distinction between applicants and candidates can help employers streamline their hiring processes effectively. Doing so helps in identifying individuals who not only meet the basic qualifications but also possess the potential to excel in the role. Using the term “candidate” internally can help those involved with your recruitment process to immediately understand that an individual is actively being considered for a role.

While the terms “applicant” and “candidate” are closely related in the hiring context, they represent different stages within the recruitment journey. So it can be helpful to distinguish that although they started as applicants, candidates are those progressing through your selection process.

Special thanks to Paula Alexander,  MA, PHR, SHRM-CP, HR Business Advisor for contributing to this HR Question of the Week.

Clark Schaefer Strategic HR understands the complexity of hiring. From applicants to candidates to prospects, we know the ins and outs of sourcing, screening, and selecting your next new hire. For more information visit our Recruitment page to learn how we can help you fill your job openings efficiently and cost-effectively.