Why radical openness is the most underrated success factor in recruiting
There is hardly a process in companies that is as unspokenly ritualised as recruiting. Send in the application. Silence. Maybe an interview. Then more silence. Even in 2025, a lack of transparency in the application process is still the norm – not the exception. And this despite the fact that companies have known for a long time: if you want to attract good people, you have to build trust.
But trust is not created by promises, but by attitude. More precisely: through clarity. What steps follow when? How is the decision made? What happens in the background? Transparency works where glossy employer branding has long since failed: it turns processes into real relationships.
More and more candidates are demanding just that – and they would rather switch to a competitor that speaks clearly than remain in the dark with the market leader. So why do many companies still find it so difficult to communicate openly? And how can radical transparency become a decisive advantage in hiring?
Transparency as part of the corporate culture – and not as an HR tactic
Transparency in recruiting does not begin with the interview – but with the attitude of a company. Those who see openness only as a strategic means to conversion fail to recognise its true leverage: it is an expression of a culture in which people are not reduced to their role – neither internally nor externally.
When it comes to transparency, many companies think of application FAQs, automated replies or a friendly ‘thank you for your application’. But these measures fall short if the underlying culture is based on control, insecurity or protection. In that case, communication becomes a mere cover-up.
Being radically transparent – i.e. being honest about requirements, weaknesses in the process or the reasons for a rejection – means not delegating responsibility to HR tools or processes. It requires showing attitude. And this attitude is noticeable: in job advertisements, in the first interview, at every touchpoint of the candidate journey.
Candidates notice whether transparency is wanted or faked. Studies show that applicants prefer companies that treat them honestly and with respect – even if they do not end up accepting the job (HRM.de 2024 & Randstad 2024). Companies like Buffer or Ecosia are leading the way here: they openly publish salaries, decision-making processes or internal meeting structures – and in doing so, they not only gain trust, but also genuine identification.
Particularly in the war for talent, it is clear that transparency is not only a hygiene factor, but also a differentiating factor. And it does not start with the recruiting team – but with the management.
Where application processes fail – and what can be done better with clear language
Most application processes fail not because of tools – but because of uncertainty. And not on the part of the candidate, but on the part of the company.
Uncertainty about how much you ‘can’ say, when you ‘should’ get back to them, and whether it's okay to give feedback when you don't have perfect processes yourself. As a result, HR teams communicate defensively, and applicants receive cryptic interim replies, face unexplained waiting times, and are met with meaningless platitudes.
It turns out that it's not technical hurdles that ruin the candidate experience – it's unclear communication. According to a study by HRM.de (2024), companies lose up to 30% of their applicants in the process – often due to a lack of feedback or structure.
Transparent communication is not a question of perfection, but of priority. Being open about the fact that a decision-making process is taking longer builds more trust than someone who wants to suggest professionalism through silence.
The most important lever is language. Companies that formulate boldly attract candidates who fit the culture. Example: ‘You will receive feedback from us within seven days. If not, please remind us.’
Or: ‘We decide as a team on new colleagues. Sometimes this takes a little longer. We will let you know by Friday – with feedback, regardless of the decision.’
Statements like these create a sense of equality. They cost nothing – and have a stronger effect than any career video.
Case studies & frameworks: how companies operationalise transparency
Transparency in the application process only has a lasting effect if it is structurally anchored – not only as an attitude, but also as an operational principle. Systems, standards and role models are needed to guide HR teams. After all, transparency does not mean ‘saying everything’, but rather the right thing, at the right time, in the right language.
Example 1: Ecosia – clarity builds trust
The Berlin search engine Ecosia not only advertises job openings on its careers page, but also discloses all the steps of the application process – including decision criteria, people involved, feedback rules and expected timeline. Applicants know what to expect. Even the decision not to hire someone is transparently explained – appreciatively and clearly. This signals maturity and respect.
Example 2: Buffer – Transparency as a trademark
Buffer goes even further. The US company not only publicly shares salary ranges and benefits, but also its own interview guides, questions, evaluation logic – and even its internal decision-making processes. This ensures applicants know more about the process than some internal executives in other companies. What's more, Buffer documents how feedback is collected and continuously fed back into optimising the candidate journey.
The result: more suitable applications, a lower bounce rate in the process, and a significantly better evaluation of the recruiting experience.
Example 3: German medium-sized companies with the courage to take a leap
Even without a global PR strategy, transparency can be anchored in medium-sized companies. A practical example: an e-commerce company in North Rhine-Westphalia integrates a specific schedule into every job ad (e.g. ‘response within 3 working days’, ‘interview feedback by Friday’) and names the person responsible with a photo and email address. The automated confirmation of receipt is supplemented by an honest ‘What we want to tell you in advance’ document, which also addresses internal issues: for example, a not yet optimised induction or upcoming restructuring. The reaction? Consistently positive.
Three tools & frameworks for implementation
- Candidate Journey Mapping with frustration points:
Do not only visualise touchpoints – but also highlight the points with the highest risk of candidates dropping out or not understanding. This is where particularly clear language is needed. - Transparency check for every job ad:
Check: Are the salary ranges, the process flow, contact persons and the time frame clearly communicated? Is there a sentence about corporate culture that is not interchangeable? - Communication guidelines for all status emails:
From confirmations of receipt to rejections: Create clearly formulated templates with honest, human language. Ideally with variants – for different tonalities or target groups.
Teamwork instead of randomness: Training & standards for hiring teams
Transparency can only be achieved consistently if it does not depend on chance or individual ‘communication talents’. In many organisations, responsibility for clear communication remains with HR or People Operations – while hiring managers act according to gut feeling. This leads to friction, a loss of trust and ultimately to defections.
This is not about standardising everything. Rather, it is about establishing a common understanding of communication that prioritises openness, reliability and clarity.
What works in practice?
1. ‘One Voice’ principle in communication
A company in the tech sector has a half-hour session before each recruiting process: During this session, the HR department, hiring managers and management agree on tonality, decision criteria and ‘taboos’. The result: consistent communication and fewer misunderstandings with candidates – especially in sensitive phases such as negotiations or rejections.
2. Responsibility mapping for each role
Who communicates what – and when? Many teams lack a clear assignment of tasks. A simple sheet helps:
- HR: application confirmation, explain process structure
- Department: content-related feedback after interviews
- Management: personal touch for key positions
Transparency is a team effort – but it requires clarity about responsibilities.
3. Promote an internal feedback culture
External transparency can only be achieved if it is practised internally. In retrospectives on each hiring process, the following data is collected:
- What went well in terms of communication?
- Where did uncertainties arise?
- What feedback was given by candidates?
This results in guidelines that are not rigid – but are developed from practice for practical use.
Conclusion
Transparency is only effective if it is communicated – clearly, consistently and on an equal footing. In times of increasing uncertainty in the labour market, it is not enough to make processes transparent internally. How this openness is conveyed to the outside world is crucial: through language, tonality and attitude.
Candidates do not only evaluate what is communicated – but also how. Those who talk openly about requirements, feedback processes or delays show reliability. Those who remain silent or resort to empty phrases send the opposite message of trust.
Radical transparency therefore does not mean revealing every detail – but creating clarity where uncertainty can arise. It makes recruiting more plannable, more human – and more successful.
Particularly in the area of talent acquisition, companies that communicate transparently show character. They build relationships instead of funnels. And they speak the language of those who want to stay – not only those who apply.
If you need support in this area, please feel free to contact us and we will explain how your company can achieve transparency in the application process through clear communication.
Sources:
- HRM.de (2024): Transparenz und Wertschätzung für eine gute Candidate Experience in Deinem Recruitingprozess. https://www.hrm.de/transparenz-wertschaetzung-candidate-experience/
- Randstad (2024): Candidate Experience optimieren. https://www.randstad.de/hr-portal/personalmanagement/recruiting/candidate-experience/
- ARTS (2022): Transparenz im Recruiting-Prozess – mit New Work zu einer besseren Candidate Experience. https://arts.eu/de/insights/artikel/transparenz-im-recruiting-prozess-mit-new-work-zu-einer-besseren-candidate-experience/
- McKinsey & Company (2025): Beyond the resume: Finding your best talent. https://www.mckinsey.com/featured-insights/people-in-progress/beyond-the-resume-finding-your-best-talent
- LinkedIn / Astoria AI (2023): Transparency in the Job Application Process. https://www.linkedin.com/pulse/transparency-job-application-process-astoria-ai
- Scout4Skills (2025): Kommunikation im Recruiting-Prozess: Transparenz ist der Schlüssel. https://www.scout4skills.com/recruiting/kommunikation-im-recruiting-prozess-transparenz-ist-der-schluessel-zu-erfolgreicher-talentgewinnung/
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