Not all candidates are the same. Some are actively hunting for a new job, refreshing job boards daily and applying to everything that fits. Others are happily employed, not looking at all, but might be open to the right opportunity if it landed in their inbox.

These two groups require completely different approaches. Treating them the same is one of the most common mistakes recruiters make.

What Makes a Candidate Active or Passive

Active candidates are in job-search mode. They've updated their CV, set up job alerts, and are actively applying to positions. They might be unemployed, unhappy in their current role, or simply ready for a change. When you reach out, they're receptive because finding a new job is already on their mind.

Passive candidates aren't looking. They're generally satisfied with their current position, not browsing job boards, and haven't thought about updating their CV in years. They're not opposed to a new opportunity, but they're not seeking one either. Most estimates suggest passive candidates make up 70% or more of the workforce.

The distinction isn't always binary. Some candidates fall somewhere in between: not actively applying, but casually open to interesting opportunities. These "passively open" candidates behave more like passive candidates in terms of how you need to approach them.

Working with Active Candidates

Active candidates are easier to find and engage. They're on job boards, they respond to postings, and they're motivated to move quickly. But this accessibility comes with tradeoffs.

Speed matters enormously. Active candidates are likely applying to multiple roles and talking to several recruiters simultaneously. If your process drags, they'll accept an offer elsewhere. When an active candidate enters your job funnel, prioritize moving them through stages quickly.

Competition is fierce for the same reason. Every other recruiter working similar roles has access to the same active candidate pool. You're unlikely to find hidden gems that nobody else has discovered.

The best source for active candidates is often your own talent pool. Past applicants and candidates from previous searches who weren't placed already know you. AI-powered search can surface these candidates when new roles match their profiles, giving you a head start over competitors sourcing from scratch.

Working with Passive Candidates

Passive candidates require a fundamentally different approach. You're interrupting their day with an unsolicited pitch, which changes everything about how you communicate.

Your outreach has to earn attention. Generic templates get deleted. To break through, mention something concrete about their experience, explain why this particular opportunity might interest them, and keep it brief. You're starting a conversation, not delivering a sales pitch.

The timeline is longer. Passive candidates aren't in a hurry because they're not unhappy. They might need weeks or months to warm up to the idea of moving. Add them to your talent pool, stay in touch periodically, and be patient. The candidate who isn't ready today might be perfect six months from now.

Selling matters more than screening. With active candidates, you're evaluating whether they're good enough for the role. With passive candidates, you're convincing them that the role is good enough to leave a job they're content with. Lead with what makes the opportunity compelling: the challenge, the growth potential, the team.

Referrals are often the best path in. People trust recommendations from their network more than cold outreach. When you place a candidate, ask who else they know. A warm introduction converts far better than a cold LinkedIn message.

Tailoring Your Approach

The key differences to remember:

The strongest recruiters work both pools simultaneously. For active candidates, focus on speed and responsiveness. For passive candidates, focus on relationships and persistence. Track all interactions in your ATS so you remember who candidates are when you reconnect later.

The Bottom Line

Active and passive candidates require different mindsets. Active recruiting is about speed and efficient screening. Passive recruiting is about patience and compelling storytelling.

Build a talent pool that includes both active job seekers and passive professionals you've cultivated over time. When the right role comes along, you can tap either source depending on what the situation demands.

Ready to manage both active and passive candidates? Try Adeptiq free and build a searchable talent pool you can tap whenever the right opportunity arrives.