Applicant

What is an Applicant in HR?

In HR, an applicant is an individual who has formally applied for an open position within an organization. The application may be submitted through a company's careers page, an applicant tracking system (ATS), a job portal, email, recruitment agency, or another channel specified by the employer.

An applicant typically provides information that helps the organization determine whether they meet the requirements of the role. This may include their resume or CV, educational qualifications, professional experience, skills, certifications, contact details, and other information requested during the application process.

When does someone become an Applicant?

A person generally becomes an applicant when they formally submit an application for a particular job. Simply viewing a job advertisement, visiting a company's careers page, or expressing interest in a role does not necessarily make someone an applicant.

For example:

• Priya sees a job advertisement for a Content Writer role but does not apply. She is not yet an applicant.
• Priya submits her resume and completes the company's application form. She is now an applicant.
• The HR team reviews her application and shortlists her for an interview. She is now also being considered as a candidate.

The exact terminology can vary between organizations and their recruitment processes.

Applicant vs Candidate

The terms applicant and candidate are sometimes used interchangeably, but they can describe different stages of the recruitment process.

For example, if 500 people apply for a job, all 500 may initially be considered applicants. After resume screening, HR may shortlist 20 people for interviews. These 20 people may then be referred to as candidates.

However, there is no universal rule that requires every organization to use the terms in exactly this way. Some companies and recruitment systems use applicant and candidate interchangeably.

What information does an Applicant provide?

The information requested from an applicant depends on the organization, role, industry, and recruitment process. Common information includes:

1. Name and contact details

Applicants usually provide their name, phone number, email address, and sometimes their location so the organization can communicate with them about the application.

2. Resume or CV

A resume or CV gives the employer an overview of the applicant's education, professional experience, skills, achievements, and other relevant qualifications.

3. Educational qualifications

Applicants may be asked to provide information about their degrees, diplomas, certifications, institutions attended, and relevant academic qualifications.

4. Work experience

For experienced roles, applicants may provide details about their previous employers, job titles, responsibilities, duration of employment, and relevant achievements.

5. Skills and certifications

Applicants may list technical, functional, or professional skills relevant to the position. Certain roles may also require specific licences or certifications.

6. References

Some employers may ask applicants to provide professional references who can verify their previous work experience or provide information about their professional capabilities.

7. Other information required for the role

Depending on the position, an organization may request additional information or documents, such as a portfolio, writing samples, work authorization details, or responses to job-specific questions.

Applicants should provide accurate and truthful information and should avoid submitting documents or credentials that misrepresent their qualifications.

What happens to an applicant during the hiring process?

Once an applicant submits an application, the organization typically evaluates the application against the requirements of the role.

A general recruitment journey may look like this:

Step 1: Application

The applicant submits their resume, application form, and other requested information.

Step 2: Resume screening

HR or the recruitment team reviews the application to determine whether the applicant's qualifications, experience, and skills broadly match the job requirements.

Some organizations use an Applicant Tracking System (ATS) to help organize and filter applications.

Step 3: Shortlisting

Applicants who appear to meet the requirements may be shortlisted for the next stage. Others may be rejected or kept in the recruitment database for consideration for future opportunities, depending on the organization's process.

Step 4: Interview or assessment

Shortlisted applicants may be invited for one or more interviews, assessments, technical tests, assignments, or other evaluations.

Step 5: Selection

After evaluating applicants, the organization identifies the person or people it wants to hire.

Step 6: Job offer

The selected applicant may receive a formal offer containing details such as the role, compensation, benefits, location, joining date, and other applicable terms.

Step 7: Joining

Once the selected applicant accepts the offer and completes the required pre-joining formalities, they can proceed to join the organization as an employee.

Not every applicant will progress through every stage. Some applications may be rejected during initial screening, while others may be withdrawn by the applicant.

What are an applicant's rights and responsibilities?

The recruitment process involves responsibilities for both the employer and the applicant. A smooth and professional process requires applicants to provide accurate information and employers to communicate clearly about the recruitment process.

Applicant Responsibilities

1. Provide accurate information

Applicants should ensure that the information in their resume, application form, and supporting documents is accurate. Qualifications, employment history, skills, and other relevant details should not be intentionally misrepresented.

2. Submit required documents

Applicants should provide the documents requested by the employer within the specified timeline. Missing information can delay the review of an application.

3. Meet application deadlines

If a job posting has an application deadline, applicants should submit their applications before the stated deadline unless the employer indicates otherwise.

4. Be responsive

Applicants may need to respond to emails, phone calls, interview invitations, assessment requests, or requests for additional information during the hiring process.

5. Prepare for interviews and assessments

If shortlisted, applicants should prepare for interviews, tests, assignments, or other assessments relevant to the position.

6. Communicate professionally

Applicants should maintain professional communication with recruiters and hiring teams throughout the process, including when asking questions, requesting clarification, or withdrawing an application.

Applicant Expectations

Applicants can generally expect the recruitment process to provide clear and professional communication. Depending on the organization's process, this may include:

1. Clear information about the role

The job description should provide relevant information about the position, such as responsibilities, required qualifications, skills, and other applicable requirements.

2. Information about the application process

Applicants should be able to understand how to apply and what information or documents they need to provide.

3. Professional communication

Recruiters and hiring teams should communicate professionally when interacting with applicants, particularly during interviews and other stages of the hiring process.

4. Information about relevant next steps

Where the organization provides such updates, applicants may be informed about interviews, assessments, additional requirements, or changes in their application status.

5. Fair and consistent consideration

Organizations should have a structured recruitment process and evaluate applicants according to the requirements and criteria relevant to the position, while complying with applicable employment and anti-discrimination laws.