Update a client when a candidate's availability changes

Availability can change between a candidate’s first conversation and a client interview. A recruiter should treat the update as new information rather than an inconvenience to hide. Confirm what changed, whether the candidate still wants to be considered, and what may be shared. The client can then decide how the revised timing affects its process.

Ask for the specific available date, any fixed commitment, and the candidate’s preferred wording. Do not explain personal circumstances beyond what the person authorizes. If the role has a critical start date, state that the client will need to assess the fit. A timely update is more useful than waiting until an offer conversation.

Candidate Amina called recruiter Theo and said, “My current project was extended through the end of May. I am still interested, but I cannot start in April.” Theo replied, “May I tell the client your revised available date and that the extension reflects an existing commitment?” Amina agreed. Theo told the hiring manager, “Amina remains interested and is available June first. She asked me to keep the reason general. Does that timing still fit your interview plan?” The manager said the team could consider a June start and moved the interview forward.

Practice with a role that has a stated start date. Write a short candidate confirmation and a separate client update that contains only approved facts. Then roleplay a client asking for personal detail. Keep the response focused on the candidate’s authorized information and the decision the client needs to make. A reviewer can check whether both messages preserve trust and give each person a usable next step.