20+ common recruiting terms you MUST know by heart

Quick question: If a client asks about your TTF in a meeting, do you answer confidently—or secretly Google it under the table?

(Well, we’ve all been there. 😛)

When you are getting started in the recruitment industry, knowing terms like ATS, CRM, cost-per-hire, and time-to-fill (TTF) is a game changer.

Being well-versed in the key terms helps you communicate clearly and confidently and navigate client meetings and hiring discussions.

To help you stay ahead, we’ve compiled a guide to 23 essential recruiting terms—so you’re always speaking the language of success!

23 recruitment terms every recruiter needs to know

1. Candidate sourcing 

Candidate sourcing is the process of uncovering talent for current or future roles.

Instead of sitting back and waiting for applications, you search for people who could be the perfect fit, even if they’re not actively job hunting. 

Sourcing involves looking beyond the surface—exploring job boards, LinkedIn, professional groups, and referrals to find candidates with potential. 

This proactive approach keeps your hiring pipeline strong and ready. 

For example, say you’re hiring a software engineer. Instead of waiting for applicants, you:

• Run a targeted LinkedIn search using specific skills and locations
• Check your ATS for past candidates who were a close match
• Ask your engineering team for referrals
• Engage with developers on GitHub or Stack Overflow

2. Active/passive candidates 

When searching for the right talent, candidates fall into two categories: active and passive.

Active candidates actively seek new opportunities and are easy to spot. 

These candidates have resumes on job boards, apply directly to job postings, and are ready to make a move.

On the other hand, passive candidates aren’t actively job hunting but might be open to new opportunities if the right one comes along. 

Both types of applicants are essential to a recruiter’s success, and using the right approach with each can make a huge difference in building a strong team.

Additional tip: Don’t just send a generic job description if you’re contacting a passive candidate. 

Instead, highlight why the role is a great match for them—whether it’s career growth, flexibility, or working on exciting projects. 

A little effort in your approach can go a long way!

3. Candidate screening 

Candidate screening is the process of reviewing resumes, cover letters, and conducting brief phone interviews to ensure applicants meet the job’s basic qualifications.

This step saves you time by filtering out applicants who don’t have the right skills or experience so you can focus on stronger candidates during the later stages of the hiring process. 

It keeps things efficient and ensures you’re only moving forward with people who match the job demands. 

It’s a simple but crucial part of building the right team.

Screening is your first real interaction with a candidate, so use it wisely! 

Ask the right questions, pay attention to their communication, and judge their enthusiasm for the role.

For example, let’s say you’re hiring a marketing coordinator. Instead of just checking if they’ve worked in marketing before, you might ask:

• Can you give an example of a successful campaign you worked on?
• How do you handle tight deadlines and shifting priorities?

This way, along with the experience, you will also get a glimpse of how they think and work. 

4. Applicant tracking system (ATS) 

While juggling with hundreds of applications, it’s easy to feel overwhelmed, but if you have an  ATS system, it will:

• Keep candidate data centralized.
• Easily monitor who has applied.
• Track where the candidate is within the process.
• Highlight their qualifications.

If you’re hiring a sales manager and receive 200 applications, an ATS can scan resumes for key skills, rank top candidates, and auto-schedule interviews, saving you hours of manual work. 

It streamlines the entire process, making recruitment far less stressful.

5. Candidate pipeline

A candidate pipeline is a well-organized system that tracks applicants from when they show interest in a job to when they’re hired. 

They move through stages like initial screening, interviews, and reference checks, and you can track their progress. 

A healthy talent pipeline ensures you’re never scrambling to find applicants at the last minute because you already have a pool of hires ready. 

Imagine you’re a recruiter for a retail company that experiences a seasonal hiring rush every December. 

You won’t need to scramble at the last minute if you’ve built a pipeline of past applicants, referrals, and passive candidates. 

Instead, you can reach out to already-interested candidates and fill positions quickly—saving time, effort, and stress.

6. Talent acquisition

Talent acquisition is the process of building a long-term strategy for attracting, hiring, and retaining top talent. 

It takes a more holistic approach to look at the overall workforce needs of the company now and in the future. 

This process involves developing employer branding strategies, relationships with passive candidates, and planning for future talent gaps. 

It’s about understanding the company’s goals and ensuring the right talent is in place to meet them. 

Why does talent acquisition matter?

Companies that invest in talent acquisition aim to build a talent pipeline for future success. 

For example, a healthcare organization expanding into new regions doesn’t wait until hospitals are ready to open before hiring. 

Instead, it partners with universities, attends job fairs, and creates internship programs well in advance. 

By the time they need staff, they already have a pool of trained and interested candidates.

Talent acquisition ensures you’re always one step ahead, reducing time-to-hire, improving candidate quality, and strengthening company growth.

7. KPI 

A KPI, popularly called recruitment KPI or Key Performance Indicator, helps you track the success of your hiring process and provides valuable insights for improvement.

• Time-to-hire – Measures how quickly you fill positions, helping you assess efficiency.
• Cost-per-hire – Calculates how much you spend hiring a new employee, ensuring budget effectiveness.
• Offer acceptance rate – Shows how often candidates accept your job offers, indicating how attractive your company and compensation package are.
• Candidate satisfaction – Reflects the experience candidates have during the hiring process, impacting employer branding.
• Quality of hire – Evaluates how well new hires perform and stay with the company, ensuring long-term success.

These metrics give you a clear picture of what’s working and needs attention, ensuring your recruitment strategy stays on track. 

8. Cultural fit 

Cultural fit means hiring someone who aligns with your company’s values and work environment. 

It’s mainly about how they work with your team and adapt to your style.

When you get this right, you’ll see happier employees, better retention, and a workplace everyone loves.

9. Candidate relationship management (CRM) system

Candidate relationship management (CRM) system is a tool that helps recruiters build and maintain long-term connections with applicants, even when there isn’t an immediate job opening. 

With a recruitment CRM, you can track every interaction, follow up seamlessly, and keep candidates engaged through personalized emails and updates. 

It’s perfect for maintaining relationships with passive candidates or those who’ve applied in the past but weren’t hired.

Imagine you’re hiring sales managers regularly. 

Instead of starting fresh each time, a CRM lets you re-engage past applicants who were strong candidates but weren’t hired previously. 

With a few clicks, you can send a targeted email about a new opportunity, saving time and ensuring a warm candidate pool rather than sourcing from scratch.

A recruitment CRM turns cold leads into warm connections, making hiring faster, more personal, and more effective in the long run.

10. Boolean search 

Boolean search is an intelligent filter that helps you narrow down results and find exactly what you want. 

Whether on job boards, LinkedIn, or other platforms, it helps you cut through the noise and focus on the right candidates.

• Use “AND” to include multiple keywords (e.g., “data analyst” AND “SQL”).
• Use “OR” to search for one or another keyword (e.g., “developer” OR “programmer”).
• Use “NOT” to exclude specific terms (e.g., “data analyst” NOT “intern”).

Let’s say you’re looking for a marketing manager with experience in SEO but not internships. Instead of searching manually, you can use:

📌 “marketing manager” AND SEO NOT “intern”

This will filter out irrelevant candidates, ensuring you only see experienced professionals.

Mastering Boolean search helps save time, increase accuracy, and find top talent faster without digging through endless resumes.

11. Referrals 

Instead of starting from scratch with every job opening, referrals tap into your existing network of employees, colleagues, or industry connections to find talent that’s already vouched for.

Employee referrals are particularly valuable because current staff members will likely recommend candidates who fit the company culture and can perform well. 

It’s a faster and often more reliable way to find candidates since there’s already a level of trust involved. 

For example, if you are hiring for a graphic designer. 

Instead of relying solely on job boards, you announce an internal referral program—offering employees an incentive for recommending strong candidates. 

One of your marketing team members refers a former coworker with an impressive portfolio. 

Since the referral comes from a trusted source, you can fast-track the interview process and fill the role quicker than usual.

As referrals come with a higher success rate and lower turnover, they’re one of the most effective hiring strategies in recruitment.

12. Recruitment process outsourcing (RPO) 

Recruitment process outsourcing (RPO) is when a company hands over part or all of its hiring process to a third-party recruitment provider. 

These vendors supply the staff, technology, and processes needed to manage recruitment efficiently.

An RPO provider can work on-site, remotely, or through a hybrid model, handling everything from sourcing and screening to interviews and onboarding. 

This lets internal teams focus on strategic priorities while experts ensure high-quality hires.

13. Job requisition 

A job requisition is the official approval to hire for a role.

Think of it as a document that spells out everything you need to know about the role: job title, responsibilities, qualifications, salary range, and all the other essential details.

This lays the groundwork for the hiring process, ensuring clarity and structure. 

It brings HR, recruiters, and hiring managers together, creating a shared understanding of the role’s requirements. 

A well-prepared job requisition goes beyond defining the position, helping the team focus on finding the right candidate.

Imagine you’re hiring a marketing manager. 

You don’t want to spend weeks sourcing candidates only to realize the hiring team had different expectations all along. 

With a well-prepared requisition, you’ll know exactly what to look for, making the hiring process faster, smoother, and way less frustrating.

14. Diversity, Equity, and Inclusion (DEI) 

Diversity, Equity, and Inclusion (DEI) ensures that all employees have the same opportunities to thrive regardless of their background. 

While diversity focuses on bringing people together from different races, genders, and experiences, equity ensures everyone has access to the same resources and opportunities for advancement. 

Inclusion is about creating an environment where all voices are heard and valued.

In recruitment, DEI efforts help ensure that hiring practices are fair, unbiased, and open to various candidates. 

15. Candidate ghosting 

Candidate ghosting is the ultimate disruption in your recruitment flow. 

One moment, you’re exchanging emails or scheduling interviews, and the following— radio silence. 

Candidates might stop responding after showing interest, or recruiters may fall off the radar after initial screening.

This breakdown can mess with timelines and make things awkward for everyone involved. 

To minimize ghosting, establish clear expectations at every stage of the process. 

Consistent follow-ups and timely updates show you’re invested in the relationship. It’s also essential to stay approachable so applicants feel comfortable staying in touch. 

To minimize ghosting:

• Set clear expectations – Let candidates know the next steps and response timelines upfront.
• Follow up consistently – Regular check-ins keep candidates engaged and less likely to drop off.
• Stay approachable – Make sure candidates feel comfortable communicating concerns or delays.
• Use automation – Tools like email reminders and text follow-ups can keep the process smooth.

16. Employer branding 

Employer branding amplifies what your company stands for and why it’s a fantastic workplace.

It’s how you showcase your culture, values, and benefits to the world. 

When candidates hear about your company, they should think, “Wow, I want to work there!”

Employer branding helps in building a reputation that speaks louder than job descriptions. 

How to improve employer branding?

• Social media presence – Show off your work culture on LinkedIn, Instagram, and Twitter.
• Careers page & website – Highlight employee stories, company perks, and growth opportunities.
• Employee testimonials & reviews – Platforms like Glassdoor give candidates a glimpse of your work environment.
• Company values & mission – Be clear about what you stand for and why employees love working for you.

17. Retention rate 

Retention rate measures how well a company keeps its employees.

Investing in retention creates an environment where employees feel appreciated, connected, and excited to grow with you. 

Providing opportunities for learning, recognizing their efforts, supporting work-life balance, and fostering a positive atmosphere all help build that sense of belonging.

A strong retention rate reflects how well you care for your team. It reduces turnover chaos, strengthens morale, and fuels long-term success.

18. Candidate experience 

Candidate experience refers to how job seekers feel throughout the hiring process.

Every interaction counts, from when they click on your job post to the final conversation. 

Quick responses, clear communication, and a respectful process show candidates they’re more than just another application in your inbox.

When you create a positive experience, even candidates who don’t land the job will leave with a good impression of your company, and that kind of reputation is priceless.

A well-structured process also presents a higher likelihood of acceptance as the candidate believes that the employers have earned their respect for the time. 

A slow process or an ineffective hiring process creates a high attrition rate. 

In such cases, top talent disinterests itself from the hiring firm and shifts towards competitors. 

This means investing in clear communication, timely feedback, and a smooth hiring journey in order to position your company as an organization where people genuinely want to work.

19. Onboarding 

Onboarding mainly provides new hires with the resources, support, and understanding they need to feel confident in their new role. 

From setting up their accounts to introducing them to the team, onboarding ensures they know where to find what they need and feel like they belong.

It helps to – 

• Boosts productivity – A structured onboarding process helps new hires settle in faster and contribute sooner. 
• Increases retention – Employees who have a positive onboarding experience are more likely to stay long-term. 
• Improves engagement – When employees feel supported and connected, they’re more motivated and invested in their work.

A smooth experience can make all the difference in setting the tone for a new hire’s journey with you. 

20. Internal mobility 

Internal mobility is about promoting or transferring employees within the organization, allowing them to grow without leaving. 

It’s an efficient strategy that helps maintain a loyal workforce while filling positions with capable, motivated talent.

When employees see a clear path for growth within your company, they’re far more likely to stay, which boosts retention and reduces turnover. 

Internal mobility also saves time and costs by filling roles with employees who already understand the company culture and processes—eliminating the need for extensive recruitment and onboarding. 

Also, providing career development opportunities keeps employees engaged and motivated, as they feel valued and see potential for advancement. 

21. Recruitment marketing 

Recruitment marketing is all about attracting top talent before they even apply. 

Instead of waiting for candidates to come to you, you actively promote your employer brand, company culture, and job opportunities to engage potential hires.

It involves strategies like employer branding, targeted job ads, social media engagement, and content marketing to ensure your company stands out in a competitive job market. 

How to improve recruitment marketing?

1. Employer branding improvement

• Let company culture and values shine through social channels.
• Include testimonials from the employees on how one can grow professionally.

2. Social media utilization

• Share interesting content through LinkedIn, Instagram, and Twitter.
• Short videos and behind-the-scenes information can be good material.

3. Data-driven job postings

• Post job advertisements at the right location on job boards and social media.
• Use keywords in job descriptions to ensure search optimization.

4. Content marketing

• Write blog posts, make videos, or share success stories of the employees.
• Career resources to attract and build trust

5. Build a talent pipeline

• Stay in contact with former applicants and passive candidates.
• Email campaigns and virtual events.

6. Optimize candidate experience

• Easy and mobile-friendly application process.
• Personalized communication. Provide timely updates.

22. Direct hire

Direct hire will:

• Place employees directly on the company’s payroll.
• Provide full-time benefits like health insurance, retirement plans, and paid leaves.
• Ensure higher job stability and employee retention.
• Attract top talent for critical and specialized roles.

Unlike temporary or contract hiring, direct hires become integral to the team from day one, leading to better engagement and productivity.

23. Background check

When hiring, a background check is one of those must-do steps that can’t be skipped. 

It’s your chance to double-check that the info a candidate gave you is solid and to dig a bit deeper into their past. 

Whether it’s confirming their job history, making sure their education checks out, or running a criminal record check, you’re protecting both your team and the candidate. 

It’s a small investment of time to ensure you bring on someone with the right experience and character.

Frequently asked questions

1. What are the 3 P’s of recruitment?

The 3 P’s of recruitment are Proactive, Professional, and Personable. 

As a recruiter, you must be proactive by actively sourcing candidates and not just waiting for resumes. 

You also need to be professional—ensuring everything from your communication to your hiring process is smooth and respectful. 

And let’s not forget personable! 

Building genuine relationships with candidates and understanding their needs helps create a positive experience for everyone involved. 

2. What is SLA in recruitment?

SLA stands for Service Level Agreement. 

In recruitment, the agreement between you and the hiring manager (or client) outlines expectations for things like how quickly you should respond to candidates, how fast you should fill positions, or the quality of candidates to be provided. 

It’s all about setting clear timelines and deliverables to ensure everyone is on the same page. 

A well-defined SLA helps to keep the process smooth and ensures you’re meeting expectations so there are no surprises down the road.

3. What are the 3 C’s in recruitment?

The 3 C’s in recruitment stand for Candidate, Culture, and Compensation.

• Candidate: This refers to finding the right person with the skills that align with the team’s values and goals.
• Culture: You want to make sure the candidate will fit well within the company’s culture. A great fit means they’re more likely to stick around and thrive.
• Compensation: Offering the proper pay and benefits package is key to attracting top talent. If you’re not competitive here, you may lose out to other companies.

You’re more likely to make lasting, successful hires when all three are balanced.