How to increase the acceptance rate in IT recruitment?

In the world of IT recruitment, where skilled specialists are hard to find and time is rarely on our side, every rejected offer comes at a cost – time, energy, and sometimes money. That’s why effective offer management is no longer just the final step of the process – it’s become a crucial part of recruitment strategy.

The good news? You can absolutely influence the outcome. Instead of relying on luck, it’s worth being intentional about how, when, and in what style you present an offer.

In this article, we’ll cover:

What is the acceptance rate, why it matters, and what’s considered a “good” benchmark in IT recruitment?
Why effective offer management starts long before the offer is actually sent?
The most common mistakes that lead to rejections – and how to avoid them?
How to create offers that connect emotionally, not just financially?
What tools can help reduce the risk of a “no”?
How to stay in control after the offer is made – and avoid losing top talent at the finish line?

The scale of the challenge: what counts as a good acceptance rate?

In IT agency recruitment, a 60–70% acceptance rate is considered solid – even standard. But results can vary widely – from 30% in tough quarters to over 90% in processes built on strong relationships and trust.

And while some rejections are inevitable, there are plenty of situations where your actions can make the difference. Below, we share practical strategies that help increase offer success rates – inspired by companies like Google, SAP, and Snowflake, but just as relevant to smaller teams.

Because the offer isn’t the end of the process – it’s the turning point. And there’s no room for guesswork.

That’s why we’ve compiled a list of 7 actions that make a difference.

1. Start selling the offer from the very first conversation

A well-run process makes the decision feel obvious early on – so that accepting the offer and signing the contract becomes just a formality. But for that to happen, you need to be playing on the same team with the candidate from the very start. If you only start thinking about closing the deal once you’re sending the offer – you’re already several steps behind. The offer stage isn’t a chance to fix mistakes. It’s the result of a well-designed, strategic process.

The most effective offers are built on a deep understanding of the candidate’s motivations. What draws them in? What pushes them away? And what needs to change for saying “yes” to feel like the obvious next step?

What’s worth doing from the very first conversation?

Ask direct questions, for example: “What would need to happen for you to accept an offer?”

This shows the candidate that their needs matter – and gives you valuable clues to help guide the process effectively.

Identify real needs – not just the financial ones

For one candidate, working 100% remotely might be the dealbreaker. For another, it could be a clear path to promotion. Salary is often just the tip of the iceberg.

Get to know the “influencers” behind the decision

Candidates don’t always decide alone. It might come down to a partner, children, a mortgage, aging parents – or even a cat that would treat relocation as a personal insult. It’s worth asking:
“Who else might influence your decision?”

In reality, a skilled recruiter closes the deal before the offer is ever sent. That final conversation? It should be just confirmation that everything is going according to plan. If you’re still trying to fix things at that point – something probably went wrong earlier.

2. Transparent communication that builds trust

Recruitment doesn’t require tricks or half-truths. Candidates can quickly sense whether you’re being honest – and when they do, they’re more likely to stay in the process until the end. Lack of transparency? That’s the fastest way to lose trust and ruin even the most promising recruitment effort.

A lack of information creates space for doubt, anxiety… and competing offers. A candidate who knows what’s happening feels taken care of. Sometimes a single sentence – “We’re still waiting on a final decision, I’ll get back to you Friday” – is all it takes to keep the process on track.

70% of candidates consider lack of information to be the biggest “ red flag“ in recruitment.
source: Greenhouse Candidate Interview Experience Report

How to ensure full transparency in communication with candidates?

Stay in regular contact – especially after the final interviews.

One of the biggest mistakes? Radio silence after the last stage

For you, it’s just time for internal discussions. For the candidate, it’s stress, uncertainty, and the thought: “Maybe I should start looking elsewhere…”

Explain what’s happening at each stage

Don’t assume the candidate knows your internal workflow. Say something like: “Next, you’ll speak with the tech team. After that, the decision may take up to a week.” A simple update reduces tension and builds trust.

Be upfront about limitations

Candidates understand reality – budgets, approvals, timelines – as long as someone communicates them. Being met with silence or a last-minute surprise at the offer stage is a direct path to a “no.”

54% of candidates dropped out of the recruitment process due to poor communication from the recruiter/employer.
source: Criteria, 2023 Candidate Experience Report

You don’t need to put on a big show – just be honest and consistent. Trust is built through clear communication and integrity.

3. It’s not just about salary – it’s about total compensation

For candidates, it’s rarely just about the numbers. What truly matters is what’s behind the job change – growth opportunities, team culture, and a sense of agency over their career path.
Even if they don’t ask about everything directly, they’ll quickly notice when you skip over what really matters to them.

In fact, many offers aren’t rejected because of salary.
Because your offer, at the end of the day, is more than just a number – it’s a vision of change and a promise of progress.

How to communicate your offer so candidates see its real value?

Show the big picture

Annual bonuses, RSUs, flexible hours, private healthcare, learning budgets, mentoring – it’s all part of the compensation. Make sure the candidate understands the full value of what you’re offering.

Three out of four candidates openly admit that, in addition to salary, it is the benefits and additional perks that are a key influence on their decision to accept an offer.
source: Randstad Employer Brand Research 2023

Talk about growth, impact, and company culture

Candidates want to know if they’ll truly be able to make a difference – whether their opinions will be heard and considered in important decisions. They’re curious about how your company supports growth in practice: is it just basic training, or are there exciting projects, mentoring opportunities, and a clear career path? Team atmosphere also matters. Do people collaborate and support each other? Or is it all about micromanagement and tight control? These are the details that often tip the scales when a candidate is deciding whether to say “yes” to your offer.

Translate the offer into real-life benefits

Anyone can list perks – but not everyone can show how those perks will actually impact a candidate’s daily life. Candidates aren’t looking for vague lists. They want specifics that spark their imagination, build emotional connection, and help them feel the value of the change.

Instead of saying “flexible working hours”, say:
“Flexible hours mean you can pick up your child from preschool.”

Instead of “growth opportunities”, say:
“80% of our team gets promoted within two years.”

These kinds of details build emotional engagement – and that’s often worth more than a 2,000 PLN raise. Because ultimately, a well-told story around the offer can be more powerful than the numbers. And if you don’t tell that story – someone else will.

4. Show emotion: be excited

The offer moment is the emotional high point of the recruitment process. For you, it may be just another step – but for the candidate, it’s one of the most important professional moments in years. Don’t ruin it with a bland: “Please find the attached offer.”

Instead of writing “Your application has been approved”, say:“We’re genuinely excited about the idea of working with you!” Messages like this spark emotion and make your offer stand out – especially in the IT world, where communication is often dry and transactional.

How to stand out through real engagement?

Tell them how many people were in the process

If the candidate was selected from a pool of others, tell them.
Knowing they made the biggest impression out of ten or fifteen people builds confidence, a sense of achievement, and reinforces the idea that your offer is special.
That simple fact can make all the difference – especially if they’re considering other options.

Explain why they stood out

Don’t just say something generic – be specific about what impressed you.
For example:
“We were really impressed by how you approach technical challenges – especially your creativity and solution-oriented mindset.”

This kind of feedback helps the candidate feel seen and appreciated – and builds a personal connection even before they’ve signed anything.
That emotional bond increases your chances of them choosing your offer over others.

Paint a picture of what’s waiting for them

Tell the candidate what their first days or weeks will look like.
Introduce the team, name their onboarding buddy, and mention the project they’ll get to contribute to. These little details help them visualize themselves in the role before they’ve even said yes. It lowers the anxiety that comes with change – and builds anticipation.

When the moment to decide comes, it’ll be easier – and you’ll be more likely to hear that “yes.”

Show genuine emotion – and that you’re happy for them

“We can’t wait for you to join us!” – sounds simple?
Maybe. But when said with sincerity and excitement, it makes a huge difference.
Candidates want to feel that you’re not just opening the door – but that you and the entire team are truly looking forward to having them on board.

A job offer is more than just a decision point – it’s an experience. One the candidate will remember for a long time. So make it as positive and authentic as possible. You only get one chance to make a first impression – don’t waste it.

5. Never assume. When in doubt – ask

The biggest enemy of effective offer management?
Assumptions.

“ I’m sure he’ll agree – it’s quite a promotion for him.“
“ He said a month ago that 20k was enough for him.“
– famous last words

Candidates won’t always tell you everything on their own. But if you give them space, show openness, and ask the right questions, you’ll learn much more. And when you do, the offer you present will hit the mark – giving you a real advantage.

Instead of making assumptions, just pick up the phone and ask:

Do you have all the information you need about the offer?
It might feel obvious to you, but the candidate could still be waiting for details on RSUs, hybrid work arrangements, or onboarding.
Don’t assume – double-check.
Do you have any doubts or questions?
Sometimes a single unclear line in a contract can create unnecessary worry.
The sooner you spot and address it, the less chance there is of the candidate drifting away.
Is there anyone else you’d like to speak with?
Maybe their future manager? HR? Or even you, again?
Let this be their process – not just your presentation.

Don’t make blind offers. Instead of guessing what the candidate is thinking – ask.
The difference between “yes” and “no” might come down to a single key question asked at the right moment.

6. Champion Call – the power of a peer perspective

Got a candidate who’s hesitating? Don’t try to convince them on your own. Set up a conversation with someone from the team – someone who once stood where they are now, had similar doubts… and is now happy they joined.

It might be a team member who switched from a corporate job to a startup, or moved from B2B contracting to full-time employment. Or someone who relocated with their family a year ago. Their voice makes a difference – because it’s not theory. It’s real-life experience.

Why organize a Champion Call?

Because nothing beats a real story
The candidate hears from someone who also had concerns – and who doesn’t regret the decision. That emotional context is something even the best recruiter can’t always provide.
Because insiders know the unspoken realities
Team culture, leadership style, how mistakes are handled, what onboarding really looks like – these are things no offer letter will tell you.
Because sometimes it’s not just the candidate who needs to be convinced
Job changes often involve loved ones – partners, kids, family.
Sometimes all it takes is someone saying:
“I moved here with my family – and looking back, it was absolutely the right choice.”
That short call can break through doubt and make a real impact.

Not everything can be solved with a polished list of perks. Sometimes, your best argument is simply another person – someone who’s been there, made the decision, and is glad they did.

7. Time is not on your side – stay active after making the offer

You’ve made the offer? Great. But now is not the time to go quiet. This is the moment when the candidate may need your presence and support the most.

Time kills all deals – that’s not just a catchy phrase. It’s a truth every seasoned recruiter knows.

If you send the offer and then wait two weeks in silence, you’re opening the door to counteroffers, hesitation, or the dreaded ghosting. At this stage, every hour counts – follow-up, availability, and small signals that show the candidate you’re eagerly waiting for them.
These little things can make the difference between a “yes” and a “maybe not.”

So what should you do instead of waiting passively?

Schedule a follow-up call when making the offer
Instead of ending with “Let me know what you decide”, say:
“I’ll give you a call in two days to talk through your decision.”
It’s a simple move, but it sets the pace and gives both sides a sense of control.
Don’t be afraid to ask directly
“Is this an offer you’d like to accept?”
It’s not pressure – it’s clarity. Both parties deserve an open, honest conversation.
Stay in touch – and not just by email
A short message on LinkedIn, a quick text, a call: “Is everything clear so far?” That’s not controlling – that’s care. You’re showing the candidate they’re not left on their own.
Show that you care
If you really want them to join – say it with enthusiasm. People want to work where they feel genuinely welcomed.

A well-prepared offer is an important milestone – but not the end of your job.
The process only ends when the candidate consciously chooses your company – not out of lack of options, but with real confidence. To make that happen, you have to stay present and attentive all the way to the finish line.

Preclosing – the secret weapon of top recruiters

Before you officially send the offer, run a test. Preclosing is a conversation designed to check whether the candidate is truly ready to say “yes” – before you give them the opportunity to say “no.”

What should you confirm in a preclosing call?

Do they have all the information they need?
Has anything changed in their situation?
Are there any new offers on the table?
Are their salary expectations still the same?
What’s their availability like?
Do they have any doubts or concerns?

Sounds like a formality? It’s not. It’s one of the best ways to avoid unpleasant surprises. Companies like SAP, Snowflake, and Google have made preclosing a standard part of their hiring process – and for good reason. It’s better to uncover risks early than to try and rescue a lost deal later.

Classic mistakes that destroy your acceptance rate

Even the best offer can get rejected – especially if you fall into one of these traps:

Forcing the candidate to reject the offer to open negotiations

This mentally prepares them to say “no” — and makes it easier to walk away.

Sending the offer without a conversation

An offer without context loses its impact. A real conversation allows you to anchor the proposal in the candidate’s values, motivations, and the relationship you’ve built throughout the process.

Not giving a deadline for the decision

If you don’t set time boundaries, the candidate can get stuck in overthinking, comparing, or “giving themselves time.” You stay in limbo and delayed decisions often become non-decisions.

Ignoring counteroffers

Don’t try to fight with money. Instead, go back to the real reasons they started looking. Remember their push/pull motivations – that’s your ace.

Play on the same team as the candidate

Recruitment isn’t a duel where one side tries to outsmart the other. It’s a shared decision – and a well-run process should make the candidate feel like there’s someone on the other side who truly listens and understands their needs.

That’s why you shouldn’t just act as a recruiter – but as a partner in a key career decision:

Track other processes the candidate is involved in – it helps you better assess the pace and risk.
Return to their original motivations – remind them why they started considering a job change in the first place.
Don’t compete just on salary – show that your offer meets their real needs, not just financial expectations.
Act like an advisor, not a salesperson – show that you’re helping them make a good decision, not just trying to “close the deal.”

Only then can you build the kind of trust that tips the scale – and makes them choose your offer.

Summary

Offer management isn’t about tricks. It’s about a thoughtful process, genuine relationship, and attention to detail – from the first message to the final signature.

Every step matters: conversation, communication, emotions, preclosing, follow-up… The more intentionally you implement these elements, the fewer offers will be rejected or pipelines lost – and the more deals will be closed with a confident, enthusiastic “yes.”

Want to know how the best recruiters do it?

Head over to our YouTube channel and watch Team Up Live! #7 – An Offer They Can’t Refuse: How to Get Candidates to Say YES. We sat down with Agnieszka Kiela-Pałys, a recruitment expert with experience at companies like Google, SAP, and Snowflake, to discuss how to craft offers that truly resonate.

Effective offer management is no accident – it’s a skill worth developing intentionally. Because candidates notice the difference between “just an offer” and a well-managed process where they feel truly understood.

If you want to level up your skills as an IT recruiter, check out our guide: List of skills that will help you become a successful IT Recruiter.