The job applicant is an individual who has transitioned from being interested in an opportunity to formally seeking a position. This transition involves a defined set of actions that trigger a formal review process within a company’s human resources infrastructure. Understanding the precise status of an applicant clarifies the expectations, responsibilities, and legal protections that govern the search for employment.
Defining the Job Applicant
A person achieves the status of a formal job applicant only after meeting specific, objective criteria, which distinguishes them from general job seekers. The definition is anchored to three requirements: the employer must be actively trying to fill a particular position, the individual must have indicated interest in that specific opening, and they must have followed the company’s standard procedures for submitting an application. This formal submission usually involves providing a resume, cover letter, and completing the required electronic application form for a designated job requisition number. Casual contact with a recruiter or submitting an unsolicited resume does not typically confer applicant status. A person remains an applicant until they withdraw from consideration or the employer officially removes them from the hiring pool.
The Formal Stages of Application
The journey of a job applicant is divided into distinct phases, each moving the person closer to a final decision. The moment the application is electronically submitted, the applicant receives an immediate, automated acknowledgment of receipt. This initial digital confirmation confirms the materials were successfully captured by the company’s Applicant Tracking System (ATS).
Applicant Screening and Shortlisting
The first substantial review is often conducted by the Applicant Tracking System, a software program that parses the application materials for keywords and qualifications matching the job description. The ATS assigns a match score based on alignment with the job posting, and it may automatically filter out applications that lack specific required skills or fail to meet minimum qualifications. Only applications that successfully pass this algorithmic screening are then forwarded to a human recruiter for review and potential shortlisting.
Interview Process
Shortlisted applicants are invited to the interview phase, which may consist of several rounds utilizing different formats. Behavioral interviews are common, often using the Situation, Task, Action, Result (STAR) method to gauge past performance as a predictor of future success. Technical interviews assess specific job-related skills through coding challenges or problem-solving exercises. Panel interviews involve the applicant meeting with multiple team members simultaneously, allowing the organization to gather diverse perspectives on suitability.
Final Decision
The final stage of the formal process is the resolution of the application, which results in either a job offer or a formal rejection. This decision is reached after a comprehensive evaluation of all interview feedback and a final review of the applicant’s qualifications against the needs of the role. For the successful applicant, this phase includes a detailed offer letter outlining compensation, benefits, and start date.
Distinguishing Applicant Types
Applicants can be categorized based on their existing relationship with the hiring organization and their level of engagement with the job market. The distinction between internal and external applicants centers on whether the individual is already an employee of the company. Internal applicants benefit from an existing knowledge of the company culture and processes, often leading to a faster hiring cycle. External applicants, who are recruited from outside the organization, offer a new perspective and introduce fresh skills, but they require more comprehensive vetting.
Another important distinction is between active and passive candidates, a difference based on their search intensity. Active candidates are those who are actively seeking a new role and submit applications in response to job postings. Passive candidates are currently employed and are not actively looking, but they may be open to a new opportunity if approached by a recruiter. While passive candidates must still complete the formal application steps to become an applicant, they are sourced through direct outreach.
Legal Considerations for Applicant Status
The formal definition of a job applicant is significant because it triggers specific regulatory and legal obligations for the hiring employer. Federal agencies require companies to track applicant data for Equal Employment Opportunity (EEO) reporting purposes. This compliance mandate ensures that organizations demonstrate their hiring practices are non-discriminatory and fair across protected classes. Once an individual achieves applicant status, they must be tracked through the entire hiring process, and their demographic data is used to analyze selection rates. This mandatory data collection and retention is required for a set period, regardless of whether the applicant is hired or rejected.
The Applicant Experience After Submission
After submitting the application materials, the applicant enters a period of waiting, which requires managing expectations regarding communication. The average time to hear back after the initial submission is typically between one and four weeks, with smaller companies often responding faster than larger corporations that handle a greater volume of applications. Applicants should track their submissions and use the timeline provided in the job description or by the recruiter, if available, as a guide.
Professional follow-up is generally appropriate if no response has been received within one to two weeks of the application date. This communication should be a brief, professional email to the hiring contact, reconfirming interest in the position and offering to provide any additional information. The goal of this outreach is to gently remind the hiring team of the application without appearing intrusive.