Leveraging passive candidate strategies to uncover hidden talent

Introduction



In a competitive housing market, the difference between a high-performing negotiator and an average one can impact hundreds of thousands in revenue. Yet many Estate Agency and Lettings firms rely on job boards and inbound applications alone—missing out on some of the best candidates in the industry. Why? Because your ideal hire might not be looking.

At Windmill9 Consulting, we specialise in finding these hidden gems—property professionals who aren’t actively applying, but are open to the right opportunity. This blog explores how you can tap into this passive talent pool and why it's the smartest strategy for scaling your team with quality people.

What Is a Passive Candidate?

A passive candidate is someone who isn’t actively applying for jobs, but would consider a move for the right role. They’re usually:

• Already employed

• Performing well

• Not scrolling job sites

• Open to being approached professionally

Passive candidates account for more than 70% of the professional workforce—and in property, many of the most skilled negotiators, managers, and listers fall into this category.

Why Relying Only on Active Applicants Is Limiting

Relying solely on job adverts means you’re fishing from the same shrinking pond as your competitors. With fewer quality candidates applying and many roles unadvertised, the top 10% of talent rarely enters the visible market.

Key limitations of relying only on active applicants:

• They may be applying to multiple roles—less committed.

• You miss out on loyal, high-performing professionals.

• It can lead to rushed or sub-par hires to fill gaps.

How to Attract Passive Candidates: Strategies That Work

1. Use a Specialist Recruiter

Partnering with a sector-specific recruiter like Windmill9 Consulting gives you access to curated networks and confidential connections built over years in property recruitment. We spend every day speaking to professionals who aren’t browsing job boards—but who are open to a quiet conversation.

2. Craft a Strong Employer Brand

Passive candidates are selective. They’ll consider:

• Your reputation

• Your team culture

• Career progression

• Commission structure and flexibility

Use social proof and case studies to demonstrate why your business is a better place to work than where they are now.

3. Offer What Matters Now

Flexibility, better tech, sensible targets, and recognition—these often outweigh even salary. Knowing the current pulse of the market helps tailor your offering and improve response rates.

4. Tap Into Your Network

Current staff, clients, and industry contacts can be referral goldmines. Offer an incentive, but more importantly, make it easy for people to refer.

5. Follow Up Promptly

Top professionals expect efficiency. A delayed response can lose a good candidate. Passive talent won’t chase—they’ll just stay where they are.

Common Mistakes to Avoid

❌ Posting jobs and waiting

❌ Ignoring soft skills in favour of a “perfect CV”

❌ Delaying interviews by weeks

❌ Underestimating how competitive the market is

What We’re Seeing at Windmill9

Across the Midlands and surrounding regions, we’ve seen a clear trend: the best hires come from conversations, not applications.

• Strong senior negotiators are staying put—but willing to move for more autonomy or better rewards.

• Office Managers and Valuers want flexibility, not just money.

• Entry-level candidates are ghosting job boards but engaging on LinkedIn and by referral.

Conclusion

In a tightening market, relying on active applicants alone is like leaving your shopfront lights off. The best candidates aren’t waiting for your job post—they’re succeeding elsewhere.

To attract and secure these individuals, you need time, insight, and the right message. Or, you can partner with someone who already has all three.

💬 Let’s Talk Talent

At Windmill9 Consulting, we specialise in uncovering top talent across sales and lettings—professionals who wouldn’t usually respond to a job ad.

If you’re looking to strengthen your team, we’d love to share what’s working now and introduce you to high-performing candidates who fit your culture, not just your job spec.

👉 Contact Us Today!

• 📞 Call: 0116 232 5181
• 📧 Email: contact@windmill9.uk
• 💻 Website: www.windmill9.uk 
•       Visit The Windmill9 LinkedIn Page