How to Use 'KIV' Professionally in Recruitment Decisions

Hiring is rarely a straight line. You meet several promising candidates, but the final decision isn’t always immediate. That’s when many HR teams in Malaysia turn to the term “KIV” or “Keep In View.”

It sounds harmless, but what does it really mean and when should employers use it?

We’ll explain the meaning of KIV in recruitment, why it matters, and how to use it professionally when managing candidates.

What Does "KIV" Stand For

"KIV" stands for Keep In View. It's commonly used in Malaysian workplaces to indicate that a candidate is being kept in consideration, but no final decision has been made yet. This can happen after an interview or even during resume screening.

Saying a candidate is "KIV" is not the same as rejecting them, but it’s also not a confirmation of hire. It means the candidate remains under review, often while the employer waits for other internal or external factors to be sorted out.

When and Why Employers Use “KIV”

Hiring managers or recruiters usually keep a candidate in view for a few key reasons:

The candidate is qualified, but not a match for the current role.

Sometimes a person has strong skills, but their background isn’t quite right for the job at hand. Instead of rejecting them, you keep their profile aside for potential openings.

The role is currently on hold.

Internal restructuring or budget reviews might delay hiring decisions. During this time, qualified applicants are tagged as "KIV" until a final decision can be made.

Talent pool building.

You might want to build a list of potential candidates for roles that haven’t opened yet. This is common when you anticipate hiring needs but haven't started the official process.

Still evaluating other candidates.

When multiple strong applicants are being considered, some are marked as "KIV" while the team compares notes and completes further rounds of interviews.

How to Handle KIV Candidates Professionally

Placing a candidate under KIV status should come with responsible communication. Here’s how to manage it properly:

Send a polite email update.

Let the candidate know that their application is still under consideration. This keeps the relationship open and transparent. Avoid giving false hope, but do keep the door open.

Set a timeframe if possible.

If you know the hiring process will be delayed by two weeks, say so. If not, let them know you will reach out if relevant roles open up.

Use ATS tagging.

In your applicant tracking system, tag KIV candidates clearly. Write short notes on why they were kept in view so future hiring managers understand the context.

Review KIV profiles regularly.

Don’t let good candidates sit in the database for too long. Revisit your KIV list whenever a similar job opens up.

Pros and Cons of Keeping Candidates In View

There are benefits and downsides to using the KIV approach:

Pros

You build a ready talent pipeline, saving time in future hiring.
It reduces cost-per-hire since you don’t need to source from scratch.
You already have pre-evaluated profiles ready when new roles pop up.

Cons

Delays can frustrate candidates, especially if no communication is made.
Some high-quality applicants may move on to other offers.
Poor handling of KIV communication can hurt your company’s image.

Tips for Recruiters in Malaysia

Here are a few ways to make your KIV process smoother:

Use clear internal tags like "KIV - Strong but Overqualified" or "KIV - Role on Hold" so others in the team understand the reason.
Set monthly or quarterly reminders to review your KIV pool.
Prepare templates for KIV communication.

Below are some KIV communication template examples that you can use:

Subject: Update on Your Application with [Company Name]

Dear [Candidate Name],

Thank you once again for taking the time to attend the interview with us for the [Job Title] position.

At this stage, we are still reviewing a few more candidates before making our final decision. Your profile remains under consideration, and we have placed it under "Keep In View" (KIV) status.

We truly appreciate your patience and interest in joining [Company Name]. We will reach out again once we have any updates.

Warm regards,
[Your Name]
[Your Position]
[Company Name]

Subject: Application Status – [Job Title] at [Company Name]

Dear [Candidate Name],

Thank you for your time and effort during the recent interview process.

You are a strong candidate, and we appreciate your qualifications and experience. However, due to internal changes, the hiring for this position is currently on hold.

We have placed your application under our “Keep In View” (KIV) list and will reach out if a suitable opportunity arises in the near future.

Thank you again for your interest in [Company Name].

Sincerely,
[Your Name]
[Your Position]
[Company Name]

Subject: Thank You for Interviewing with [Company Name]

Hi [Candidate Name],

It was a pleasure speaking with you during the recent interview. While we’ve decided to move forward with another candidate for this specific role, we genuinely value your profile.

We’ve placed you in our KIV (Keep In View) pool for future opportunities that match your skills and experience. Please feel free to stay connected and check our careers page from time to time.

Wishing you all the best in your job search.

Kind regards,
[Your Name]
[Your Position]
[Company Name]

Real Example Scenarios

1. Role freeze after internal restructuring

A company interviews several candidates for a new department. Before making offers, leadership decides to restructure the team. HR informs candidates that the role is temporarily on hold and their applications are marked as KIV.

2. Internal promotion fills the role

An external applicant goes through two interviews. Right before the offer, the role is given to an internal employee. Rather than drop the external candidate completely, the recruiter marks them as KIV in case other roles open soon.

3. High-potential candidate with no vacancy

A resume comes in from a high-potential candidate, but there’s no suitable opening at the moment. The recruiter tags the candidate as KIV and reaches out a month later when a relevant position opens.

FAQ

What does KIV mean in HR or recruitment?

It stands for Keep In View. It means the candidate is still being considered, but no decision has been made.

Is KIV a rejection?

No. It means the candidate is not selected now, but might be in the future.

How long can a candidate be under KIV status?

There’s no fixed rule. Some stay under KIV for a few weeks, others for months. It’s best to review KIV candidates regularly.

Should I notify candidates that they are under KIV?

Yes. A short professional email helps manage expectations and keeps communication open.

What is the difference between KIV and shortlisted?

Shortlisted means the candidate is actively moving to the next stage. KIV means they are kept aside for possible future consideration.

Can KIV candidates be reconsidered for future roles?

Yes, that’s the purpose of keeping them in view. It saves time and helps maintain a strong candidate pool.

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