How to Reject a Job Candidate
The hiring and recruitment process entails the rejection of job candidates that were not selected for the available position. A longer time frame to inform rejected candidates may be required if the job opening attracted several applicants. Whether your rejection process includes many candidates or just a few, utilize these tips to reject job candidates.
Confirm the hiring of the new employee.Check with the human resources department to ensure that all appropriate contracts and paperwork have been signed. If the hiring process is less formal, verify with the candidate that he has accepted the terms of employment.
Inform rejected candidates within a timely fashion.After hiring someone else for the position, notify rejected candidates within 2 days after the hiring decision has been made.
- Draft notification of rejection letters as soon as confirmation of the new hire has been made. These letters should be sent out within 2 days, if possible.
- Attain all signatures or approval for rejection materials as soon as possible. The mailing time frame may have to be extended if getting approval and signatures for rejection letters is difficult due to personnel schedules or other issues.
Consider calling candidates to notify them of their rejections.Many candidates appreciate being notified as soon as possible so they can continue their job searches. Your rejection phone call should be concise and brief.
Write a rejection letter.
- Get straight to the point. Address the candidate's rejection for the job opening within the first or second paragraphs.
- Thank the candidate for their time. Graciously let the candidate know you appreciated the time spent preparing their resume and application and any time spent interviewing.
- Include personalization. Write within the letter information pertinent to the candidate, such as a comment during the interview or specific credentials.
- Exercise respect within the letter. Whether qualified or not, a candidate should be treated with respect by you and your company.
- Direct the applicant to your company's website for future job opportunities. Invite the candidate to apply in the future.
- Establish or reinforce your company's good reputation through the letter. It is important to maintain the integrity of the company through the hiring process.
- Consider sending the letter via email. If cost is an issue, distributing the letter electronically can save your company mailing costs. Additionally, candidates will receive the e-mail sooner than a letter sent through the mail.
Refrain from engaging in lengthy discussions with rejected candidates.Avoid discussing details about the person you've hired for the position or specific details about the candidate or the candidate's qualifications. Be vague and explain that the individual hired had more suitable qualifications or experience.
- Most applicants would not want to receive a rejection call as it would force them to mask disappointment and sadness. It is awkward for both the company and the applicant. If time constraints are an issue, send an email.
- Accept calls from rejected candidates as a polite gesture.
- Don't reveal the name of the person you hired for the position. The name of the newly hired employee is a personnel issue and confidential until officially announced by the company.
- Do not send post cards as a rejection device. Applicants deserve a letter as a form of respect.
Video: Employers - How to Reject a Candidate
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