How to Turn Down a Job Applicant
Most people don't enjoy confrontation or delivering bad news, and rejecting a job applicant has the potential for both. Unfortunately, for every applicant hired, several unsuccessful applicants must be turned down. The hiring manager must ensure that applicants are informed about the decision in a timely manner and with respect. During the application process, the hiring manager is the face of the company, and the way an applicant is rejected reflects on the company overall.
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Instructions
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Wait for the first-choice applicant to accept the offer before you notify the unsuccessful candidates. This avoids the awkward situation of contacting an applicant you previously rejected to offer him the job if the number one choice declines.
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Evaluate the pros and cons of rejecting applicants both by phone and by letter. No one right answer exists, but the option you choose will depend on the company culture and your personal preference. Some managers feel a letter is too cold and impersonal, whereas others prefer to guard against a potential lawsuit by providing a documented response.
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Plan your wording carefully. Whether you will reject the applicants by phone or by writing a letter, use positive wording to minimize the sting of the rejection. For example, begin by thanking the candidate for his application. Inform him that a different candidate was selected based on extensive experience, then soften the statement with an honest and encouraging comment about one of the applicant's strengths -- such as his impressive academic record -- before closing the letter or conversation with information about the next step; for example: "Your resume will be retained on file for the next six months."
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Do not be too detailed. Unless there is a specific reason why you want to provide in-depth feedback -- for example, the applicant is an internal candidate who needs development. Stick to generalities based upon the applicant's qualifications for the job.
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Avoid getting drawn into an argument or protracted discussion with the candidate about the reasons for the rejection. This is easier if you have written a letter, but candidates may still call to discuss the reasons. Reiterate that the successful candidate had the particular mix of skills, experience and qualifications you were seeking, and don't have a detailed discussion about the weaknesses of the rejected candidate.
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Tips & Warnings
If you have a candidate who was excellent -- and almost selected -- consider a personal phone call to emphasize how impressed you were, provide feedback on any areas where improvement was needed and encourage the candidate to reapply in the future.
Don't reject an applicant for a discriminatory or illegal reason. You cannot reject an applicant based on disability, gender, race or any other protected class.
