How to Reject a Job Applicant
Nobody likes rejection, either on the giving or receiving end. But in managing a business, it's a good bet that sooner or later you will have to turn down someone's application for employment.
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Instructions
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How to Reject a Job Applicant
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1
Stop thinking of your action as rejection. You don't want the applicant to feel rejected; you simply want to inform her that you offered the position to someone else.
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Decide whether you will notify the applicant by mail or by phone. A letter will prevent the uncomfortable situation in which the applicant might ask you questions about the reasons for your decision. On the other hand, some employers feel that letters are too cold and impersonal under the circumstances.
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3
Be brief, cordial and honest.
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Thank the applicant for her interest. A gracious beginning will lessen the blow of not being hired.
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Try to express your appreciation for the applicant's skills and qualifications, even though they were perhaps not what the position required.
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6
State in general terms that the applicant was not selected. Avoid stating specific reasons. You might make an exception to this, however, if the applicant is already an employee in a different capacity, in which case it's OK to inform her of additional experience she needs to acquire in order to be considered for such a position in the future.
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You might want to end by stating that you will keep the application on file for future reference.
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Tips & Warnings
When interviewing an applicant, avoid asking questions that might be construed as discriminatory. Rejected applicants have sued on the basis of such questions. Some applicants may want to ask you why they weren't hired in order to improve their chances of being a successful candidate at future interviews. As tempting as it may be to try to be helpful, avoid falling into this trap. Such discussions can lead to arguments, hard feelings and bad PR.
