Candidates remember how they were treated, and the best of them apply again. A respectful rejection costs a few minutes. Silence costs a reputation that is shared in every job-seeking group in the country.
Tell them at each stage
- After the application, if you will not progress it.
- After the interview, once the decision is made.
- After the final round, with a short reason and a thank-you.
Templates
Dear [name],
Thank you for applying for the [role]. We have decided not to take your application forward on this occasion. We wish you well in your search.
Dear [name],
Thank you for your time at interview for the [role]. We have chosen another candidate whose experience matches the role more closely. We appreciated meeting you and wish you success.
Feedback
Offer feedback only if you can be specific and factual, and keep it to the skills and the evidence, not the person. For example: “The role needed hands-on payroll experience for a company of this size, and the strongest candidate had two years of it.”
Timing and records
Send the message as soon as the decision is made, rather than leaving the candidate waiting. Keep a record of the decision and the date, and delete candidate data once the retention period you set has passed.
Keep the record short and fair
Keep a short record of why each candidate was not selected, in terms that relate to the advert: a missing required certificate, fewer years than asked for, or a weaker match on a named skill. Avoid notes about personality, appearance, or family circumstances. If a decision is ever questioned, a clear record based on the criteria protects both the candidate and you.
Store the records only as long as your retention policy allows, and delete them on schedule. Personal data you no longer need should not stay on a shared drive, a personal phone or a printout in a drawer. The Nigeria Data Protection Act 2023 expects you to keep only what you need.
If you use an applicant tracking tool, check where the data is stored and who can see it. A candidate's file should be visible to the people who are making the decision, and to no one else.