Imagine: I posted a vacancy and there’s a flurry of candidates’ resumes. Fine? Yes, just great! But the more applicants, the more you will have to refuse.
Silent means consent. However, if HR is silent, everything is just the opposite. Silence has become firmly established in the practice of Russian companies as a sign of refusal to an applicant. They didn’t respond to the letter with my resume - I wasn’t interested. They are silent after the interview - they didn’t approach.
But if you yourself have ever been in the role of a job seeker, remember how annoying this silence was.
Pity the nerves of applicants - learn to refuse in such a way that a person wants to respond to your vacancies again and again, and not file a complaint with the labor inspectorate.
Is it necessary to give an answer in case of refusal after an interview: when should this be done?
Refusal after an interview
Representatives of some organizations do not consider it necessary to notify people that they did not pass the competition for their company and the right person has already been found. But keeping the candidate in the dark is not entirely correct. Of course, most job applicants send resumes to different companies. But it also happens that a person waits for a call and does not look for a new job only because he has not received a final explanation from the company where the probationary period or interview took place. Is it necessary to give an answer if you refuse after an interview? When should this be done?
- Telling a person that he is not right for you is definitely necessary.
- It is important to do this as politely and tactfully as possible. Of course, many managers are embarrassed by a categorical answer and avoid it.
- However, you should remember that the applicant is your partner. Do you find the strength to say that sales are falling or deliveries are delayed? It’s the same with people who come to work for your company.
In order to avoid misunderstandings, specific deadlines should be set in the final part of the interview so as not to waste the person’s time. For example, “we won’t call you back ,” but you need to answer like this:
- “Expect our call within a week”
- “We will give you a final answer after 2 days”
- “Call us back tomorrow from 10 to 19, and we will tell you”
If there is a special council or board of several managers and one of the directors does not know the exact deadlines, he can give approximate ones:
- “The answer regarding your candidacy will be given in a week”
- “By the end of April it will be known whether you will become a new member of our team,” etc.
Naturally, the specified deadlines should be remembered and followed. If you promise that you or your representative will call the applicant back next week, be sure to do so.
If there are not 300 people applying for a vacancy (which is extremely rare), it is better to honestly call or write to each of the applicants that they did not pass the competition for your vacancy. Then the person will not console himself with vain hopes, but will continue his search.
Reasons for refusing a candidate after an interview
Refusal to a candidate after an interview
Each manager reserves the right to hire a person or not. It happens that even masters of their craft are refused. This happens for various reasons. According to what? Here are the reasons for refusing a candidate after an interview:
Lack of work experience:
- Of course, where will a person get experience if they don’t take it? But many companies don't want to be babysitters and teachers. They need an employee who will immediately show excellent results and motivate other employees.
- This is why people who have just graduated from university or those who have worked in other companies without a work record may have difficulty finding a job.
Personal animosity:
- Of course, this is discrimination. But this happens.
- A leader's antipathy can arise suddenly: because of a person's background, his timbre of voice, diction, and even hairstyle or clothing.
- Many companies have a dress code. Looking at the initial appearance of the applicant, the manager involuntarily thinks about whether the person can match him.
- At risk are men with facial hair or atypical hairstyles, as well as women in too revealing outfits and too much makeup.
Gender:
- Quite often young women are denied vacancies because they are afraid that after 1-2 months they will become pregnant, go on maternity leave and have to look for a new employee.
Lack of specialized education:
- Suppose a person studied to become a translator, and then decided to “retrain” and completed a programming course.
- But these are just courses, the lowest level. Therefore, it is unlikely that he will be hired for a programmer vacancy in a decent company. Even if he understands all the intricacies.
- In cases of a sudden change in activity, it is better to receive a second, specialized education in absentia and only then try to conquer a new path.
The candidate does not meet the requirements:
- Let's say a company is looking for a young man from 18 to 25 years old . A 40-year-old man came for an interview . Of course he may look young. But in this case, anyway, they look not at the face, but at the passport.
- If the advertisement states that the employee must be no older than 25 , perhaps the applicant will be listened to, but not called back.
The candidate frankly “failed” at the interview:
- This is not necessarily a lack of professional competence.
- The manager may have noticed any deterrent factors: the presence of tattoos, the strong smell of tobacco and other signs of bad habits, etc.
- A person can also scare off the director with excessive apathy or excessive zeal, or modesty and hot temper.
Of course, there are other reasons for refusal, and you, as a job seeker, are unlikely to know why you were denied a position, but don’t worry or focus on it. If you are rejected, start looking for a new job, because you will still find your place and your favorite job.
How to issue a written refusal to apply for a job?
Such a document must be drawn up very carefully, as it can serve as evidence in legal disputes. There is no officially approved form of refusal to hire, so the employer has the right to develop it independently. The refusal must certainly contain the following points:
- name and details of the organization (it can be issued on company letterhead);
- outgoing number (the document is registered);
- a clear formulation of the reasons for refusal of employment with legislative justification. You can only refer to the candidate’s business qualities (if the work is at night or involves business trips, to the legal norms for certain categories of citizens);
- signature of the head of the organization or official (deputy director or head of the personnel department) who is authorized to hire, certified by the appropriate seal. An individual entrepreneur signs the document himself (part 4 of article 20, part 5 of article 64 of the Labor Code of the Russian Federation).
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What is the best way to reject a candidate after an interview?
Examples of rejected applications from applicants have been published above. But what is the best way to reject a candidate after an interview?
- In cases where there are less than 6 applicants, it is best to contact each one personally by phone.
- It is certainly possible to create an email template. But a person may have questions about why he was not suitable for this vacancy.
- A telephone conversation will help him find out the answer immediately. You don’t have to write to the company again to find out the reasons for the refusal.
If low-level personnel or a lot of people were selected, it would be wiser to send out emails.
Grounds for refusal
The following are recognized as legal grounds for refusing a candidate:
Inconsistency of the applicant’s qualifications with the vacant position (confirmed by the lack of necessary documents, revealed at an interview or during the probationary period).
Lack of knowledge, experience or skills necessary for future activities (confirmed by documents, recommendations, interviews, tests, tests, etc.)
Unsuitable health status for this vacancy (confirmed by medical documents).
Lack of suitable vacancies at the time of application (confirmed by the staffing table).
Psychological inconsistency (confirmed by testing, interview, probation period).
How not to refuse a candidate?
Rejecting an Applicant
It is important to reject applications from applicants correctly so as not to offend people. How not to refuse a candidate?
- You should notify people about an unpleasant event on a friendly note, without aggression or pressure.
- The applicant should not conclude from communication that he is a bad and unworthy person.
- He just needs to understand that there is something missing in his candidacy in order to get a job in this company.
As for the reasons for refusal, they need not be mentioned if the candidate is not interested. If he asks “why I’m not suitable,” you should tactfully explain to him. However, you should never get personal and use phrases like:
- “Yuri Andreevich, you will not become our employee because you are a complete zero in programming.”
- “Olga Yuryevna, you should lose a little weight, and then we would definitely hire you as a secretary. But now we cannot do this, because you will spoil the image of our company.”
In general, you should not make any comments about the applicant's appearance at all. You view him not as a model from the cover of a magazine, but as a specialist.
How to correctly, competently and politely refuse a candidate after an interview: example
As a rule, in every resume you can find a potential reason for refusal. Let’s say: “lack of employment and recommendations for the last five years” , “inadequate age” , “insufficient professional skills” , etc. How to correctly, competently and politely refuse a candidate after an interview?
Here's an example (phone call):
— Hello, Svetlana Yuryevna! Are you comfortable talking now?
- Yes, what do you want?
- My name is Julia. I'm a HR manager. Have you interviewed us for the position of Deputy Director?
- Yes, I did.
- Svetlana Yuryevna, let me upset you. Sorry, but you are not suitable for us.
- Can I find out the reason?
— We need a person who has already worked in a leadership position, who has real experience in managing a team. You have a very good specialized education, but, as far as I know, you are 21 years old and have just graduated from university. Sorry, but we need a more experienced person. I really hope that I didn’t ruin your evening with my call.
- No, no, everything is fine. I understand.
— Olga Yuryevna, we wish you good luck in your job search! If suitable vacancies suddenly appear, we will call you back.
- Yes, please.
- All the best! Goodbye!
- Goodbye!
As you can see, it is very easy to correctly refuse an applicant. The person will not be offended and will understand everything. Thanks to polite communication, he will not lose faith in himself and will continue his search. And you will be able to work with a worthy candidate who was selected as a result of a large competition. Good luck!
How to refuse a candidate after an interview
30 Nov 2021 The process of searching and hiring an appropriate employee is essentially a competition where only one applicant can win. The one that matches the vacant position more than other candidates. Dozens of people apply for one vacant position, especially in large organizations. Refusing a potential candidate a job is an unpleasant procedure. However, do not forget that the person spent his time, went through possibly several stages of meetings and is waiting for your response. Therefore, every recruiter should know how to politely refuse an applicant.
Feedback, even in the form of a negative answer, is important. The desire to avoid an unpleasant conversation is a normal reaction. However, it’s little things like these that create an impression of the organization. The answer to the applicant is a manifestation of respect and good manners. It is important to leave positive memories with a person, even if they did not receive an invitation to work. The organization's business approach will definitely be appreciated.
When and how to refuse?
To avoid uncertainty, it is worth discussing in advance the timing of the response during the final meetings. An HR specialist must show the reliability and seriousness of the organization, so the agreed deadlines should not be ignored. If no decision has been made, notify the candidate and discuss other deadlines. Let the person know that you do not forget about him. The employment process for any applicant is stressful, and uncertainty makes the process even more nervous. An HR specialist should remember how he himself once dealt with employment issues. Therefore, you need to know how to properly refuse a candidate.
During the search for a suitable candidate, it happens that already during the interview the HR specialist understands that the applicant does not correspond to the declared position. In this case, it is worth informing the applicant that if the conclusion is positive, the answer will be received within two days. Thus, without receiving a call, he will continue to consider other employment options. And the HR specialist will focus on more promising potential employees.
Very often, a person does not even receive refusals for a meeting and their resumes simply remain reviewed. This happens because the HR specialist does not have much time for the initial selection. Candidates should remember this. If you are not invited to a meeting, don't despair and focus on other employers.
How to refuse based on the results of an interview?
• By phone
Polite refusal over the phone is an easy and quick way. It is worth preparing words for the candidate and the reasons for the negative decision in advance.
• Letter of refusal
The text of the refusal can be prepared in advance and sent to those who did not pass the selection. This will save a lot of time.
Samples of writing a negative decision
:
Dear Andrey Anatolyevich!
Thank you for your time. We highly appreciated your professional level and personal qualities. Unfortunately, the choice was made in favor of another specialist. We have saved your resume and will return to it when relevant vacancies become available in the organization.
Good day, Elena,
You were employed by our company for the vacancy of a leading logistician. We highly appreciate your personal qualities and experience. But we are forced to inform you that the result of your candidacy this time is negative. Thanks for your time.
Hello Dmitry!
On January 24, you were interviewed for the position of Sales Consultant. Thank you for your interest. You made a good impression. But management decided to choose another specialist with extensive experience in direct sales. We wish you good luck and success in finding a job.
Sincerely, Ivanova I.I.
Dear Anna Andreevna!
Thank you for your interest in the Logistics Manager position. During the interview, we got the impression of you as a conscientious, experienced and responsible worker.
But our organization works in the field of international transportation, so the specialist who will take this position must be fluent in a foreign language. Your level of language knowledge turned out to be insufficient. Therefore, management made a choice in favor of another applicant. Thank you for responding to our invitation and we wish you success in your future employment.
Best regards, Head of HR Department
Good afternoon, Svetlana
Thank you for your time. During the interview, we noted your professional qualities and experience. But, unfortunately, your testing showed that you do not yet have enough skills for this job. We need a specialist more prepared for the upcoming difficulties.
We have saved your resume in case we have vacancies that might be of interest to you.
How to refuse an applicant after an interview, examples
• We decided to choose a person who worked in a similar position.
• We chose the employee recommended to us by our partners.
• Management decided to promote an already existing employee up the career ladder.
• As of today, you do not meet the stated requirements of the vacancy.
Don't discriminate
Negative feedback that can lead to lawsuits and fines - due to pregnancy, presence of children, age, gender, nationality, social status. These justifications are discreditable and unfounded. It's definitely worth paying attention to this.
Remember that it is better to refuse politely, clearly conveying the reasons. In this case, the person will have the opportunity to improve weak skills and again apply for a position in the company. Or, on the contrary, he will decide that it is no longer worth applying for the vacancy, but he will not create anti-advertising for you either.
