Notifying Rejected Applicants

It’s good practice to acknowledge everyone who applies for a job, even if you get a real flood of applicants. It creates good will, doesn't cost much, and helps avoid calls or letters from applicants who want to know if you received their application or resume. It also leaves the door open for you to contact someone if want to employ them in the future.

If you receive a lot of applications, it may save time if you prepare two form letters to respond to applicants.

Immediate rejection. If the materials you receive from an applicant make it clear that the person isn't suitable, send them an immediate rejection. This form letter should thank them for their interest, but state that you won't be considering them for the opening. Be polite.
don't point to the applicant’s lack of qualifications or other reasons why he or she isn't right for the position. Instead, indicate that you've received numerous applications from candidates whose qualifications better match the particular needs of the job you're trying to fill.
Potential interviewees. Depending on the number of applications you receive, you may wind up with more qualified applicants than you have time to consider. For this situation, create a form letter telling applicants that you'll contact them only if you intend to arrange an interview. Give a specific time frame within which you will contact the applicant. That way, you don't have to follow up further with anyone who doesn't make it past the initial screening of applications. It’s also easier on the applicant.

At the interview. If you interview an applicant and decide that you won't offer the applicant a position, you can let him or her know at the end of the interview. This is a judgment call on your part. If you feel that it’s too unpleasant to let the applicant know of your decision face-to-face, a letter is appropriate.

If you decide to reject an applicant, do so cordially and uncritically and don't go into specifics about why you made your decision. don't create an awkward situation by telling someone that he or she is unqualified or lacking required skills. If you think that you would consider the applicant for another position in the future, be sure to say so. Don't let the discussion of why you find an applicant unsuitable degenerate into an argument.