Providing Feedback to the Unsuccessful Applicants

The information provided below should be read in conjunction with the HRWeb Recruitment and Selection Public Service Guide

It is important to treat all job applicants positively. Leaving a good impression with unsuccessful applicants particularly those who have been shortlisted by personally notifying them of the decision is a step in the right direction in enhancing the reputation of our organisation.

Keep in mind that the purpose is not to mentor an unsuccessful applicant by developing further skills, nor do you want to get into a discussion regarding the application process. Therefore, it helps to remember the following:

  • Keep it positive: Your tone should remain positive when thanking the applicant for their interest in the role.
  • Communication is the key: Notify unsuccessful applicants as soon as possible after the selection decision has been made. Keeping them waiting can increase their stress.
  • Keep it brief: You are not under any obligation to provide an applicant with detailed reasons as to why they were not successful, and the best advice is to keep your feedback brief.
  • Be general: Your response should be general. Avoid making any reference to their qualifications or any specific descriptive details. Comments can include:

"We had a number of applicants for this job. The preferred applicant was a better match with the job requirements. Thank you very much for taking the time to meet with us."

  • Avoid giving specific reasons: If the role was given to another person, avoid informing the unsuccessful applicant that the person who was hired was “better qualified”. Keep the language general, such as the chosen applicant was “more appropriate” or a “better fit” for the position.
  • Avoid giving detailed feedback on how they could do better next time: Some applicants may be insistent that you provide advice on how they may be more successful in the future. Providing information about why an applicant was not hired may lead to disagreement or criticism of the decision. So the best course of action is to avoid giving feedback on how they could do better next time.
  • Be straightforward about future possibilities: Do not give a person false hope regarding any possibility of future employment in the organisation.

In summary, no person likes to be unsuccessful in a job application, so try to avoid conveying to the unsuccessful applicant a sense thatthey have been rejected. The message that should be expressed instead is the role was offered to another candidate.

Last updated 21 March 2017