An interesting thing happened to me this past week. I got a rejection letter for a job I sent my resume to. Now, I already know what you’re thinking: “Wait, Tim, You! It can’t be, how could anyone reject YOU!” – I know! Really!?! But, that’s not my point of this post – my point is, I didn’t even remember sending my resume to this organization. Come to find out, this large health system in the southern part of the United States had a VP of HR position open up about a year and half ago. At that time I was working for a major hospital system and I’m sure I saw that opening and said “Hey, I can do that.” Plus, being born, raised and spending the majority of my adult life in Michigan – I hate the cold and 6 months of grey skies that come with Michigan winters, and sent my resume.
Unlike most people, I don’t send my resume into ATS black holes - being a recruiting pro, I usually figure out who the decision maker will be, track down their contact info, and go directly to the source – as I did in this case. So, 18 months go by and Bam! I get the rejection letter postcard in the mail. It stated that the position of VP of HR had been filled, thanked me for being a part of the process and that I was one of many very qualified applicants, but ultimately not chosen for the position – blah, blah, blah – I mean really how much can you say on a 4×5 postcard.
18 months…18 MONTHS…I mean we’re not talking about practice here (I love this A.I clip) – we’re talking about a real recruiting game! The funny part of all of this, was after sending my resume, and completely forgetting about the opening, I never gave this another thought, until this postcard. This is the point where Rejection Letters fail your brand! I really had no ill will, or even an opinion of this organization, until I got a rejection letter 18 months after sending a resume. And before my corporate recruiting pros get their undies in a bundle, let me say – I know, I get it. “It’s our ATS, once you close the req it automatically generates the postcards to be sent to the candidates…” To that I say, change your ATS, your process, your mindset! You’re hurting your brand!
Here’s the deal about Rejection Letters:
Do -
- Send Letters to all people you have had personal contact with (i.e., over the phone, in person, referred by someone internally – you get the idea)
- Draft a letter that builds your brand – want some ideas? Read this Wall Street Journal article on how some colleges do it (Rejection: Some Colleges Do It Better Than Others)
- Once a candidate is a “no”? Send the letter. If they’re a “maybe”? Keep them in the process.
Don’t –
- Send a letter to everyone who applies. Within your recruitment/sourcing process should be a communication when someone applies. In that communication, let them know that only those chosen for interviews will be considered part of the recruitment process – meaning we will communicate with those individuals directly moving forward – all others thanks, please apply for other positions that come up that fit your experience and background.
- Tell people you chose someone with better qualifications or someone who is more qualified – you really don’t know that – who you chose was a person who best fit your organization at this time.
- Tell people you’ll keep them on file for future consideration. You and I both know that you don’t. Tell them the truth – if you ever want to work here, apply again and possibly make some internal connections to help move your resume to the top.
In the end, you want your rejection letters to make people feel like I’m glad I applied, and I would apply again – and yes, I would continue or will start using this organization, buy their product or service. It’s not easy, but it can be done. If you really want to know what people think of your rejection process, pick up the phone and call a few that have made it to different levels of the hiring process, and just ask – people who get rejected are more than happy to give you feedback.
This organization obviously forgot that everyone one is in sales/marketing for their brand – no matter what the job. I guess you have a new approach should you try to move south again
Love this! This is were your automation bites you in the seat! When the sales guy for your ERP systems says and hey..forgot those pesky x,y,z..we can auto respond. Sounds like a good idea until..
Enjoyed this very much. Another testiment about the need to link up processes and make sure they are connected to the big picture. Common sense is not always so common. Thanks for sharing.
I’ve received a similar postcard many, many months after applying for a job. It definitely had a negative impact on my impression of the company and its values.
Great advice! Thanks for sharing.
Great article. I like to send rejections to everyone, not just those selected for an interview, just because otherwise there’s the agony of waiting and waiting and not knowing if you’re going to hear something or not.
If people are good enough to interview, they’re good enough to get an individual letter or email. It takes 5 minutes to compose and, if we’re talking about employer branding, it just may keep people interested in your company and saying positive things about it to others who are potential candidates.
Just as candidates build positive word of mouth with each contact within a company, an employer needs to build positive word of mouth with each candidate contact.
18 months is so lame – absolutely no excuse for that.
Personally, I think if you ask a candidate to come in and interview with you and the hiring team, you should at least call that person. Heck, I call each candidate that I phone screen, never mind interview, to let them know we have filled the position.
Yes I completely agree with you Jennifer. If you are calling a person for a interview then at least you should meet it at once. Last month, A company called my husband for interview and they took telephonic interview and didn’t meet. It was really strange for me.