Making job offers

Internal applicants should be treated in the same way as external applicants; you should review their application against the same criteria and in the same way as external applicants and not make assumptions about what you know about the candidate in advance.

Informing Unsuccessful Applicants

Once you have shortlisted for interview it is important to let unsuccessful applicants know as soon as possible. Do not wait until the end of the process just in case you don’t make an appointment. If you have completed the shortlisting process effectively it will be clear that these candidates do not meet the criteria. You may wish to use the template letters included here to inform an unsuccessful applicant that you will not be proceeding any further with their application.

Sending feedback be provided to unsuccessful applicants

It would be nice to be able to give feedback to every applicant but if you have received a high number of applications it is not always going to be practical. However, if an applicant asks for feedback you should always be prepared to give this, as it is good practice for a number of reasons. The candidate has taken the time to apply to the organisation and is interested enough to request feedback and although not successful this time may be ideal for a future vacancy. It reflects well on your organisation to give feedback in terms of your reputation as an employer of choice and to avoid claims for discrimination.

Under the Data Protection Act 1998 applicants can request copies of any notes made about them during the recruitment process. Ensure feedback focuses on the criteria you used to make your decision and covers areas where you felt the candidate did demonstrate evidence against the criteria as well as where they did not, or you could not find evidence in their application. Make the feedback specific to the candidate rather than general and ensure you thank them for their interest in the role and the organisation.