N.B.C. asks:
As an HR manager at a large corporation, I’m currently overseeing the selection process for a key position. After interviewing a wide range of candidates, we narrowed it down to three finalists and made our ultimate choice. I sent out a rejection to the candidate who met our expectations the least. I was quite surprised when this individual then approached all the interviewers via Linkedin, asking for a detailed explanation and a reconsideration of the decision.
While he did this politely and respectfully, it made some of the team feel a bit uncomfortable. A few colleagues may have already replied, but I’m wondering how to prevent these situations in the future. What level of detail should I share regarding the reasons for rejection? Not every interviewer wants to justify every qualification to a disappointed candidate. Moreover, there’s the risk of saying the wrong thing and potentially creating legal liability. Should I just stick to saying it was a difficult choice, but that we’re moving forward with other candidates?
The headhunter answers:
With today’s communication tools like email and Linkedin, it’s an illusion to think you can prevent these situations entirely. Some candidates are so driven that they won’t simply take no for an answer from HR. Often, this is because they don’t recognize themselves in the feedback and want one last shot at turning the tide.
Interestingly, I know of a few real-world cases where this ‘protest’ actually worked – usually when there was initial doubt about the candidate’s motivation. However, when the choice is based on specific competencies or cultural fit, such a move rarely plays out and can even come across as irritating.
It should be clear to everyone that providing feedback and rejecting candidates is a delicate art. The candidate has invested significant time, emotional energy and hope. Your goal is to be respectful, clear, appreciative and humane, while simultaneously protecting your company’s legal interests and reputation.
A vital – but often overlooked – principle is speed. After multiple rounds of interviews, ‘radio silence’ can feel disrespectful. Rejections are best handled over the phone or via a personalized email. At an advanced stage of the process, a phone call is considered the professional and polite standard.
It’s essential to acknowledge the effort and commitment shown. Be appreciative and specific. When it comes to the actual content, be honest but cautious. Avoid direct comparisons with other candidates, subjective criticism or over-explaining. Before you know it, you’ll find yourself in an endless debate.
Don’t forget to mention the high level of competition and the very specific requirements of the profile, emphasizing that the final decision was a tough one. Finally, you can offer to keep their CV on file for future openings or invite them to apply again down the road.
Personally, I provide feedback whenever asked to help candidates with their future career moves. The most important thing is that even those who aren’t selected walk away with a positive impression of the process. To facilitate this, I always advise candidates to prepare thoroughly before their interviews. It elevates the conversation to a higher level, which is something interviewers always appreciate.
