The interview process can be a difficult task as a manager. Sifting through tons of resumes to find qualified, candidates, then the interviews begin. There are some stand outs and some you can tell right away won’t be a good fit. At the end of the day, there is only room for the best, most qualified candidate. So what is the best way to let the others know they didn’t get the job? Below are best practices for rejecting candidates for a job.

Be Up Front

There are many different types of people that will show up in a job interview. Many seem to be a possible great fit, while others you can tell pretty early on will not work out. If you come across a candidate that is not right for the job, it is better to be straightforward with them. For some, it is our natural reaction to want to spare their feelings and by saying “we’ll be in touch”. However, if you do not intend on calling them back for another interview, it’s best to let them know. Candidates put a lot of time and effort into their job prep. Letting them know early that they are not right for the job will allow them to focus their efforts towards positions better suited for their skills and personality.

Send an Email/Letter

Sending a rejection email or letter is completely acceptable. Most candidates are expecting this type of communication after a job interview. This will allow you to reach all of the candidates that interviewed at once. Remember, as much as you want to spare their feelings, it is best to respond with a tactful, to the point letter. “Thank you for your time and effort, however, we have decided to go with another candidate” will suffice. If you would like to add that you will hold onto their resume for future positions you can also add that as well but it is best to keep them short and to the point to avoid any misunderstanding.

Make the Call

This option is mainly for those candidates that made it to the last stage of the interview process. While it’s a nice thought, it would be incredibly time consuming and difficult to call all of the candidates you interviewed. Once your pool of candidates was narrowed down to one or two, you tend to get to know them a little better. Often these candidates have been through multiple interviews and are aware they are among the last few in the running. After you have made your decision, you could give the other few candidates a call to let them know you have filled the position. This is also a great opportunity to let them know you are holding onto their resume for future availability.

Giving the candidates a call is not a necessary step, but is a gracious way to let them down while also giving you more insight. Rejecting your candidates over the phone allows you to see how your top candidates respond to rejection. This will help you make a more educated decision should your chosen candidate not work out or if other positions become available.

Whichever way you choose, rejecting candidates for a position is a difficult task. Nobody wants to be the one to tell someone no. However, it is a necessary evil of the job. Following these best practices on how to go about it will help you navigate the road with very few bumps or stops.