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HR108.1 – Thank You Letters for Those Not Selected

Results Statement: To assure we are courteous and legally protected by contacting ALL
applicants, including those we do not select. We do this in a
professional way that does not criticize or hurt anyone’s self-esteem.

Primary Responsible Position: VP of Recruiting

Why: It is very important that you promptly respond to ALL those candidates
that you did not select to hire. Every candidate is a potential client or
someone who KNOWS a potential candidate. How and when you
respond can either positively or negatively affect our reputation.

How: Those that are not selected should receive either of the following letters
either by mail or e-mail (or by phone when appropriate). This is most
easily done automatically via our Applicant Tracking System or ATS.

When: NO LATER THAN 3 DAYS after you have decided not to select them:

Who: All applicants not selected for interviews or disqualified along the way.
Due to the large number of applicants this is only possible via the ATS
mentioned above.

Note: Applicants selected for our “On Deck” Slots do NOT get this
letter. We expect to hire them in the future! We personally call these
on-deck applicants to discuss our plan for them.

What to Write: See “Human Resources Manual”  “HR Forms and Spreadsheets” 
“Thank You Letter”.

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