Response to feedback request from rejected candidate

Where a candidate’s job application has been unsuccessful, sometimes they might request feedback from you on why they didn’t get the job.

No duty to give feedback

You’re under no legal obligation to give an unsuccessful candidate the reasons why they weren’t selected for the role that they applied for, regardless of whether they were rejected pre or post interview. Our Rejection of Candidate before Interview Letter and our Rejection of Candidate after Interview Letter both clearly state that it’s not your policy to provide further feedback to unsuccessful candidates. However, this won’t deter some candidates from trying to seek it anyway.

Grounds for rejection

If a candidate does seek feedback, our Response to Feedback Request from Rejected Candidate simply repeats the “not our policy” point as one of its five options and then goes on to state that you’re therefore unable to assist them further on this occasion. Alternatively, it gives four other options for why the candidate was unsuccessful in their application:

1. Their application was a late one which was received after the closing date.
2. You had stated you would close the process once a pre-defined number of applications had been received and their application was received outside of this limit.
3. They were not shortlisted for interview, with space for you to insert the reasons why this was.
4. They were not successful in the interview process, again with space for you to say why this was.

Should you give feedback?

In the case of 3. or 4. above, remember that you don’t have to give any reasons at all, let alone detailed ones. You should still keep an internal written record of the reasons for rejection though, even if you don’t supply these to the candidate. You may need these if the individual subsequently makes a claim for unlawful discrimination. Giving solicited feedback has both positives and negatives. The positives include that: (1) it can help the candidate improve themselves in the job market; and (2) it can create goodwill between them and your business. The negatives include that: (1) the candidate may get angry at what they perceive to be unjustified criticism; (2) it takes up valuable management time; and (3) there’s a risk of saying something that could lead the candidate to believe you didn’t hire them for a discriminatory reason.

How much detail should you give?

If you are willing to give the candidate some feedback, be objective, stick to the facts by reference to the candidate’s fit for the role (i.e. their competencies compared to the person specification) and interview performance, be wary of making any comments that could be construed as discriminatory and don’t give out any personal information relating to the other candidates who applied. It’s acceptable though to explain, in an anonymised format, why other candidates were more suitable.