Every candidate hears back, on time, in your voice. Clear emails for every stage of hiring, and a reference check that tells you something useful.
Publish these to your hiring team. Then hold every hire to them.
An automatic or personal note confirming you received it and when they'll hear more.
Once you decide to interview, offer times within a week. Long gaps lose strong candidates.
Even "we're still deciding, you'll hear from us by Friday" counts.
Anyone who met the team deserves a personal email or call, not a form letter.
When the role is filled, every remaining candidate hears that it's closed.
Rule of thumb: one named person owns communication for each open role. When everyone owns it, nobody does.
A good rejection is short, specific about the decision, and doesn't leave the door half open unless you mean it.
"We've decided to go in another direction at this time."
"We've decided to move forward with another candidate whose experience more closely matches what the role needs right now."
"We'll keep your resume on file!"
"If a role opens that fits your background, we'll reach out." Only if you actually will.
A paragraph listing every gap in their experience.
Thank them, give the decision, and wish them well. Offer feedback only if you're prepared to give it carefully.
No message at all after a final-round interview.
A short personal email or call within a week, from someone they met.
Feedback carries risk. If a candidate asks why, keep it to job-related facts tied to the role's requirements. Never mention anything about age, family, health, or other personal characteristics.
Plus 2 editable templates.