Communication with Applicants

How the search committee communicates with applicants is an important part of the recruitment and search process, and is an integral aspect of how the University presents itself to potential employees. Keep in mind that a promising candidate who narrowly missed the qualifications for one position might be the perfect match for the next. Courteous and prompt communication with the candidate during each stage of the application process will leave a positive impression for potential recruitment of that candidate in the future. It also will benefit the University when applicant correspondence is conducted in a considerate, respectful, and professional manner as it enhances the candidate s recruitment experience and creates a positive reputation of the University as an employer of choice. Applicant Communication Steps: Click on any of these headings for sample letters

Application Confirmation

Letters should be sent to all applicants upon receipt of their application. The letter should thank them for their interest in the position and indicate the next steps the search committee will take. Please note that the assignment of specific date ranges for stages of the search process is optional, but recommended.

Letters of Recommendation Not Received

In the event that a candidate s letters of recommendation are not received, the search committee may contact the candidate to issue a reminder of the need to complete the application packet. Please keep in mind that if the search committee takes this step, it must send this communication to all candidates who failed to submit letters of recommendation.

Application Incomplete

When an applicant does not submit all pieces of an application (for example, cover letter, resume, list of references, or work products) the search committee may choose to contact the applicant to issue a reminder of the need to complete the application packet. Please keep in mind that if the search committee takes this step, it must send this communication to all candidates who have not submitted complete application packets. Some search committees may instead choose to rate candidates with incomplete application materials as unqualified, but if this choice is made, it must be made for every candidate who fails to submit all application materials.

Decline to Interview

Once the applicants have been evaluated and the Interview pool determined, letters should be sent to those applicants not selected for an interview. Unqualified candidate letters should be sent immediately there is no need to wait until the end of the process to send letters to candidates who will not be considered for the position. It is also acceptable to notify Qualified candidates simultaneously; however, some search committees prefer to wait for the interview outcome in the event Qualified candidates are moved to the Interview group.

Interview Confirmation

Letters should be sent to those candidates selected for interview including a confirmation of their interview date and time, any necessary directions, a summary of their interview schedule if applicable, and a list of the search committee or interview panel.

Decline to Hire

Decline to hire letters should be sent to those candidates not selected for the position after the interview process is completed. These letters may be sent as soon as the offer of employment has been made.  Human Resources offers Sample Offer letters. Position Updates Any changes to the search or position, such as cancelling the search or updating the position specifications should be documented in a letter to the applicants. These letters should be sent as soon as the decision to cancel the search is made, or upon approval of a new advertisement.

Cancelled Search Sample

Changed Qualifications Sample