Question for entrepreneurs: Do you call or write a rejection letter after giving an unsuccessful interview?

I鈥檓 a new business owner & need advice on interview etiquette. What is the best way to offer a job or reject an applicant after an interview? This is a non-corporate setting but I want to maintain a proper environment of a high-end family entertainment center. Most of my applicants are college students and mothers looking for part time work.

When/how (detail wise) is the best way to offer a job (offer salary first or benefits, do it in person, in a letter or by phone)? Because of the sheer volume of applications I have to turn a lot of them away, is it necessary to respond to unsuccessful interviews or does a 鈥渘o call鈥?say the same thing? Input with as many details as you can spare is greatly appreciated. To help me get used to hiring I am trying to create a script for myself.

The details of this question may sounds redundant, but I started this business venture after being a stay at home mom, so I don鈥檛 have experience hiring or being hired since college!

We do one of two things:

1) If it is clearly a "no", we tell the applicant that there is a lot of competition and that, if they do not hear from us in the next week, the job went to someone else or we did not think they were a fit for the company. We always massage this by saying that we are looking for a perfect fit for us - and for the applicant. In reality, we are!

2) If it is a maybe (or a clear "yes"), we tell the applicant that we will call them in a few days. Then, we call. The "yes" is easy. When we tell someone "no", we explain that they had a great interview but that we had to go with someone else.

I try to treat applicants the way I would like to be treated - fairly. If you come to my company and have a legitimate shot at and hope for the job I am offering, I will treat you like a person with hopes and feelings. If you are responding to every job ad, showing up at every interview, and happen to drop in on my office, I'll reject you with the same passion with which you found me - none.

So you know, the hardest part about interviewing is trying not to be too excited when you meet with applicants. You'll likely come across that "perfect" candidate and want to hire him/her immediately. Still, thank them, tell them you'll call in a few days, and be fair to the other applicants. For all you know, a more perfect candidate is right around the corner.

Finally, remember that you are running a business and treat it as such. I am friends with all of my employees. But, if they mess with my business - my family's livelihood - I will fire them without thinking twice. They understand that and all work together for a common goal. I make my business personal to them and they do their best to not screw it up or be lazy. Of course, I'm not running a sweatshop so we have a lot of fun together as well.

Im pretty sure you write a letter.

Offer first: Definitely the best way to give an offer is a personal telephone call or by inviting them back for an "interview" at which point you give them the offer. It should not be sent by letter, email, or voicemail until AFTER you have personally spoken to the person. In a corporate setting, you typically follow with a written offer, but since you are not corporate, you don't have to do that.

Rejections: if you have only received a resume and did not interview in person with the candidate, then you don't have to do anything. You CAN write a formal letter of rejection, but that would be too demanding on your time and it's not necessary. If you asked the person in to interview, then a written letter of rejection will suffice. If you called the person for a quick interview, you may send a written letter of rejection or nothing at all.

The best way to handle offers and rejections is to think of how you would like to be treated offset by how much time you have to deal with this stuff. You should match your effort in informing them to their effort in trying to get a job. So coming in (requires effort) should be followed up by personal contact. Sending in an app (requires little effort) should be followed up by little effort on your part.

I hope that helps.

The best thing to do for rejections is to have a standard rejection letter. It usually says 3 key sentences, you'll have to soften them for your liking.

Thank you for applying at our company.
Though your experience is impressive, you were not selected. We wish you luck on your job search.

Do send a letter to avoid having to answer calls from the rejected people and then possibly saying things that would give your company a bad word of mouth.

To offer, call them back to come in for a second time to discuss in person. If they show up this will let you know they are still interested. Additionally, offering in person makes it harder for them to turn you down if you really want the person.

Its best to call the applicants and let them know that they are not selected for the job after their interviews. Or after the interview, you find that the applicant is not eligible for the job at all, its also wise to let them know immediately rather then asking them to go back and wait for your reply. As for offering job (salary or benefits first), usually part time jobs do not have benefits at all. As for full time positions, you can consider letting the applicants know about their salary first because most people will be more concern in their salary rather than the benefits given.

OK Boss Lady this is my experience.

The best rejection letter I got was a professional card stating that they enjoyed meeting with me and they will be keeping my application on record for 6 months if something else comes along. I found out later that they bought the card and envelope for 10 cents at the copy store right next door. I am still waiting for them to call me back. :(

No calls are just a sigh that the employer doesn't have there act together.

The Best Offer that I got was a second interview call back. It caught me off gaurd a little but I really opened up and learned so much about what they were offering. To bad it wasn't enough money.

Also learn from you applicant's ask them how they want to notified of the position being filled. You may get a surprise response that would change the way you hire.