Recruiters and hiring managers frequently face challenges related to shortages in both hard and soft skills among candidates. There's a significant temptation to settle for candidates who are "good enough" to fill a vacancy, rather than rejecting them outright. However, it's important to recognize that making the wrong hiring decision can be more costly than maintaining an open position and continuing the interview process. While there are established guidelines, anecdotal stories indicate that there can be exceptions where rejecting candidates may not be the most prudent course of action.

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I am not talking about searches for the elusive purple squirrel, or even development or stretch roles, but cases where realistic qualifications, experience and skills have been allocated for a position and the candidate is found lacking. Here, to compromise means hiring below the benchmark. Very often these red flags appear early in the interview through social media background screening and are legitimate reasons to reject a candidate, without further ado. They are generally associated with under-developed or completely missing soft skills or misrepresented hard skills morph from tailoring into lying.

Esther Perel said in a recent interview at the Unleash18 conference in Amsterdam:

“People are hired for skills but fired for behaviour.”

Here are 9 (mainly) good reasons to reject a candidate and soft skill tells that should send alerts that the candidate is not of a high enough calibre. I agree that there are always exceptions and special circumstances. But how many of these boxes indicate reasons to reject a candidate from the interview process?  Or is it a case of exceptions make the rule?

1. Poor time keeping

Not being on time, or even early for an interview is a major deal breaker. Excuses that will not hack it in my book are:

• I overslept
• I went to the wrong place
• The train was late. If it was one 30 minutes before the interview – for sure.

Exceptions:

‍There can be good reasons to reject a candidate why someone can be late. I was in a cab on the way to a meeting last year and we hit a cyclist. I was detained by the police for a witness statement. I did phone ahead and the company was very understanding. A networked contact reported hiring a candidate on the spot when a car accident blocked the road and he jogged in the rain to get to the meeting! If the 6.00am train was derailed, then discretion can also be exercised – but that would probably be on the news. There are always exceptions so I agree, it’s OK to park that thought for now before checking off the other deal breakers.

2. Appearance

All candidates should be suited and booted and dressed according to industry norms. Some sectors are more relaxed than others. Generally I would expect candidates to be over-dressed in those circumstances. Jeans, sneakers or an unkempt appearance of any kind,  means that candidates should hit the reject pile. If this is how they are when they are trying to impress, then imagine how they will dress when they are not.

Exceptions:  

I did have a situation of interviewing someone in an airport hotel. He was en route from the Maldives and his luggage was lost by the airline. The interviewee was dressed in Bermuda shorts and a Hawaiian shirt. He had bought a tie in the duty-free which was appreciated and added humour to the situation. One panel member felt he should have bought a whole new outfit or put the critical items of clothing in his hand luggage and it showed a lack of foresight. I thought that was a bit harsh. It was a mid-level role and we all know how expensive clothes are in airport stores  – so discretion was exercised.  He went on to receive an offer.

3. Poor non-verbal communication

Many candidates are very nervous before interviews which impacts their non-verbal communication. This is normal and the role of the skilled interviewer is to make the candidate feel at ease as quickly as possible. If this lack of confidence persists, it is usually a warning sign. There is very little to be gained by making an interviewee uncomfortable.

I pay particular attention to fidgeting, lack of eye contact, poor posture, weak handshake and other sloppy body language. If any of these are “off” then interviewers can legitimately reasons to reject a candidate, especially if the interview is for a position that deals with client communication.

Exceptions:  

‍It could be because of a neurological difference: ADHD, ADD, anxiety disorders,  autism or other issues. Tact and empathy are really important. Many companies ask candidates if they want to declare any diversity situations, but some feel they will be discriminated against. This is one that could be examined in greater detail which can be one of the reasons to reject a candidate. Some people just get nervous in interviews but are great in their roles.

4. Poor Verbal Communication

If candidates are unable to respond to questions concisely, precisely and with relevance (what I call CPR) they tend to lose me.

“Upspeak”  is also something that is a deal breaker for me especially in a client facing situation. Everything they say sounds like a question?

Exceptions:  

‍Look at other qualifications and  assess if these deficiencies are “trainable.” They could have excellent basic skills but need some polish.

5. Preparation

All candidates should be able to demonstrate interview readiness and preparation including at least superficial knowledge of the company and the role. Any candidate who is not reasonably familiar does not deserve to be progressed to the next level.

Exceptions:

When the candidate has been given no information because the interview was called at short notice, or the search is confidential. This does happen, especially at a senior level.

6. Poor, no, or the wrong candidate questions

If the candidate cannot answer basic questions like the old chestnut “Why should I hire you?”  showing a strong level of self-awareness, they probably should not make it through to the next round.

Having no questions prepared is also a deal breaker and the candidate deserves to be cut. If you have interviewed thoroughly, even asking for clarification on career development  opportunities would highlight a high level of engagement.

If the only questions are centred around holiday entitlement, the Friday tab and Christmas party, that should send some alarm bells

Exceptions:  

‍None  –  but maybe you have a party animal who could be great at his/her job Loop back and check the other credentials.

7. Display of device addiction

One of the reasons to reject a candidate could be if a candidate has not switched off their phone, takes a call or interacts in any way on a device during the interview, unless it is to show you something connected to the process,  it should be brought to an end immediately.

Exceptions:  

‍Absolutely none unless a family member has died. It is not a sign of an ability to multi-task. There is no such thing.

8.  General courtesy and good manners

“Manners maketh the man” … and woman. You would be surprised how many candidates fail to engage correctly with those in the process from the receptionist, to secretaries, drivers.  Anyone who doesn’t say please and thank you or is rude in any way, to anyone at all, should be cut.

Exceptions:  

‍None

9. Inattentive Listening

One of the reasons to reject a candidate after interview process is if candidates who don’t process information, follow instructions, flood, or interrupt, all show indications of inadequate listening skills. This has very strong implications for their role as a team member.

Exceptions:

None

So what do you think  – harsh or simply sensible? You may have reasons to reject a candidate after interview who seems “good enough.” That’s OK. Don’t settle until you find the right candidate. While it may take more time to find the right fit for your business and someone who truly wants to work there, it’s worth the wait. Or is having hard lines missing a diversity opportunity? What do you think?

The real risk is that you could find yourself recruiting for the same position again in six months.

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What are the best practices for rejecting applicants?

Notifying applicants promptly is not only courteous but also a strategic approach to maintain a positive employer brand, comply with regulations, and streamline the hiring process. Here are the best practices for rejecting job applicants:

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1. Timely communication

Respond to applicants in a timely manner to avoid unnecessary waiting and uncertainty.

2. Clear and Polite Language

 Use a courteous and empathetic tone in rejection messages.

3. Personalization

Offer constructive feedback to rejected candidates, explaining why they weren't selected.

4. Consistency

Apply rejection practices consistently to all applicants to ensure fairness.

5. Maintain Professionalism

Keep interactions professional and avoid making negative comments about rejected candidates.

6. Data Protection

Ensure compliance with data protection laws when handling applicant information.

7. Express Gratitude

Thank candidates for their interest and time spent in the application process.

8. Encourage Future Applications

Let candidates know they're welcome to apply for future positions.

9. Stay Compliant

Ensure that rejection messages comply with legal and ethical standards.

10. Offer Assistance

Provide information about other job openings within the company or external resources.

Conclusion

Effectively identifying and rejecting candidates who lack the necessary qualifications, skills, or cultural fit is crucial for maintaining a productive and harmonious workplace. By recognizing the red flags during the hiring process, such as poor time management, inadequate preparation, and lack of proper communication skills, businesses can avoid costly hiring mistakes. Implementing a structured and fair evaluation process ensures that only the best candidates are selected, ultimately contributing to the growth and success of the organization. For a streamlined hiring process, consider using our hr software. According to Amra Beganovich, founder of Amra and Elma and Colorful Socks, being late signals lack of commitment and low level of responsibility. If a potential employee cannot commit to a on-time interview, chances are that they are a very risky investment for an employer because this type of behavior will likely spill over to other segments of work.

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