Shortlisting

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Some positions organisations may only receive a few applications while others may receive an overwhelming response. It is therefore important to have a strategy for sifting applications quickly and effectively.

Some employers prefer to use an application form as this can make it easier to compare candidates rather than trying to compare CV’s or letters of application. You should make sure that the questions on the form only relate to information that will help you to assess the candidates ability to do the vacant job.

Shortlisting steps

1. The first step is to write a list of the essential competencies as identified in the job description.  
2. Next, scan each application, looking for the essential qualifications, skills and knowledge. Whilst doing this, do not place too much importance on profiles. Descriptions such as 'organised', 'good with people', etc may only be the applicant’s subjective impression of their skills. You should not assume that overseas degrees and diplomas are inferior to  UK equivalents.
3. Examine the applications for: transferrable skills, relevant experience, unexplained gaps in employment (ask about this at interview), mistakes and attention to detail, anything unexplained (ask about this at interview).
4. You also need to check that they can legally work in this country (see Working in the UK).
5. Then place each application into one of three piles:

• unsuitable applicants
• applicants to interview
• applicants who may be suitable.

Remember, applications from all candidates should be processed in the same way. Ideally more than one person should be involved in the sifting process.

Unsuitable applicants

If an applicant is not suitable for the position they may be suitable for another position that you are looking fill. If this is a possibility telephone them to explain the situation and ask whether they would like to be considered.

If there are no suitable positions for the candidate, write to them as soon as possible to let them know that they have not been successful.  A good rejection letter (Word, 22kb) should be polite, succinct and encouraging. Make notes about your reasons for rejecting any candidate and keep this information for six months.  You need to do this as any applicant can ask why they were not shortlisted and if they believe that you have not shortlisted them for a discriminatory reason they may make a claim against the employer for this.

Every piece of correspondence (or lack of correspondence) from an organisation creates good or bad PR.  It is essential that the applicant is left with a positive impression - they may be suitable for another position in future or have friends that are seeking employment.

Applicants to interview

It is important to respond quickly to applicants you want to interview. You can do this by telephone, email or letter, depending on what is most appropriate.

Regardless of the medium used, it is recommended that points included in the invitation to interview (Word, 27kb) letter are covered.

Applicants who may be suitable

It is possible that someone in this pile may be the perfect applicant, but that their application or CV has not adequately highlighted their skills and experience. These applicants could be invited for interview after interviewing everyone in the 'applicants to interview' pile if a suitable candidate is not found, or if there are not many people in your 'applicants to interview' pile.

Sometimes organisations wish to wait before deciding whether to interview these applicants. Where this is the case the organisation should send each applicant an email or letter informing them that they will be in contact shortly (Word, 27kb).

Have your say

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