Send a State Classified Declination Letter

All candidates reserve the right to deny a job opportunity regardless of canvass response. This is accomplished with declination letters.

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Declination Letter Process

  1. Once a candidate denies an offer or an interview, the hiring manager fills out a declination letter
  2. Print a copy of the declination letter on departmental letterhead, and the hiring manager will sign the letter
  3. The declination letter is mailed to the candidate from the hiring manager
  4. A copy of the declination letter is sent from the hiring manager to the assigned Workforce Planning Specialist 
  5. Human Resources records the declination and releases further list candidate information (if applicable)
Be Mindful of the Timeline

To remind you, the submission of declination letters must fall within the canvass schedule. 

Downloads

Declination Letter Responses

Choosing the correct reason the candidate declined the position is critical and can impact the candidates eligibility for future positions.

Common Responses

Candidates may decline a position for many reasons. Review common scenarios and the codes you use when completing the declination form. 

Before selecting the declination codes of DP or LU, discuss with the Workforce Planning Specialist assigned to your posting to determine the best declination code.

Use Proper Response

 It is crucial for Hiring Managers to list the proper declination responses, as some fields may disqualify the candidate from future searches.

Updates for List Candidates

It is important for list candidates to keep their information current. Using ELMS Online, list candidates can update:

  • Name
  • Address
  • List preferences
  • E-mail address
  • Remove any previous declinations
Changing State Agencies?

Remember to update your List Preferences with your new state agency for any promotional lists you are on. 

Related Links

Contact an Expert

UB Jobs Support Staff

Recruitment

Phone: 716-645-5627

Email: UB-Jobs@buffalo.edu