Should You Keep Great Resumes On File? 4 Tips for Recruiters

“We’ll keep your resume on file.” We’ve all either heard it—or said it ourselves—during the hiring process. For recruiters and hiring managers, it can feel like a nicer way of telling people they didn’t get the job.

But rather than using it as a cover for rejecting applicants, you can recruit faster and smarter by being strategic with your candidate relationship management, and the great resumes that cross your desk.

Recruiting experts set the price of a new hire at  three to four times the position's wages. So, it pays to keep resumes on file and create candidate pools for those people who impressed you—even if it didn’t work out, for whatever reason.

First, we’ll give you recommendations for how to handle candidate rejections, and then we’ll explore how long to keep candidate files and when to keep great resumes at the top of the heap.

How to Reject a Candidate

If you have to reject a candidate, there’s a better way to do it than the classic, “We’ll keep your resume on file”—unless you‌ plan to contact them about other job opportunities.

Here are some suggestions for what to say and how to handle the rejection process more effectively.

Never Ghost a Candidate

When considering how to reject a candidate, it’s much better to send a candidate an email telling them they didn’t get the position than to leave them in the dark. This is just best practice when it comes to candidate relationship management. And the more clarity you can provide in your rejection letters, the better.

First, you’re helping soften the blow by helping people understand why they didn’t get the job. Second, if you do keep their resume on file for future recruiting, you’re helping them become a better candidate the next time they apply.

Always Stay Compliant

It’s important to consider the law when looking at how long to keep job applications on file. Under the Equal Employment Opportunity Commission (EEOC), companies must keep a record of recruiting information like resumes and applications for at least one year.

Federal contractors, however, are required to keep personnel documents for two years.

Keep Promising Relationships Warm

Sometimes when hiring new employees, you do want to keep tabs on a talented candidate in case the right position opens up.

Make sure you tell them clearly: You’re keeping their information because they stand out in a specific way, and you intend to reach out in the future. Otherwise, they might think you’re just letting them down easy.

Instead, you want to keep them interested in your organization and in answering your emails the next time you think they might be the right candidate for the job.

4 Times You Should Keep a Resume on File

1. This Candidate Was a Great Fit—But Someone Else Fit Even Better

We’ve all had golden applicants. You may think of them as the ones who got away—even if you were the one who chose not to hire them.

The next step would be to practice good resume management and flag their file in your files or applicant tracking system as a promising candidate. This is one of the benefits of an ATS and will mean much less recruiting work the next time a similar job opens up.

2. This Candidate Wasn’t the Right Fit for That Particular Position

Other times, you may have someone apply that’s not quite the right fit for that specific job description. For example, they respond to your sales rep ad, but you think they’d make an outstanding office manager instead. There’s no reason not to keep them in mind for when you have an office manager position open up.

3. In Case the Person You Hired Doesn’t Work Out

Keeping track of solid candidates gives you a plan B when hiring new employees. What if your new hire decides to go with another job? Or what if they realize they’re ‌ not the right hire during their first week?

It’s time-consuming and expensive to start the hiring process all over again. Keeping resumes on file from your other favorite candidates means you don’t have to start again at square one.

4. You Extended an Offer, but the Candidate Rejected It

Today’s applicants are inquisitive, with 77% of job seekers wanting to learn everything they can about the company before applying. They also prioritize a total rewards package and want to know most about benefits, total compensation, and growth opportunities at a prospective employer.

They may consider rejecting a job offer if you don’t meet their expectations or you’re not able to offer certain benefits. However, keeping a candidate’s resume on file may help you attract top-tier talent if their priorities change.

For example, you may be unable to meet a candidate’s requested wages, but your company does offer remote work. They may later be interested in flexible hours, so don’t throw out their resume just yet. Keep it in reserve in your ATS for when the time comes.

Next Steps: Onboarding New Hires for Longterm Success

Finally snagged a great candidate who got away the first time? Then you’re in luck because we’ve put together a definitive guide to onboarding, complete with practical advice on different types of onboarding, how to engage your new hites, communication, training, and more.