How long do we have to keep rejected job applicant and recruitment records?

There is no single universal answer, but recruitment and rejected-applicant records are almost never disposed of immediately. Their retention is driven by anti-discrimination law, the organization’s own records schedule, and the practical need to defend hiring decisions. The safest approach is to set a fixed minimum retention period that begins on the date the position is filled or the action is taken.

What counts as a recruitment record

These are the materials generated during a hiring cycle, regardless of where they live (email, an applicant-tracking system, or paper):

• Job postings, position descriptions, and advertising
• Applications, resumes, and cover letters
• Interview notes, scoring sheets, and assessment results
• Offer and rejection correspondence
• Records showing why a candidate was selected or not selected

General retention principles

For most U.S. private employers, anti-discrimination recordkeeping rules establish the floor. Under EEOC requirements, employers must preserve personnel and employment records, including those for applicants who were not hired, for a defined minimum period after the record is made or the personnel action is taken. If a discrimination charge or lawsuit is filed, the relevant records must be kept until the matter is fully resolved, even if the normal period has passed.

Federal agencies follow the National Archives General Records Schedules, which set government-wide minimums for recruitment, examining, and hiring case files. State and local governments, contractors, and regulated industries may face additional or longer requirements.

Building a defensible practice

• Identify every requirement that applies to you (federal, state, contractor obligations) and retain for the longest applicable period.
• Apply one consistent retention period to all applicants for a given action so you are not seen as treating candidates differently.
• Suspend disposition immediately under a legal hold when a complaint, charge, or litigation is anticipated.
• Dispose of records consistently once the period expires; keeping them indefinitely creates privacy exposure and discovery burden.
• Document your schedule and your destruction so you can show records were managed by policy, not by convenience.

Because exact periods vary by jurisdiction and record type, confirm the specific minimums with current EEOC guidance and your applicable records schedule before finalizing your policy.

For related guidance, see the email and messaging records hub, since much recruitment correspondence now lives in email and chat.