I agree with many of the things already said on this topic, but wanted to mention how we handle auditions here.

At the auditions/callback the first and last thing said to everyone is "thank you for auditioning".  We then tell them that we'll be calling those who we are offering roles to by "end of the week" or whatever the time frame is.  I always over estimate that deadline to give time to deal with unforeseen casting concerns (or lack of male turnout, hehe).

I call everyone being offered a role.  But send a letter to those who aren't cast.  I always try to customize the letter to each person, and encourage them to audition for future shows and if appropriate point out specific upcoming audition or volunteer opportunities.

We've developed this method because we feel it is important to once again thank those who auditioned and not "leave them hanging" waiting for the phone to ring if they are not being cast.  It also eliminates that awkwardness of being the barer of bad news especially if there are kids involved.  I don't send the letters until I've spoken to all the actors who are being offered roles and they have accepted.  The letter also states "we don't have a role for you in the cast at this time."  Because I have had to go back to the audition pool to replace actors who had to drop out shortly after rehearsals began.

For me anyway, this method works most effectively.  It lets everyone know one way or the other, lets you give feedback to those not cast and avoids weepy or hostile phone conversations.

AHHH!

Okay, one last point then I'm done... I can't count the number of auditioners I've called (many to turn down) who've been through the experience of auditioning for a theater that uses the "don't call us, we'll call you" method... they are always extremely grateful for the call and much more inclined to return (or work production).

BMD,

If the woods are dense with actors, they can't all suck, can they?

That's it, I'm done...  BEER!

B-M-D  If you're a Guinness drinker, I've got your next round.

I also resist calling those who I've not cast.  I work for three different theaters and they all contact actors not cast after the director has gotten "yesses" from the actors he's chosen to use.  Two of the companies send letters and one makes the phone calls.  When I first directed for the phone call theater, I told them I would prefer to not make calls to those not cast.  I was informed it was their theater's policy (fair enough, although it was only one of the "unwritten rules" I encountered there, but that's a different story).  I said, "fine, I'll have my producer call those not cast.  I believe after settling on a cast, my time is better served working on the show with the cast".  They said fine---I made no calls-----producer had no idea why they had been passed over----could do nothing other than offer regrets and an invitation to audition for the next show, and to not miss this one. Having the producer make the calls is now their policy (other directors there wondered why they themselves hadn't said no years before) and they all lived happily ever after. 

My reasons for not wanting to call.

1. How do you tell someone they have no reason to ever step foot on stage?  (We've all seen terrible performers audition) Or....how do explain that you really don't understand all that went into your casting decision.

2. I need to assemble my cast in one place and begin rehearsing.

3. I don't want to leave a message if the person is out, which means I would spend more time calling again and again.

4. If you're good enough and popular enough and put up shows the theaters and audience like, you can do whatever you want (within reason----don't unnecessarily bash me here folks )

5.  "Don't call us, we'll call you" is a cliche for a reason.  I have never been called by a company to tell me I haven't been hired....I don't expect it, and I think theaters that do require it may be putting an unnecessary strain on their directors, particularly a new director.


by the way    I admire you directors that do call    it's just not for me, and as has happened many, many times in my life.....i just may be wrong.
 

Now.........would anyone like a drink or appetizer?

Okay, I'm not done...

I have a question; how many of you directors who don't call (I don't want to use the word "rejects" here, it sounds so un-PC) those actors who were "not up to this challenge" have professional or semi-pro experience?

I worked as a director professionally for thirty years - nobody ever calls
those uncast to let them know they were weren't cast.

However, when working in a CT, I *always* call (or my assistant does) and
thank people for auditioning and let them know the theatre hopes to see
them at the next auditions.

Being nice doesn't hurt at all and it doesn't cost a penny.