Rejecting a job candidate is a necessary part of the hiring process that reflects on a company’s professionalism. Handling this task with care reinforces a positive brand image and ensures all applicants feel respected, regardless of the outcome.
Why Properly Rejecting Candidates Matters
The way a company communicates a rejection impacts its reputation and future recruitment efforts. A positive candidate experience, even in rejection, can encourage applicants to apply for future roles or recommend the company to others. A respectful process helps maintain a positive employer brand and can even turn a candidate into a future customer.
Conversely, a poorly handled rejection can have lasting negative consequences, as disgruntled candidates often share their experiences on social media and employer review sites. Failing to respond to applicants at all is viewed as unprofessional and can damage a business’s ability to attract quality candidates.
Choosing the Right Communication Method
For applicants eliminated after an initial screening or who were not selected for an interview, an email is a standard and efficient method. It provides a clear record of communication and allows the company to manage a high volume of responses consistently.
A phone call is the more considerate approach for candidates who have invested significant time, such as those who completed multiple interviews. A direct conversation is more personal and demonstrates respect for their effort. This personal touch can soften the disappointment and leave the candidate with a more positive final impression.
What to Include in Your Rejection Message
A rejection message, whether an email or phone call, should be prompt and clear. Informing candidates as soon as a decision is made allows them to focus on other opportunities and prevents the uncertainty that reflects poorly on an organization.
The message must be personalized. Always address candidates by name and mention the specific position for which they interviewed. This detail demonstrates that you recognize their individual application and have given it careful consideration. Generic messages can make candidates feel devalued and sour their perception of the company.
Begin by thanking the candidate for their interest in the role and the company. Acknowledging the time and effort they dedicated to the process is a meaningful gesture. This should be followed by a direct statement that the company has decided to move forward with another candidate. Present this information early to avoid confusion or false hope.
Close the message on a professional note by wishing the candidate well in their job search. If the candidate was a strong contender, you might mention that you will keep their resume on file for future openings. This leaves the door open for future engagement and helps build a talent network.
What to Avoid Saying When Rejecting a Candidate
To mitigate legal risks and prevent misunderstandings, avoid certain statements when communicating a rejection. Refrain from giving false hope with vague promises, such as “we will have another role for you very soon,” if no concrete opportunity exists. A simple, professional closing is better than an insincere commitment.
It is also advisable to avoid providing overly specific or comparative reasons for the rejection, such as, “we hired someone with more experience in a particular software.” Such statements can be interpreted as grounds for a discrimination claim and open the company to legal challenges. Keep the reasoning general by stating that you selected a candidate whose qualifications more closely matched the role’s needs.
The tone should remain professional and neutral, avoiding overly apologetic language like “I’m so sorry” or “this is very difficult for me.” While empathy is important, the focus should be on delivering a clear business decision. All communications should be free of language that could be perceived as discriminatory based on protected characteristics.
The Optional Step of Providing Constructive Feedback
Offering detailed, constructive feedback is a step that requires caution due to potential legal exposure if the feedback is misinterpreted. Companies should only provide feedback if the candidate requests it and a clear policy is in place for doing so.
If you offer feedback, it must be objective and focused on skills or experience rather than personality traits. For example, you might note that another candidate had deeper expertise in a specific area. The goal is to provide helpful guidance that supports the candidate’s growth, but this is not standard practice and should be a rare exception.
Handling Internal Candidate Rejections
Rejecting an internal candidate requires a more delicate approach compared to external applicants. The goal is to deliver the news while preserving the employee’s morale and desire to continue growing within the company. This conversation should always be conducted in a private, face-to-face meeting or via video call, never through an impersonal email.
The discussion should be treated as a developmental conversation. Reaffirm the employee’s value to their current team and the organization. Provide clear, constructive feedback on why they were not selected for this role and outline concrete steps they can take to strengthen their candidacy for future opportunities. This approach helps maintain a positive relationship and supports employee retention.