Informing a candidate they were not selected is a regular part of the hiring process. How this news is delivered reflects on the organization’s reputation. A professional approach can preserve a positive relationship with the candidate, who may also be a customer or future client. Treating all applicants with respect maintains the company’s standing as a desirable place to work.
Decide the Method and Timing
The first step is to determine the communication channel and timeline. The method often depends on how far the candidate progressed in the hiring process. For applicants who only submitted a resume or had an initial screening, an email is an efficient method. It provides a clear, documented message that candidates can process in their own time.
For individuals who invested significant time in multiple interviews, a phone call is a more personal and respectful approach. This direct conversation acknowledges their effort. Regardless of the method, promptness is important, and a decision should be communicated as soon as it is made. Leaving candidates in limbo for an extended period creates a negative impression.
Key Elements of a Professional Rejection
Begin by thanking the candidate for their interest in the role and the time they dedicated to the process. This acknowledgment values their effort and sets a respectful tone.
The message should be direct, clearly stating that the company has decided to move forward with another candidate. Ambiguous language can create false hope or confusion, so it is better to be straightforward. You can soften the message by mentioning that the decision was difficult due to a strong pool of qualified applicants. This helps the candidate understand the competitive nature of the selection.
Conclude on an encouraging note, wishing the individual success in their job search. You can mention keeping their resume on file for future opportunities, but this should only be stated if it is a genuine intention, as making empty promises can damage your credibility.
Common Mistakes to Avoid
Avoid giving false hope by using indecisive language. Phrases that suggest a future possibility when one doesn’t exist are misleading and unprofessional. Be clear and final in your communication to allow the candidate to move on.
Refrain from making direct comparisons between the rejected candidate and the person who was hired. This type of feedback can seem subjective and may lead to arguments or legal challenges. Avoid being overly apologetic, as it can sound insincere.
Do not offer detailed, subjective feedback on a candidate’s interview performance or skills unless it is a formal part of your company’s policy. Providing such critiques can open the door to disputes and accusations of bias.
Sample Rejection Templates
Email Template
Subject: Update on your application for the [Position Title] role
Dear [Candidate Name],
Thank you for your interest in the [Position Title] position at [Company Name] and for taking the time to speak with our team. We genuinely appreciate you sharing your experience and qualifications with us.
After careful consideration, we have decided to move forward with another candidate for this role. The selection process was very competitive, with many qualified applicants. We will keep your information on file and will reach out if a future opportunity arises that aligns with your skills.
We wish you the best of luck in your job search.
Sincerely,
The [Company Name] Hiring Team
Phone Call Talking Points
For a finalist who has completed multiple interviews, a phone call requires a more personal touch. The conversation can be structured around these points to ensure it is respectful and clear:
- Start by thanking them for their time and effort throughout the extensive interview process. Acknowledge a specific strength they demonstrated, such as, “We were all very impressed with your presentation on [Project].”
- Deliver the news directly but gently. For example, “I’m calling to let you know that we have offered the position to another candidate.”
- Briefly explain the decision in general terms, such as, “It was a very difficult decision, but we ultimately felt another candidate’s experience was a closer match for the specific needs of this role at this time.”
- End on a positive and encouraging note. “We were truly impressed by your background and enjoyed our conversations. I want to wish you the very best in your search and hope you’ll consider applying for other roles with us in the future.”