Informing a candidate they have not been selected for a role is a delicate but necessary part of the recruitment process. How a company handles this communication speaks volumes about its culture and values. A thoughtful rejection protects an employer’s brand reputation and ensures a positive experience for unsuccessful applicants. This approach helps maintain a strong talent pool, as candidates treated with respect are more likely to reapply or speak positively about the organization.
Best Practices Before Sending the Rejection
A first step is to ensure the rejection is delivered in a timely manner. After a decision has been made, promptly informing the candidate avoids leaving them in a state of uncertainty, a practice often called “ghosting.” This respects the time and effort the individual invested. Candidates appreciate a swift response, as it allows them to focus their energy on other job opportunities.
Before any external communication occurs, the entire hiring team should be aligned on the decision. This internal consensus prevents mixed signals or confusion for the candidate. Having a standardized process for notifying all applicants at a similar stage ensures fairness and consistency, reinforcing the organization’s professionalism.
Choosing the Right Method: Phone Call vs. Email
The method chosen to deliver the news should correspond with the candidate’s level of engagement with the company. For early-stage rejections after an initial application review, an email is an efficient and acceptable method. Emails provide a written record and allow for a carefully crafted message that can be standardized for consistency.
A phone call is a more personal and respectful approach for candidates who have invested significant time, particularly those who reached the final interview stages. This direct method allows for a more human connection and can soften the impact of the rejection. A phone call demonstrates consideration and provides an opportunity for immediate clarification. Some organizations also follow up a call with an email, providing written confirmation.
Key Elements of a Rejection Message
Regardless of the communication method, several elements should be included to ensure the message is professional and respectful. Always begin with a personalized greeting, addressing the candidate by name. Following the greeting, thank the candidate for their interest in the position and for the time they invested in the interview process.
The core of the message should state the decision clearly and directly. Avoid using vague language like “we have decided to move in a different direction,” which can cause confusion. Instead, be straightforward in stating that another candidate has been selected. Conclude the message on a positive and professional note, wishing the candidate success in their job search.
There are also several things to avoid when crafting a rejection message:
- Refrain from giving false hope by suggesting future opportunities unless there is a genuine possibility.
- Do not make direct comparisons between the candidate and the person who was hired.
- Providing overly detailed or subjective feedback can create legal risks, so keep explanations brief.
- Avoid using overly apologetic language, as this can undermine the professionalism of the message.
Rejection Message Samples
For Candidates Not Selected After Application Review
When rejecting a candidate after an initial application review, a concise and polite email is appropriate. The goal is to inform them of the decision without creating a lengthy or personal exchange.
“Dear [Candidate Name],
Thank you for your interest in the [Job Title] position at [Company Name] and for taking the time to submit your application. We received a large number of qualified applicants, and after careful review, we have decided to move forward with other candidates at this time.
We appreciate you considering a career with us and wish you the best of luck in your job search.
Sincerely,
[Your Name/Hiring Team]”
For Candidates Not Selected After a First Interview
For a candidate who has completed a first interview, the message should acknowledge the time they spent speaking with the team. This template is slightly more personal.
“Dear [Candidate Name],
Thank you so much for taking the time to speak with our team about the [Job Title] position at [Company Name]. We genuinely enjoyed learning more about your skills and experience.
After careful consideration, we have decided to proceed with other candidates whose qualifications more closely match the current needs of this role. This was a difficult decision due to the strong pool of candidates we interviewed.
We appreciate your time and interest, and we wish you all the best in your job search.
Sincerely,
[Your Name]”
For Candidates Not Selected After a Final Interview
A candidate who reaches the final interview stage has invested a significant amount of time and effort. A phone call is the preferred method for this rejection, but an email can be used if a call is not feasible.
“Dear [Candidate Name],
Thank you again for your time and effort throughout the interview process for the [Job Title] position. We were very impressed with your background and the insights you shared during our final conversation.
As you know, we were speaking with a number of highly qualified individuals. After much deliberation, we have offered the position to another candidate. This was a challenging decision, and we want to thank you for your professionalism throughout this process.
We will keep your resume on file for future opportunities that may be a good fit. We wish you the very best in your career endeavors.
Sincerely,
[Your Name]”
Phone Call Rejection Script
A phone call should be direct, respectful, and brief. Start by thanking the candidate, deliver the news, and close the conversation professionally.
“Hi [Candidate Name], this is [Your Name] from [Company Name]. Thank you for taking my call. I’m calling regarding the [Job Title] position you interviewed for. I want to thank you again for your time and for speaking with our team. We were all very impressed with your experience.
I’m calling to let you know that we have decided to move forward with another candidate for this role. It was a very competitive process, and we had to make a difficult choice.
We truly appreciate your interest in our company, and we wish you the best of luck in your job search. We will certainly keep your information for any future roles that might be a good match.”
Handling Requests for Feedback
Candidates who have been through the interview process may ask for feedback. Companies should establish a clear policy on whether to provide this information. Offering feedback can be helpful to the candidate and create goodwill, but it can also be time-consuming and carries potential legal risks if not delivered carefully.
If the company policy is to provide feedback, it should be objective, brief, and focused on specific skills or experience gaps related to the job requirements. For example, mention that the selected candidate had more direct experience with a particular software or a specific project management methodology. Avoid subjective comments about personality or communication style.
If the company policy is not to provide detailed feedback, have a polite and consistent response ready. A suitable reply would be, “To ensure a fair and consistent process for all candidates, our policy is not to provide specific feedback on interviews.” This approach maintains a standard procedure and avoids potential complications.