How do you decline qualified candidates who are not the best fit?

No one likes the feeling of being rejected. But, you know what's worse? Not knowing where you stand. At a base level, letting candidates know that they aren't advancing is the first step (whether automated or not). That said, I do suggest that if it is conveyed via email, there's an opportunity to touch base live to share feedback (if possible). If that can't be done (live conversation), providing that feedback in the communication is so valuable to the candidate as they navigate next steps.

Rejecting qualified candidates is hard parts of my job. However, it's crucial to ensure that both the role and the organization are the right fit for the applicant, and vice versa. I always communicate the decision as soon as possible, usually over the phone for a personal touch. I'm clear but respectful, highlighting some of the applicant’s strengths while explaining that we've decided to move forward with someone who we feel is a better fit. If appropriate, I offer constructive feedback. I let them know we'll keep their info for future roles and express my wish to cross paths again. This keeps the door open for future opportunities and maintains a positive relationship.

Start with the strengths. No one likes rejection, but redirecting them by resurfacing the key attributes you found in their application can soften the blow. Highlight their skills, experience, and any notable achievements that stood out during the interview process. Let them know that their strengths were recognized and appreciated. Then, transition to the decision-making process. Explain that while they possess valuable qualities, another candidate may have aligned more closely with the specific requirements of the role or that the circumstances of the position have changed. Ending on a positive note can help mitigate the disappointment of rejection, maintain orgs brand and leave the door open for potential future opportunities

Treating all candidates with respect and providing personalised feedback and honest rejections, rather than using standard templates, is incredibly important. It is crucial to understand the stress and challenges that come with job hunting. With over 15 years of experience in the talent space, one of the top behaviours I have prioritised in my talent teams is delivering on promises and consulting candidates. When recruiters take the time to do this, candidates tend to appreciate and value their efforts. In fact, these candidates often become strong advocates, promoting your services to future clients.

Declining qualified candidates is one of the more difficult aspects of my job. It's essential to ensure compatibility between the role, the organization, and the applicant. If suitable, I offer constructive feedback, and I express the intention to consider them for future roles, nurturing a positive rapport and leaving the door open for potential opportunities down the line.

Receiving adequate feedback from the hiring manager is key for this. Many times the recruiter or the person informing the candidate did not receive a reason for declining a candidate, only that the hiring manager will not be moving forward. Having a great relationship with the hiring manager and requesting more information in order to help the candidate is crucial and makes the call (which this should be a call, not e-mail or text message) easier. It could also help the candidate improve in an area or be able to identify the better fit.

I would suggest taking this one step further by setting up a meeting with the Hiring Manager and the final rejected candidate(s). Its one things hearing from the recruiter on the feedback, but totally different experience hearing from the Hiring Manager. You are then creating a raving fan for your company for life by providing a great candidate experience!

Declining qualified candidates thoughtfully is an art. Timely communication and clarity are essential. Honesty can be a tough pill, but it's better than sugarcoating. Respect and empathy are non-negotiable. Keep the doors open for future connections. Consistency and fairness build trust. And trust is what ALL of us in recruiting should be building with candidates we work with. Let's handle rejections with grace, always valuing every candidate's potential and dignity.

It is hard to get a rejection and sometimes recruiters forget that there is a person on the other side of the CV. A person with emotions, family, friends, life problems etc. So I always try my best to provide a respectful and honest feedback and make the rejection a learning experience for the future.

It is not necessary to give specific constructive feedback after an interview. It is possible you had more than one great interview, but only 1 position available. If you do have constructive feedback, offering it (CAREFULLY) can be a nice gesture to help set them up for better success in their future, with you or somewhere else.

Treating candidates with respect and empathy is not only a fundamental ethical principle but also a smart strategy for building a positive employer brand, fostering good relationships, and attracting top talent.

Some recruiters often forget that the interviewing stage is bidirectional. If a hiring officer has a bad/rude attitude it can be off-putting and cause a potential good candidate NOT to accept an offer, which can incur unnecessary recruitment cost. So just be respectful, honest and considerate. Who knows if a candidate is unsuccessful at the interview stage they may know or refer someone who might be.

Don't be a jerk. ??Thanks, chatGPT. (Adding this note because contributions must be at least 125 characters... almost there... ok)

The best way to be respectful and courteous is to call them on the phone, rather than sending a canned email response. We can understand their career aspirations much better if we actually talk to them.

As recruiters, it’s our duty to be human in our process. It is a ‘process’ and there are difficult tasks such as letting someone know they weren’t selected to move forward but simply treating candidates like just a number reflects poorly on all parties involved. A few things I do to ensure candidates feel seen are to follow up regularly, keep candidates informed, and be empathetic. After all, we’ve all been on the other side before.

It's easier to keep a bridge intact than to burn it. Recognizing the importance of maintaining positive relationships with candidates is imperative. Encourage candidates to follow your organization on social media or sign up for your newsletter to stay updated on future opportunities and industry insights. When you treat candidates right during the recruitment process who are not positioned in a role, they can become brand ambassadors who may not work for you but are willing to work with you.

Yes! Such amazing points. I keep an open door with all of my candidates. I always ask candidates what their dream location, schedule, department and goals are- I keep this list updated when I check in and their needs change. If a position becomes available that fits their dream, they're the first person I call! At the end of the day, waiting to find the best fit for a candidate, that fits their needs best, means it will also be the best fit for our organization too. And I get the honor of giving the best news- "You got the job!"

Absolutely, maintaining positive relationships with candidates and leaving doors open can bring numerous benefits to both the candidates and your organization.

I've had instances where a candidate wasn't suitable for an initial position, but because we kept the lines of communication open and were supportive, they later returned to fill a different role perfectly. Moreover, candidates tend to share their experiences with their peers. When treated with respect and openness, they become ambassadors for your brand, speaking positively about your company and culture. This not only aids in future recruitment efforts but also enhances your organization's reputation in the market.

I find that this is a gap. Many qualified candidates who were deemed not suitable for one role are not segmented into talent pools for continuous engagement. Teams should nurture those relationships by encouraging them to opt in to updates. There may be another role more suitable for the candidate in the future. Not nurturing passive candidates is a missed opportunity in building a strong pipeline of qualified candidates. Additionally, you will find that they remain as key advocates, if dispositioning of candidates is done well.

Treating all candidates consistently and fairly is crucial for maintaining a positive and ethical recruitment process. It helps build trust, ensures compliance with anti-discrimination laws, and fosters a positive reputation for your organization.

Structured interviews that focus on personal attributes and prior achievements will minimize bias (negative AND positive - heard of the halo effect?), keep you away from illegal questions, and give you greater confidence in your hiring decisions.

Durante o processo seletivo devemos ser justos e profissionais, a escolha do candidato deve ser pautada no perfil da vaga, habilidades técnicas e comportamentais, dessa forma iremos construir uma imagem positiva da empresa e nossa como recrutadores.

As a recruiter, I underline the importance of feedback from hiring managers. Because the reasons behind an applicant's rejection remain undisclosed to the recruiting team and the individual overseeing hiring. I feel it is important for hiring managers to provide feedback to enable the recruiter to inform them promptly and clearly so as not to give them false hopes

Turning down a candidate with constructive feedback indeed requires a delicate approach that combines directness with thoughtfulness. Despite our best intentions, receiving feedback can be challenging for anyone. It's good to remember that not everyone wants detailed feedback after an interview that didn't go as hoped. As a recruiter, personalization is key to relationship building and delivering a positive experience. It's what keeps the door open for candidates, even if this particular match didn't work out. It's about making them feel valued and reconsider them for other roles that fit their skills and aspirations.

These tips are spot-on! Absolutely agree with these tips! Rejecting qualified candidates is a delicate task that requires empathy and professionalism. Building a strong relationship with the hiring manager is indeed essential to provide candidates with valuable feedback and help them improve. Treating candidates with respect, maintaining open communication, and keeping their career aspirations in mind can foster a positive impression of your organization. It's a win-win situation when candidates find the right fit that aligns with their dreams and your company's needs. Kudos to recruiters who prioritize the candidate experience and contribute to meaningful connections!

There's an often overlooked aspect I'd like to highlight: the importance of post-rejection follow-ups. While we often consider the recruitment process finalized once a rejection is delivered, there's value in creating mechanisms for checking in with declined candidates down the line. By extending the timeline of engagement, recruiters can potentially tap into a pool of ever-improving talent.

Share our organizations goal/mission and key characteristics. Win-win is about finding the best candidate “puzzle piece” to complete our TEAM. I share that teaching in our school district, serving children in military families and creating the best educational experience they will ever have is our #1 goal. This makes our teachers job extremely challenging, yet so wonderfully rewarding. If a candidate is not selected for the posted vacancy, we didn’t see them as the perfect fit for this particular job. I encourage them to regularly monitor our vacancies and if interested, re-apply. They may also want to consider a para or substitute job with our district. Keep the conversation honest, win-win, and offer future consideration.

Rejecting all candidates need tact and empathy irrespective of suitability to the role. Treating each and every interaction like the person is a friend and worthy of respect will make any future interaction significantly easier. There is never an excuse not to be empathetic and kind, especially now when the job market is so brutally competitive.