How to Politely Reject a Candidate Over Email

Over the years, we have seen a fundamental shift in human resources and the job market. In this shift, technology has played a vital role in benefiting both recruiters and applicants. HR personnel can strain the best candidates using modern technology like ATS (application tracking system).?

In contrast, applicants across the globe can apply for numerous jobs with trivial effort using various job websites. This means every organization and HR department is experiencing a huge surge in applications. While organizations can hire only a handful of deserving candidates, many applicants get rejected. A study suggests only 2.5% of all candidates make it to the final round, whereas the rest, 97.5%, get rejected.

A common perspective dictates that the role of an HR department ends with crafting an offer letter; however, it also includes constructing unpleasant rejection emails for a large pool of candidates. As HR personnel, if you are constructing an email, it should have a precise mixture of relevant language, empathy, and future possibilities. So, in this latest edition of the Pitch N Hire Newsletter, we will understand why writing a proper rejection email is necessary, along with how to write an email that carries the message across clearly and professionally.

Why does a rejection email matter?

• It improves the candidate experience, creating a positive image of the organization among applicants.
• Rejection emails reflect the professionalism and courtesy of the organization.
• It maintains good relations between the applicant and the employer.
• Offer constructive feedback, allowing candidates to improve for future job applications.

How to write a professional rejection email?

Read on to learn more about the process of writing a rejection email:

Timeliness matters

One of the most overlooked aspects of rejection email is its timeliness factor. The hiring process has various stages; even with an effective ATS, the process can take a couple of weeks to complete. We suggest promptly sending the rejection email once the final decision has been reached.?

This can eliminate any unnecessary expectations and the fractionation of applicants. According to a study, 80% of job seekers say they would not reapply to a company that didn't reply to them timely.

Show gratitude

Indeed, the emergence of various job-hunting websites and social media has made the job tracking and application process easy for candidates. However, as HR personnel, it is recommended that you craft an email that expresses your gratitude toward the applicant for showing your interest in the position and for taking the time to apply.

Personalization

Though the email is an official message, that shouldn't stop you from adding a few elements that make it personal. Instead of generic messages, you can add names and highlight a few interview feedback pieces. According to a study, applicants are four times more likely to consider your company if you offer constructive feedback.

Make it clear and concise.

If a candidate has reached the interview round, their expectations are pretty high in their minds and hearts. While writing a rejection email, avoid going into details. Keep the message clear and concise. You may also want to soften the language without making it ambiguous.

Keep your doors open.

Convey that the candidate doesn't fit due to limited job openings, but doesn't close the door for future possibilities. As an HR expert, you want the best candidate for your organization, and by delivering an effective rejection email, you give applicants an excellent reason to reapply in the future.

Elements of a rejection email

Like any other email, rejection emails are constructed to convey important information clearly and gracefully while also acknowledging the recipient's efforts and maintaining a professional tone. That's a lot of information to integrate into an email.?

So here are the elements of a rejection email that make it effective and professional:

• Subject line: Use a crisp and appropriate subject line. Ensure that the candidate can grasp the content merely by glancing at it.
• Acknowledgement: Start with your candidate's name and acknowledge their time and effort during the recruitment process.
• The news: Next, you must break the rejection news using polite language.
• Feedback: The email should not end with rejection; instead, it should contain positive and constructive feedback.
• Possibility: While regretting the current decision, encourage them to stay connected with your company for future openings that align more closely with their profile.

Example 1 (If the applicant is rejected during the initial states)

Subject line: Update on your application for [role]

Dear [applicant name],

We hope this email finds you well. Thank you for taking the time and effort to apply for the [role] at [company name].

After careful consideration, we have decided not to proceed with your application. We received many applications and had to make a difficult decision based on our current needs.

Or

Upon careful consideration, we have decided not to continue with your application at this stage. While your skills and knowledge on the topic were commendable, we have chosen to move forward with those profiles that closely match our current needs.

We genuinely appreciate your enthusiasm and effort in applying to join our team. Please note that our decision did not reflect your abilities or potential. Further, we encourage you to keep an eye on our career page and stay connected with us for potential opportunities in the future.

Thank you once again for considering us as your potential employer.

Best regards,

[Your name]

[Job title]

Example 2 (If the applicant is rejected after the final interview round)

Subject: Final decision regarding your application for [post] at [company]

Dear [applicant name],

We hope this email finds you well. Thank you for taking the time and effort to apply for the [role] at [company name].

After careful evaluation and consideration, we regret to inform you that we have decided not to move forward with you for the role. Given the pool of tangents we had to evaluate, it was a challenging decision.

Your [specific positive aspect] on [topic] during the interview session was particularly noteworthy and did not go unnoticed. Please know that this decision does not lessen your abilities or potential. We believe you have valuable skills and knowledge and encourage you to leverage them in your continued job search.

Although we won't be moving forward together, we see potential in your profile, and we invite you to stay connected with us for better future opportunities that may align with your skills and aspirations.

Thank you again for going through the hiring process and considering us as your potential employer. We wish you success in your career endeavors.

Best regards,

[Your name]

[Job title]

Final word

While crafting a rejection email on this side, remember that it will be an unpleasant message for the recipient on the other side. In such instances, it becomes important to construct a message that gracefully slides the rejection forward and motivates applicants for future possibilities. This can only be achieved when you, as an HR, tick all the points mentioned above.

However, if you are still following the age-old hiring process and not keeping up with the high surge of applications, we recommend considering Pitch N Hire ATS as your solution.?

With Pitch N Hire's ATS, you can bid farewell to all the manual challenges, such as screening piles of resumes. But filtering resumes is just the beginning, as this advanced tracking system takes care of your specific needs and tailors a hiring solution that spreads from job posting to a seamless job onboarding process.