Reframing Thoughtful Rejections

Shannon Ogborn here, your host of Offer Accepted! In this episode of Offer Accepted, I sat down with Selcan Sengul , Senior Director of Talent & People Operations at Taxfix , to discuss how her team has redefined candidate communication by emphasizing human-centered recruiting. From personalized rejection templates to aligning with DEI goals, Selcan’s strategies showcase how transparency, empathy, and feedback loops can create a candidate experience that reflects a company’s values.

Our conversation touched on the ways that automation can enhance, rather than replace, empathy in recruiting, and the critical role of early-stage alignment in creating successful hiring processes. Selcan’s insights provide actionable takeaways for talent leaders looking to build trust and foster long-term relationships with candidates.

Takeaway 1: Turn Rejection into a Thoughtful Experience ??

Selcan believes rejection templates can be a game changer in candidate experience. By designing templates that balance efficiency with personalization, her team at Taxfix ensures every candidate feels respected and informed.

Why It Matters:

Rejections are often the final touchpoint candidates have with your company, making them a crucial moment to leave a positive impression. Thoughtful rejection templates not only protect your employer brand but also build goodwill, increase engagement, and demonstrate your organization’s values.

Quick Tips:

• Tailor Templates for Each Stage: Selcan recommends aligning rejection templates with the level of engagement a candidate had in the process, ensuring clarity and respect at every touchpoint.
• Share Helpful Resources: Include industry-relevant resources or next-step suggestions, such as communities for skill-building, to help candidates continue their journey.
• Make It Personal: Add a detail about the candidate’s application or interview to show genuine thoughtfulness — even in rejection.

Takeaway 2: Strengthening Empathy with Automation ??

Selcan’s team leverages automation to handle high volumes of candidates efficiently, but they never let technology overshadow human connection. Automation for tasks like scheduling and rejection messages frees up recruiters to focus on more impactful touchpoints.

Why It Matters:

Automation improves efficiency and allows recruiters to focus on moments that matter, like interviews and candidate follow ups. The right balance ensures that the process remains human-centered even at scale.

Quick Tips:

• Automate Interview Scheduling: Selcan emphasizes leveraging scheduling tools to minimize delays and improve the candidate experience, particularly in high-volume hiring situations.
• Optimize Stage-Based Automations: Set up automations for different stages of the process, like auto-sending interview prep materials to candidates or reminders to hiring managers about panel responsibilities. This saves time and ensures consistency without losing the personal touch.
• Automate Responses to Common Questions: Selcan explains that they identified areas where candidates frequently ask questions and implemented templates to standardize responses. This approach optimizes processes while maintaining clarity and keeping candidates informed.

Takeaway 3: Set the Stage for Success From Day One ???

Selcan emphasizes the importance of a strong kickoff process that aligns hiring teams on clear job descriptions, panel roles, and expectations. This foundational step creates a smoother, more rewarding hiring journey for everyone involved.

Why It Matters:

Misaligned processes lead to inefficiencies and poor candidate experiences. Early-stage clarity ensures consistency and helps teams stay focused on delivering an exceptional experience.

Quick Tips:

• Clarify Job Expectations: Collaborate with hiring managers to define role-specific success metrics and essential qualifications, ensuring clarity and inclusivity while addressing organizational goals.
• Use Panel Prep Guides: Selcan highlights the importance of setting panels up for success with clear roles and responsibilities. During kickoffs, define the purpose of each stage and provide guidelines that focus on structured, fair assessments to reduce bias and create consistency.
• Continuously Optimize Kickoff Meetings: Selcan suggests using feedback loops from both hiring managers and candidates to refine kickoff strategies, ensuring alignment on roles, DEI objectives, and panel dynamics.

What Hiring Excellence Means to Selcan

For Selcan, hiring excellence is about balancing empathy, transparency, and efficiency. “It’s about making candidates feel human at every stage while ensuring alignment and fairness in the process,” she explains. This approach not only improves candidate satisfaction but also strengthens your team and brand.

Selcan's Recruiting Hot Take ??

On LinkedIn, Selcan has noticed debates about whether people should include their former companies in their job titles. Her take? It depends on the purpose. She believes that when it showcases pride in contributions or highlights skills gained, it can be a powerful way to demonstrate expertise and professional growth.

You can check out José's full episode on Apple, Spotify, YouTube, and our blog.

Up next, Cara Brennan Allamano from PeopleTech Partners

Until next time,

Shannon Ogborn

Community @ Ashby