There's a Right Way to Reject Applicants

Rejecting candidates is a common part of hiring but some companies don't complete the process by sending a rejection email, this is either overlooked or mishandled. Statistics?show that more than 75% of candidates never hear back from an employer after only applying for a job, and 60% of candidates never hear back after an interview. This candidate experience hurts both candidate and the company. In this article, we'll explore the importance of sending rejection emails, looking specifically at benefits, candidate experience and how to write one.

The candidate experience

Job seekers invest time and effort into submitting applications, preparing for interviews, and completing tasks. Receiving no response from a company is disheartening, can cause frustration and in some cases anger.

If you're a hiring person, opting to send an email instead of ghosting might seem like it complicates an already complicated task (hiring), but it's ultimately the best approach for both your company and applicants. Sending an email demonstrates respect towards the candidates who invested time into applying for the position, allows candidates to move forward in their job search without lingering doubts and paints the company as empathetic and professional.

Benefits for the company

Maintaining a talent pool

Applicants who have a positive candidate experience are more likely to leave with a good impression of the company and talk favourably about them to personal connections. They may also consider keeping an eye at the organisation for new positions that will be posted in the future. This way with every rejection companies build a talent pool for future positions.

Protecting the company's reputation

Job seekers can openly share their experiences on websites like Glassdoor or social media. They could vent about their negative candidate experience and be the reason new potential candidates don't apply, as for them it could highlight issues like the organisations lack of respect for employees. Candidates who had negative candidate experiences may discourage others in their network from considering opportunities within the business.

How to write a good rejection email

There are no real rules on rejecting candidates, but consider these tips for writing a graceful rejection letter.

Outline

1. Get straight to the point.
2. Explain the reasons.
3. Give them constructive feedback (if you feel comfortable).
4. Keep it personal.
5. Leave the door open — encourage candidates to apply again.
6. Thank candidates.

Note that a generic email is good enough for candidates who only submitted an application, but to those who passed through the interview stage or made it to the final stages a personalised email is more appropriate.

Don’t use the word rejected, instead say "the selection team has decided that they will not pursue your candidacy further."

Sample

Dear [Candidate name],

I hope this email finds you well.

I am writing to inform you that we have decided to move forward with another candidate for the [job title] position at [company name].

I want to thank you again for your interest in this position. I was impressed with your resume and your qualifications. You have a strong background in [relevant skills], and I was particularly interested in your experience with [specific aspect of the job].

However, after careful consideration, we felt that another candidate was a better fit for the role. This decision was not made lightly, and we appreciate your understanding.

I would like to offer you some constructive feedback if you are open to it. Please let me know and I'll send another email addressing the topic.

I wish you all the best in your search for a qualified candidate. I would be happy to apply for a position at [company name] again in the future if the opportunity arises.

Thank you again for your time and consideration.

Sincerely,

[Your name]

Conclusion

Contrary to common belief rejection emails don't have to be disheartening, they can benefit both companies and candidates. By being empathetic and following the right practices when writing rejection emails, companies can provide a great candidate experience, preserve their reputation, build a strong employer brand and maintain a valuable talent pool. If you're a hiring person apply these tips to your hiring practise and look at how the smallest of changes can make a big difference.