How to Write an Effective Candidate Rejection Email

No one likes to give bad news. Unfortunately, as a recruiter, you are going to have to be the bearer of bad news more times than not. At some point, you will have to tell every single candidate you contacted that they are no longer in consideration except for the one you decide to hire.

Importance of Post-Interview Candidate Rejection Emails

Although most recruiters view sending rejection emails as non-essential, the act can have many repercussions for both the employer and candidates going forward. These include:

1. Impacts Company Image

Candidates who don't receive a response to a job application or interview are likely to harbor resentment toward the company. A lousy hiring reputation can hamper the company's name.

2. Offers Candidates Relief

After an application or interview, the waiting period is usually tough. Most candidates will appreciate closure instead of complete silence, even if the report is negative.

3. Creates a Network of Future Prospects

A rejection letter is not a complete denial of a job opportunity but rather a "see you soon" if another opportunity arises. Candidates who aren't fit for a particular position may still be of value in the future in other areas.

What’s the Best Way to Deliver the Bad News?

There are some recruiters who despite knowing today’s candidates place an emphasis on timely communication choose to ghost candidates. They ignore emails asking for updates and screen calls from candidates who they know are no longer in consideration. Don’t be one of those recruiters.

Relationships are at the heart of recruiting. When you choose to ignore a candidate, you risk tarnishing your client’s employer brand and damaging a relationship which may have resulted in a future placement or new business opportunity.

When it comes to updating former candidates, there’s no need to overthink this communication. A simple email will suffice the majority of the time. (Note: There are instances where a phone call is more appropriate, especially when a candidate has made it farther along the hiring process.)

Okay! But what should I include?

Rejection emails are unlike any other email you send candidates. They don’t require extreme personalization, and it’s advised you provide a generic response to protect you and your client from a potential lawsuit for unlawful hiring practices.

Your best bet is to craft a simple template to use every time you recruit. A good template paired with the right ATS/CRM can help you speed through the process.

Drafting Your Template

When drafting your email template, there are a few things to consider:

• Although tempting, don’t lead with the news in the subject line. It’s cold and impersonal. Instead reference their application to the hiring company and/or the title of the role.
• While you can use a prepared response, you have to remember that you are still sending this email to a human who devoted time and resources to apply to your job. Avoid informal greetings such as “Dear Candidate.” Instead, address them by their name.
• We all know that searching for a job can be tiring process. While you cannot offer a job to everyone who applies, you can and should thank them for their time and consideration. A single sentence will do.
• Now, it’s time to get to the point of the email, and share the news. It’s best to avoid providing too much detail. Instead, inform them the position has been filled or your client has decided to to pursue other candidates, but be prepared for the candidate to ask for more detail. While it’s up to you decide how much you want to share, be careful of opening yourself up to risk.
• Wrap up the email. You said what you needed to, and there’s no need to drag out the email any longer. Wish them the best of luck in their job search. If you’d like, you can suggest they connect with you on LinkedIn and/or follow your company page to be alerted when you’re recruiting for similar roles in the future. If you choose to do this, provide them with the proper links to make it as easy as possible.

Tips on Writing a Flawless Candidate Rejection Email

The tone and language used in a rejection email can positively or negatively affect your business. Some of the best practices to consider when crafting the perfect candidate rejection email include:

Thank Candidates for Their Time and Effort

Make candidates feel valuable by thanking them. It's the least you can do for the time, resources, and energy they spent on the interview process.

Make the Letter Personal

Address all candidates by their first names in the letter and give a word of encouragement to them. Consider highlighting a specific skill based on your assessment.

Provide Actionable Feedback

If you receive many applications for a single post, it may be impossible to give detailed reasons for every job application or interviewee. Even so, try to provide a few suggestions that can help in future applications, like:

• Areas they can improve their resume
• Courses that will enhance subject knowledge
• Modifications required in their applications

Hiring Made Easy

Writing rejection letters is not fun, but it is necessary for recruiters. Use it as an opportunity to give feedback and help someone out. Interested to hear our thoughts and best practices? Reach out to our consultants for a quick conversation here!