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How to Write an Effective Candidate Rejection Email

Employers screen and interview candidates all day. They also have to send rejection emails when the person is no longer being considered. 

It’s difficult to write a rejection letter without severing the relationship. Recruiters continuously want to create better networks and pipelines. Just because a candidate didn’t get one job doesn’t mean that they won’t be a good fit for a different role down the road. 

Simply ghosting candidates is not an option, as your organization’s reputation will be tarnished. But how do you write an email that is empathetic while valuable as a learning circle of feedback for the rejected? Read on to find out.

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.

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:

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.

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.

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:

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!

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