Why is writing a candidate rejection e-mail important?
Writing a candidate rejection e-mail is more a courtesy than an obligation. Waiting for a response after a job interview can be stressful for some people, and not receiving an answer can leave a negative impression on candidates. Preparing a thoughtful, personalized candidate rejection e-mail for every candidate is a worthwhile investment of time that can positively impact the company’s brand and image. Here are some benefits of writing a candidate rejection e-mail:
Recognize their abilities
In a candidate rejection e-mail, you can recognize the specific abilities and skills of the candidates who applied for the position. Mentioning unique traits tells the candidate you appreciate their effort during the interview. It can also help you build professional respect if you want to interview the candidate later or if they work for one of your vendors or partner companies.
Related: A Beginner’s Guide to Skills-First Hiring
Provide emotional closure
A thoughtful candidate rejection e-mail provides emotional closure for the candidate. By sending a notification of your decision, you let the candidate know it’s appropriate to resume sending out applications or accept an offer from another company, demonstrating empathetic leadership. Being specific about your decision can help the candidate understand why they weren’t the strongest option and improve their application for other positions.
Invite applying again
If the candidates impressed you with their abilities and skill sets, you can use the candidate rejection e-mail to invite them to apply for other positions. Offering encouragement can make them aware of their professional strengths, and showing them how they might fit in another position can make them more likely to apply in the future. This can be particularly helpful in larger organizations that hire frequently and seek to ensure a good employee journey.
What to include in a candidate rejection e-mail
A candidate rejection e-mail communicates a short and specific message. While a job offer e-mail needs to include more information about the position, a candidate rejection e-mail can be more efficient and is usually 50-100 words. Here are some things you might include in your candidate rejection e-mail:
- Professional thank you: This shows the candidate that you appreciate the time they took to interview with you.
- The rejection: Be honest about why you’re not moving on with them, whether you have chosen a different candidate or the position has closed.
- Feedback: If the candidate is ineligible for a specific reason or action during the hiring process, include that information gently but clearly.
- Contact expectations: If you plan to ask the candidate to apply for an additional position, provide instructions on when they should contact you, where they might find job listings, or when it would be acceptable to apply again.
Tips for writing a candidate rejection e-mail after an interview
Phrasing and word choice are important to set a kind tone in your candidate rejection e-mail after an interview. Here are some tips:
Wait for the lead candidate’s response
Wait until one of your top candidates accepts the offer. If something happens to the chosen candidate, communicate with others who may be a suitable replacement. If you send the rejection e-mail too soon, they will likely decide to move on with another organization.
Create a template
A template can help you maintain your brand’s tone and provide the candidates with the necessary information. A template can also reduce the time you spend on this stage of the application process. If you use a template, double-check that your e-mail has the correct information for that specific candidate.
Be genuine
When you thank the candidate, be honest and straightforward. Your tone can help make the rejection more manageable for the candidate and represents your company’s attitude. It’s also important to tell the truth, but if you feel the reason for the rejection is inappropriate for the e-mail, you may omit the reasoning rather than write something untrue.
Related: How To Improve Your Workplace Communication Skills
Personalize each e-mail
A personalized e-mail shows that you value each professional candidate. Use the candidate’s name, and mention something you found impressive during the interview. Taking notes during the interview can help with this stage.
Constructive feedback
Providing constructive feedback can assist candidates in enhancing their interview performance for future applications. Offering this input also adds value for candidates, which can leave them with a more favourable impression of your company. Since a rejection e-mail is typically brief, it’s best to include only one or two key pieces of feedback.
Focus on the position’s requirements
When you provide a reason for the rejection, focusing exclusively on the position’s requirements provides an objective standard to explain why you didn’t choose the candidate. Avoid unnecessary or inappropriate comments about the candidate’s personality or presentation that may distract them from your more valuable content.
Send it soon
Sending a candidate rejection e-mail after you have filled the position can help alleviate their uncertainty. When candidates do not receive a timely response, they may feel frustrated with your company. However, a quick reply demonstrates that you value their time and fosters a positive perception of your work culture. Being prompt at this stage can also help you move the hiring process along more efficiently.
End conversations
To avoid unnecessary back-and-forth conversations, be firm and polite. Candidates may reply to the rejection e-mail, but you don’t need to continue responding unless you feel it’s valuable for future recruitment processes or to provide specific information on their application for a different position. If the candidate has further questions, you might redirect them to the human resources department or another person who could answer their requests.
Examples of a candidate rejection e-mail
Here are two examples of candidate rejection e-mail:
Example of an e-mail to a candidate who may fit a future opening
Dear Marcus,
On behalf of Fathom Communications Group, I would like to thank you for your interest and effort in applying for the Community Manager position. We appreciate the time you spent with our team and enjoyed meeting and speaking with you during the interview.
At this time, we’ve decided to move on with another candidate who has more experience handling social media applications. However, we were very impressed with your interview performance. We believe you would be a great asset to our team.
Please check our list of vacancies next month, and I hope you consider applying for another position with us in the future. In the meantime, we wish you the best with your career and job search.
Best regards,
Jesse Armitage
Hiring Manager
Example of a shorter e-mail to a candidate who isn’t a fit for your organization
Dear Tandra,
On behalf of Fathom Communications Group, I want to thank you for your interest in applying for the position of Community Manager and for taking the time to visit our campus for the interview.
We were very impressed with your community involvement programs, but we have decided to move forward with another candidate with more experience handling social media applications. We appreciate your time and wish you the best in your job search and career aspirations.
Best regards,
Jesse Armitage
Hiring Manager
Writing a candidate rejection e-mail can be a delicate task, so handling it professionally and empathetically is important. Preparing for this part of the hiring process will help you craft prompt, polite, and respectful letters that include positive feedback and encouragement. This approach helps maintain a positive reputation for your company and streamlines the process.
Related articles:
