Rejecting An Applicant After Interview

How To Write The Rejection Letter

The first consideration when you reject a job candidate is that you are not rejecting the candidate as an individual human. So, you want to term the rejection in a more positive light. Dont use the word rejected.

Say instead, The selection team has decided that they will not pursue your candidacy further. We will retain your application and consider it when additional openings come up. Additional cautions include these.

• You may reject applicants using an email up until they have come into your company for a job interview. After an interview, you must call the applicant. Never reject the candidate by email, text message, or voicemail. You owe the candidate the courtesy of a call even if you follow up the call with a rejection letter.

• Make sure the applicant cannot misconstrue the words you use or find evidence of unlawful discrimination. For example, you may be tempted to tell the applicant that you have decided that you have candidates who are more qualified for the job. The candidate could well ask you to detail the differences. Why go there?

• Take care that you are careful about any criticisms or advice that you offer even when the applicant requests feedback. This can bite you in the form of an argument or make you vulnerable to a lawsuit.

Should I Reject Job Candidates By Phone

For candidates who undergo stringent interview proceedings that include first, second and third interviews, its important to provide rejections over the phone. This shows that you respect them and appreciate all the time they took to attend interviews on multiple occasions.

When a job only requires a single interview or the candidate has been advised that multiple people are up for the position, an interview rejection letter or email is a suitable choice. Additionally, you can include a line that the candidate can contact you directly for interview feedback if they choose to do so.

Job Applicants Make Decisions About Your Company Based On How You Treat Them While It May Be Easiest To End Communication With All Applicants Once Youve Made Your Selection Its Certainly Not The Wisest Choice Ending Contact After The Interview Translates To: We Dont Care About You And Who Wants To Work For A Company That Doesnt Care

Its hard enough being rejected, but receiving a standard form letter meant for the masses just adds insult to injury.

Starting with one of these rejection letter templates makes personalization easier. During the interview, take notes on all of your applicants. Write down successes or strengths that catch your attention. If you dont end up hiring them, at least youll have personalized content to include in this part of the process.

Recommended Reading: How Can I Watch The Harry And Meghan Interview

Interview Result Email To Candidate

The interview outcome email is important at every stage, especially the final one. At this point, you will have spent a significant amount of time with a candidate. A short email isnt going to reflect the time, effort, and potential expense theyve spent on this. Heres how you deliver an interview result email to a candidate with some compassion.

Find The Right Candidates To Interview The First Time

If you want to fill your open position with the best fit, youll need to interview more than one candidate as you decide who to hire. While the most thorough hiring process will require you to reject a handful of jobseekers, its important to find strong candidates from the start. Improve your odds by reaching out to top talent today with a free job listing at Monster.

Don’t Miss: How To Thank You After Interview

Reasons To Reject A Job Candidate:

Usually, a candidate during an interview or after the interview process gets a fair idea about his selection. Now it is not mandatory that at all the times, the guess of the candidate turns true. There are also instances where the candidate gets rejected even after performing well.

Getting selected or rejected in an interview is a very common thing that happens in almost everybodys career. Now if you are selected then well and good, but in case if you are not, then you should learn your mistakes and should not repeat them in your next interview.

Here we have mentioned a few reasons to reject a job candidate based on a survey done based on this topic in which top employers have participated.

• Sloppy job applications

Creating A Positive Rejection Process

A considered approach to rejecting candidates is a crucial part of building a positive hiring experience. Do it well, and it can shape a great lasting impression of your company with candidates who may want to stay connected for future roles. Consistent communication and constructive feedback may also make a candidate more willing to share your open roles with their network. Lets explore each stage of the process and some overall tips.

Email within three days of a candidates submission.

First impressions count, so every candidate should receive an email confirmation of their application. But once it becomes clear a candidate is not the right fit for a current role, its important to let them know quickly.

DID YOU KNOW? 78% of job candidates believe that the way theyre treated in the hiring process is a clear indicator of how a company will treat their employees.

Wait a little to say no. Avoid sending same-day rejections, as this can raise the concern that your organization spent too little time vetting candidate applications.Save time with a template. Use a standardized rejection email to communicate with candidates whom youre unlikely to consider for future positions. Maintain engagement. Companies are growing all the time and adding new positions. Use personalized emails for candidates youd like to revisit in the future.

How to use an applicant tracking system to improve the candidate experience

Eight most common hiring problems and how to solve them

You May Like: How To Reject An Applicant After Interview

Thank You Email To Turn Rejection Into Opportunity After Unsuccessful Interview

Rats! Youve received the dreaded thank-you-for-your-interest-but letter, and you are very disappointed.

The interviews went really well! You liked all of the people you met there, and you feel that they liked you, too.

But, in the end, they decided to hire someone else, not you.

You may have been the number 2 or number 3 candidate. Close, but no cigar Dang!

What now? Move on to the next opportunity, right? Of course. But first

Dont Miss: When Are Med School Interviews

Job Rejection Email Template 2

Subject: Interview for < Name of the Role>

Body:

Dear < Candidate Name> ,

Wed like to thank you for taking the time to go through the process. We are glad that you took interest in the role and our company.

I am writing to let you know that we couldnt go ahead with your application for this role.

We do highly appreciate you taking the time to interview with us and encourage you to apply for other openings at the company in the future.

Sincerely,

Read Also: What To Ask When Interviewer Asks For Questions

Recommended Reading: Interview Questions For Nonprofit Executive Director

Candidate Rejection Email Template: After The Team Interview

Email Subject Line: Your application to

Hi ,

It was a great pleasure to meet you and thank you so much for your interest in and the nice chat we had earlier. Unfortunately, Iâm a bringer of bad news.

After careful review, your experience and interests didnât quite line up with what we were looking for. We have decided to move forward with other candidates at this time. We know youâve got a lot of options when seeking a community where your skills and talents will shine, so we really appreciate that you considered us.

While this is a ânoâ for now, it may not be forever. We think you could be a good fit for other future openings and will reach out again if we find a good match, and hopefully our paths will cross again.

Thanks once again for your time and interest.

Kind regards,

Recommended Reading: Mailscoop Io

Should You Give A Candidate Feedback After Rejecting Them

Think back to the last job you applied for. All that time invested in researching the employer. Hours of rehearsing answers to difficult questions. Attending the interview and delivering a stellar performance.

Benefit By Providing Honest FeedbackWhy Most Employers Dont Give Feedback How To Give Feedback To Rejected Candidates· Avoid putting comments in writing.· Be specific, not general.· Avoid opinions or feelings.· Only comment on aspects the candidate can change.· Start with the positive.Treat All Rejected Applicants Respectfully

Also Check: Microsoft Software Developer Interview Questions

What Is A Rejection Email

A job rejection email response is a professional courtesy to job seekers who havent been successful after submitting an application or attending an interview.

Once youve decided whom to interview or employ, its essential that you let unsuccessful candidates know as soon as possible.

There are no real rules on job rejection emails, but you should definitely send one. Sadly, many organizations dont bother.

Job platform Workable found that 75% of job seekers never receive a reply after sending an application. A further 60% never received any feedback after an interview.

You May Like:

Interview Rejection Emails Need A Delicate Touch

A rejection after an interview requires a delicate touch. Remember, the candidate took time to meet with you and spent time researching your organization. A connection was developed on some level, so a personalized rejection letter is a must when you decide to move on from a candidate.

All the same reasons for sending an application rejection email also apply here, but an interview rejection can also serve a few additional purposes. First, it allows you to give the candidate feedback on their interview this is a critical component of the interview process that many candidates crave. Theyre most likely applying for many jobs simultaneously and want as much feedback as they can get to make themselves desirable candidates. At the same time, you can continue your relationship with silver medalist candidates those candidates that were very strong but were either missing a couple of key requirements or would be better suited to a different position. Instead of a goodbye, the rejection letter becomes a tool to keep the conversation going.

Read Also: Interview Questions For Api Testing

How To Write A Rejection Letter

You might not think twice about a rejection letter once you send it. But the truth is, your rejection letter is a reflection of your company. If its poorly written, that leaves a negative impression of your company that could easily spread to other candidates.

This is why writing a thoughtful rejection letter is key. It allows you to maintain a good relationship with the applicant, even if they were not a good fit for a particular role. Who knows, you may want to circle back to them if another position opens up.

When that comes up, you want a candidate to be excited about the prospect of working with you and how you communicate plays a pivotal role in this.

It’s critical you remain positive with your language and focus on language from the job description itself.

In addition, keep in mind that a rejection letter is a fantastic opportunity for the candidate to receive positive feedback and learn how to do better in the future. Consider how you can include specific and valuable feedback.

A rejection letter can be broken down into three sections:

Things To Note While Writing Job Rejection Letters:

Proper and better job rejection emails can give a better candidate experience. Some of the points to follow when writing a job rejection letter and email are:

• Convey Empathy: Highlight empathy to the candidate, letting them know that you know how it feels to be rejected. A little empathy works a lot to improve the candidate experience.
• Show Gratitude: Always thank the candidates for applying for the vacancy. Showing gratitude for the candidates time and effort is essential.
• Be Personal: Customize the job rejection emails, so that they feel like one-on-one conversations instead of a bulk message.

to the leading HR Magazine to receive exclusive news and insights directly to your inbox.

You May Like: How To Do A Successful Interview

Read Also: Interview With The Vampire Remake

Following Up With Unsuccessful Candidates

Rejecting unsuccessful candidates over the phone does take time, but it also lets you keep good candidates in mind for future jobs. To do it right, you need to make sure that your business reputation isnât damaged in the process.

The one who makes the call needs to be in control of the conversation. Donât let the unsuccessful applicant draw you into an argument or allow you to give out too much information. If you get voicemail, ask the candidate to call you back. Donât tell the candidate the bad news over a message.

Here are five things to consider.

Also Check: System Design Interview Prep

Example : Declining Due To An Alternative Job Offer

Sometimes, you may decline an interview because you have a different job offer lined up that better matches your expectations. If thats the case, heres an example email you can use:

Dear Marie,

I greatly appreciate the opportunity to come along for an interview at your company and learn more about your organisation. However, in the time since making my application, I have been offered a position at an alternative company, which I have accepted.

I, therefore, regret to inform you that Ive decided to decline the invitation to interview on the 1st November 2021. Hopefully, you find someone whos a perfect fit for the role.

Thank you again.

John Lee

Example 3: declining when the salary fails to meet your expectations

Consider using this example email if the offer fails to meet your salary expectations and you want to decline the interview:

Dear Marie,

Id like to extend my gratitude to you for taking the time to discuss my salary expectations with me. Unfortunately, the salary that the company wants to settle for doesnt meet my financial requirements, and Im unable to accept this role.

Thank you for your time and consideration once again, and I hope you find a suitable candidate for the position.

Kind regards,

You May Like: React Ui Developer Interview Questions

Deliver The Bad News With An Explanation

The next step is the hard part where you want to spit out the bad news, but then again, it doesnt have to be as wrong as it feels.

Instead of saying You are not a good fit for our company, try to provide a satisfying explanation and identify your candidates strength.

According to LinkedIn research, talent is 4 times more likely to consider your company for a future opportunity when you offer them constructive feedback.

Reliable Hosting With Siteground

SiteGround boasts a whole list of fantastic features at amazingly affordable prices. Along with multiple growth options, free site transfers and domains, built-in Content Delivery Network integrations, WordPress support, AND human support we wouldnt go to anyone else. Theyre basically faster, safer, and more supportive- you can check them out here.

Recommended Reading: What Happens In An Exit Interview

Rejection Letter To A Candidate Who Has The Potential For A Different Role In The Company

Sending a rejection letter to a candidate who unfortunately lacks the qualifications, but has the potential for another role, sends a message to that candidate that they do have a place in the company . It also sends the message that your company values their candidates and appreciates fresh hot talent.

Dear ,

Thank you for your interest in the position at and attending the first round of interviews. We interviewed a number of candidates for the position, and we have decided to offer the position to another applicant.

The interview committee was impressed with your credentials and experience. Wed love to offer you the opportunity to interview for a second job opening as a in our company. Enclosed is a position description for your review.

If this role is of interest to you, please contact and they will schedule an interview at the earliest convenience. We are currently doing first round interviews for this role.

Thank you so much for taking the time to come to to meet our interview team. We enjoyed meeting and getting to know you.

Regards,

Appreciate The Candidate For Applying

Thank the candidate for taking the time to apply for the position. Name the specific hiring process they went through such as sending their résumé and coming for the interview. Use positive language that shows you valued their time even though you didn’t pick them.

Examples:

• Thank you for taking the time to send an application for our regional procurement office position.
• Thank you for sending your application and making yourself available for an interview for the senior customer relations position.
• Thank you for showing interest in our one-year nursing internship position at our center.

Also Check: How To Record An Interview On Zoom

Personalise The Rejection Letter

Too often, generic templates are sent to unsuccessful candidates where they not only sound robotic, stiff and dishonest but display a negative and poor representation of the company and recruiter.

When sending rejection letters, personalise it by mentioning something positive you noted during the interview, and make sure their name is spelled correctly attention to detail shows you made an effort.

Of course, its understandable that recruiters may be dealing with 50 job openings at any given time and managing hundreds of candidates waiting for a response. But try and see it like this: your candidate could one day be your client, consumer or employer.