Being the bearer of unfavorable news and potentially crushing someone’s aspirations is not a desirable task. Additionally, mishandling the communication of this message can have negative repercussions on your company’s reputation.
However, it is essential to recognize that choosing one candidate for a position inherently involves rejecting others.
To navigate this delicate situation, incorporating certain strategies can help deliver the news in a manner that encourages the applicant and fosters respect for your company.
This article will present techniques and templates to assist you in effectively communicating this challenging message.
11 Essential Guidelines on Notifying Candidates of Job Rejection
A significant 60% of job seekers have reported a negative experience 1 during their application process, with a staggering 72% sharing these experiences on platforms such as Glassdoor, social media, or with their colleagues.
Handling job rejections gracefully is not just a formality; it plays a crucial role in shaping your brand, identity, and reputation, aspects that are often overlooked.
Here are some key considerations to bear in mind while crafting your communication.
Promptly Deliver the News
Send the rejection message immediately upon reaching a decision.
Recognize that candidates anticipate updates eagerly, respecting their time and emotional investment while enabling them to swiftly proceed with their job search.
Consider time zones and working hours to ensure the message is received conveniently.
Pick the suitable medium (email vs. phone call)
For most situations, email is a practical choice as it allows candidates to process the news privately and at their own pace.
There are situations in which you might consider a phone call, such as:
- Final Stage Candidates: Individuals who have invested considerably in the interview process, particularly those who advanced to the final stages, may find value in a personalized phone call to convey the decision and offer feedback.
- Sensitive or Complex Feedback: In cases where the rejection involves sensitive or intricate feedback that is best conveyed through a conversation, opting for a phone call can facilitate a more constructive and empathetic dialogue.
- Positive Relationship Building: If the candidate holds potential for future roles or you aim to maintain a connection, a phone call can contribute to building a positive and enduring relationship.
Acknowledge Their Efforts
Show appreciation for the time, effort, and enthusiasm the candidate invested in the application process.
Express gratitude for the candidate’s interest in the position, as recognizing their dedication is instrumental in respecting them and leaving a positive impression of your company, irrespective of the outcome.
Be clear and concise
Prioritize Transparency and Directness
Candidates value transparency and straightforwardness.
Articulate the decision within the initial sentences, whether it’s a courteous “we’ve chosen another candidate” or an expression of regret in delivering the news.
The military uses a communication tool called Bottom Line Upfront 2 (BLUF) as the most transparent and effective way to get the point across. Derive inspiration from the model and succinctly express your conclusion.
Once you have definitively communicated your decision, provide a concise and polite explanation if necessary, expressing gratitude for their interest. Avoid unnecessary elaboration that may complicate or burden candidates. Recognize the sensitivity of rejection for applicants and aim to streamline the communication for clarity and empathy.
Offer feedback
Offer fundamental feedback and inquire whether they desire more comprehensive insights. This recommendation becomes increasingly relevant as candidates progress through the interview stages. While furnishing feedback before an interview may not be essential, it can still be valued if there is relevant information to share.
Post-interview, it proves beneficial for candidates to understand the reasons behind a non-selection, providing closure and a learning opportunity. Furnishing actionable feedback, emphasizing areas for improvement, contributes to their professional development.
Concentrate on skills, qualifications, and avenues for enhancing their candidacy, steering clear of dwelling on personal limitations.
Recognize that preferences for detailed feedback may vary among candidates. Therefore, it is advisable to ask if they wish for more specific insights. If affirmative, strive to offer constructive guidance, viewing this interaction as a chance to support them on their career journey.
Show empathy and respect
Recognize the candidate’s dedication and underscore that the decision does not diminish their professional value. Prior to conveying the outcome, it can prove beneficial to preface the message with a statement such as “This is a challenging message to send.” This communicates your reluctance to deliver unfavorable news and allows them a moment to prepare.
Maintain an empathetic and considerate tone throughout the rejection communication. Utilize polite language, refrain from using harsh or detrimental terms, and reassure them that their application was treated with utmost seriousness. Consider incorporating a line such as, “I understand that receiving this kind of news can be difficult.”
This empathetic approach serves to mitigate the impact of disappointment and rejection, leaving a positive impression despite the outcome.
Offer a positive frame
Craft the rejection message with a positive undertone.
About half of job seekers 3 start to lose confidence after their fifth rejection. While it’s important to communicate the job rejection, consider framing your decision in a way that leaves the candidate with a sense of encouragement. You may choose to highlight something admirable about the candidate, expressing confidence in their future success.
Alternatively, acknowledging their standing in the top percentage of applicants or praising their positive energy and potential contributions to any team can convey a constructive message.
Exercise caution with this approach to avoid sounding overly optimistic or condescending. Strive for a balanced tone that fosters encouragement without overshadowing the nature of the news. For instance, in a rejection email, expressing appreciation for the candidate’s energy and interest, while affirming that the position may not align perfectly with their unique combination of talents and experience, maintains a positive frame.
It’s crucial to strike a balance, as demonstrated in the example of acknowledging the difficulty of receiving such emails while emphasizing the belief in finding the perfect fit elsewhere. Be mindful of the language used to ensure a supportive and respectful tone, steering clear of excessive positivity that may be perceived as insincere or dismissive.
TED talk: https://youtu.be/-vZXgApsPCQ
Presenting rejection as a chance for personal growth can be beneficial, but it’s important to approach it with sensitivity. The previous example may have felt heavy-handed, especially with the inclusion of a YouTube video. A more effective wording could be:
“This might not be the most pleasant message to receive. Facing the disappointment of not securing a desired job is challenging—I’ve experienced it numerous times in my own career. One perspective that has helped me is to see these situations as opportunities for building resilience. I thought I’d share that in case it resonates with you, and if not, feel free to disregard.”
Leave the door open (when appropriate)
Encourage them to stay informed about your organization’s job postings and express a genuine welcome for their future applications. Authenticity is crucial in this message, as false encouragement can lead to disappointment. Research indicates that 80% of job seekers 1 wouldn’t reapply to a company that didn’t communicate their application status, but those who receive notifications are 3.5 times more likely to consider reapplying.
If you genuinely recognize potential in the candidate, expressing sincerity in welcoming their future applications not only helps in building a talent pool but also contributes to creating a positive brand image. Be transparent about your interest and appreciation for their candidacy, fostering a relationship that extends beyond the current application.
Write in first-person singular to make it more personal
If someone has made it past the interview round, and the interviewer is also sending the rejection email, use “I” instead of “we” in your communication.
This personalizes the message and emphasizes that you, as an individual, genuinely appreciate the candidate’s efforts and empathize with their situation. It creates more of a one-on-one connection and shows that you’re invested in providing a considerate and respectful response.
“We” will come off as more generic.
Write from an emotionally neutral perspective
Avoid being overly apologetic or defensive in your communication.
Delivering rejections can be emotionally challenging for you as well. When crafting your email, feeling empathy, fear, sadness, or disappointment is okay.
But it’s best to process these emotions independently and keep the email professional. You don’t want the candidate to feel they must hold space for your feelings.
Be prompt with follow-up responses
Respond promptly and professionally if you receive a follow-up request, even if the candidate expresses frustration or disappointment.
Do so if you can provide additional information, feedback, or clarification.
Your rejection communication continues after your first email. Post-rejection interactions also contribute to your organization’s reputation, so maintain a helpful and respectful attitude.
Sample Rejection Scripts
Below are some templates for different stages of the interview process. Use them as inspiration or tweak them to meet your needs.
1. Standard rejection after initial screening:
Typically, candidates in this scenario have had limited interaction with the company. You may have only seen their resume, so the message should be brief and polite without going into extensive detail.
Dear [Candidate’s Name],
I appreciate your interest in the [Position Name] role at [Company Name]. After careful consideration, we regret choosing to move forward with other candidates. We appreciate your application and wish you the best in your job search.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
2. Rejection after interview (phone or in-person):
Candidates have invested more time and effort in interviews, so the message should acknowledge their effort and provide more feedback if available.
Dear [Candidate’s Name],
We are grateful for your interest in the [Position Name] role at [Company Name]. After careful consideration and your recent interview, I regret to inform you that we have decided not to proceed with your application.
I appreciate the time and effort you invested in the interview process, and after our conversation, I genuinely believe you have a lot to offer. You were one of many strong candidates, but unfortunately, your experience didn’t align with what we sought.
Please don’t hesitate to reach out if you want further interview feedback or have any questions. I know emails like this can be tricky to receive, but I wish you the best of luck in your future career endeavors.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
3. Rejection following multiple interviews or assessments
Candidates have undergone an extended evaluation process, so the message should acknowledge their commitment and provide more detailed feedback if available.
Dear [Candidate’s Name],
I want to acknowledge your dedication and effort throughout the interview process for the [Position Name] role at [Company Name].
I understand this news may be disappointing—we have decided to move forward with another candidate.
I was genuinely impressed with your professionalism and [mention attributes here] from our interview. I do not doubt that you will achieve remarkable things in your career.
We moved forward with a few candidates with a broader skillset for this position. Please know that not progressing in this interview process doesn’t mean you wouldn’t be a great fit for [Company Name] in the future. I encourage you to apply if you encounter future openings that interest you.
Please don’t hesitate to reach out if you have any questions or would like more detailed feedback. I wish you the best in your future career endeavors.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
4. Final stage rejection
These candidates have reached the advanced stages, so the message should acknowledge their strong candidacy and offer future consideration if appropriate.
Dear [Candidate Name],
Thank you for all your effort and dedication to completing this interview process for the [Job Title] role at [Company Name]. It’s been a long journey!
This is difficult news—we have chosen to move forward with another candidate.
I loved your energy, and you are a very skilled professional. I have no doubt you’ll continue to do impressive things in your career. And not moving forward with this interview doesn’t mean you wouldn’t be a good fit for [Company Name] in the future—if new job openings you’re interested in coming up, please go for it!
In this case, we moved forward with an applicant with broader industry knowledge. But please know that you were in the top Y% of XXX applicants.
Please don’t hesitate to reach out if you have any questions or want more detailed feedback.
It means a lot that you put your energy into working at [Company Name] and speaking on behalf of the whole crew you interviewed with: we all wish you the best in your future career adventures.
Best regards,
[Your Name]
[Your Title]
[Company Name]
5. Rejection of internship or entry-level positions
These roles often involve candidates early in their careers, so the message should be encouraging and offer suggestions for growth.
Dear [Candidate’s Name],
I appreciate your interest in the [Position Name] internship/entry-level role at [Company Name]. We appreciate your effort in applying, though we decided to interview other candidates for this position.
We know messages like this can be hard to receive, but we hope you’ll continue to put yourself out there, gain experience, and build skills because we know you have huge potential.
Don’t hesitate to reapply for future opportunities with us.
If you have any questions, please feel free to reach out. We wish you the best in your future endeavors.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
Frequently Asked Questions About How To Tell Someone They Didn’t Get The Job
How do I inform a candidate they still need to get the job?
To inform a candidate they didn’t get the job, it’s best to send a polite and short explanation via email that expresses appreciation for their interest, communicates the decision clearly, and leaves the door open for potential future opportunities.
When is the best time to deliver a job rejection?
The best time to deliver a job rejection is promptly after the decision is made, respecting the time of the unsuccessful candidates and their emotional investment in the process.
Should I provide feedback to rejected candidates?
Providing feedback to rejected candidates is significant, as it can help them grow professionally. Let them know why they weren’t the best fit with specific, constructive feedback focused on their skills and qualifications to aid their career development.
What’s the significance of empathy in job rejections?
Empathy in job rejections is crucial because it acknowledges the candidate’s efforts and shows respect. It softens the impact of disappointment and leaves candidates with a positive impression of your company. Plus, they might want to apply again so that you can expand your candidate pool for a future job opening.
What are some common mistakes to avoid in rejection messages?
Common mistakes to avoid in rejection messages include being vague, providing overly detailed explanations, and needing a more respectful tone. Keep the news clear, polite, and empathetic.
How can a rejection be turned into a positive experience?
Rejection can be turned into a positive experience by offering encouragement and positive remarks, leaving the door open for future opportunities, and providing constructive feedback whenever possible. When a candidate’s experience is positive, it can boost their morale and keep them in your talent pool.
What legal considerations should I keep in mind when rejecting a candidate?
When rejecting a candidate, being aware of legal considerations is important. Ensure that your rejection message does not contain discriminatory language or bias, and consult with legal counsel if you have concerns about potential legal issues.
Takeaways on How to Tell Someone They Didn’t Get The Job
When sending out emails to let people know they didn’t get the job, remember these tips below:
- Take your time with the news: Send the rejection message promptly after deciding, respecting candidates’ time and emotional investment.
- Pick the right medium: Consider the most suitable communication method for the situation, such as email, for most cases, a phone call for final stage candidates, sensitive feedback, or positive relationship building.
- Acknowledge their efforts: Recognize candidates’ dedication and express appreciation for their interest in the position.
- Be clear and concise: Ensure transparency by delivering the decision clearly within the first few sentences, followed by a brief, courteous explanation if desired.
- Offer feedback: If available, provide constructive feedback to candidates, focusing on skills, qualifications, and their growth potential.
- Show empathy and respect: Acknowledge candidates’ efforts, maintain an empathetic and respectful tone, and avoid negative terms.
- Offer a positive frame: Skillfully frame the rejection message positively, leaving candidates with a sense of empowerment and admiration.
- Leave the door open (when appropriate): Encourage candidates to consider future opportunities with your organization sincerely, keeping a solid employer brand as a company that values talent.
- Write in first person if you interviewed them. “We” language can come off as generic.
- Write from an emotionally neutral perspective: Keep the email professional, even if delivering rejections can be emotionally challenging.
- Handling follow-up questions or requests: Respond promptly and professionally to candidate follow-up requests, providing additional information, feedback, or clarification as needed to maintain a positive reputation for your organization.
Best of luck with your communications! You got this 
If you have more interviews to conduct in your hiring process, you might appreciate this guide that breaks down the best questions to ask as an interviewer. PRODUCT MARKET FIT
