Delivering disappointing news is never easy. But when you have to inform applicants that they weren’t selected for a job handling it with care and professionalism is vital.
This comprehensive guide will walk through the most constructive ways to tell someone they didn’t get the job Follow these empathetic communication strategies to preserve goodwill during this letdown
Why the Rejection Conversation Matters
Being turned down for a position can be disheartening. While your organization moves on once hiring is finalized, applicants often feel confused or crestfallen.
Though you can’t control the outcome, thoughtfully relaying the news can make a difference. Here’s why taking time to have a rejection discussion is worth the effort:
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Shows respect for the candidate’s time and effort in applying
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Leaves them feeling heard versus dismissed
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Provides helpful feedback for future job searches
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Upholds an outstanding candidate experience
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Maintains your employer brand as an inclusive workplace
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Allows you to part ways constructively
Investing in this tough but essential conversation pays dividends for both the applicant and company long-term.
Best Practices for Informing Rejected Candidates
Follow these empathetic communication strategies when informing applicants they weren’t selected:
Reach out promptly
Contact unsuccessful candidates as soon as possible once you’ve made a hiring decision. Leaving them hanging can breed false hope. Aim to notify within 24-48 hours.
Thank them for applying
Open the conversation by expressing thanks for their time and interest. Show you value their consideration.
Break the news directly but gently
Don’t beat around the bush. But use a warm, compassionate tone and language. “Unfortunately, we’ve decided to move forward with another candidate…”
Explain the hiring decision positively
Frame the rejection conversation as a success. Note what they brought to the table and why it was still a tough decision.
Provide constructive feedback
If possible, share 1-2 areas for growth you identified during interviews. Offer pointers to help their future search.
Encourage them to stay connected
Suggest following your company on social media or signing up for newsletters to learn of future openings.
Conclude on a positive note
Reiterate your appreciation and wish them the best in securing a great role that’s the ideal fit.
The right language and tone can cushion the blow and leave an applicant feeling valued, despite the bad news.
What to Avoid When Communicating Rejection
There are also some missteps that can make a disappointing interaction even worse. Steer clear of:
- One-size-fits all form letters or templates
- Vague, generic rationales like “we found a better candidate”
- Making it about faults, like “you lacked the right skills”
- Going radio silent and not following up at all
- Dragging out the process longer than necessary
Ideally, aim for customized and compassionate communication tailored to each applicant.
Helpful Email Templates
When informing candidates of your hiring decision by email, use these empathetic templates:
Subject line: About the [Job Title] role at [Company]
Introduction:
Dear [Name],
Thank you again for your interest in the [job title] position with [Company]. It was a pleasure speaking with you and learning more about your background and skills.
Body:
After careful consideration, we have decided to move forward with another candidate whose experience closely aligns with this particular position’s requirements. This was a very difficult decision, as we were thoroughly impressed by your [specific strengths, e.g. communication abilities, technical expertise, etc].
While we will not be moving forward in this specific search, we encourage you to apply for other openings that may be a great match in the future. Please stay in touch on [social media channel] or through our newsletter to learn about new positions.
Conclusion:
We appreciate the time you invested in this process and wish you the best of luck in securing a [job title] role that is a great fit. Please don’t hesitate to contact me if you would like to discuss your application further.
Best regards,
[Name]
Handling Rejection Calls and Meetings
At times, you may need to deliver disappointing hiring news over the phone or in person. Here are some best practices for rejection calls and meetings:
By phone: Keep the call brief but polite – 5 minutes max. Share 1-2 areas the chosen candidate excelled in, and reiterate your appreciation for their time. Conclude by encouraging them to apply again.
In person: While harder, meet in a private setting. Maintain eye contact and calm body language. Listen carefully and watch for reactions as you deliver news. Provide feedback and part warmly.
Gauge which medium you need based on interview count and time invested. Whenever possible, make the extra effort to speak directly.
Why Transparency Matters
Communicating the honest reasons a candidate wasn’t selected may feel risky, but smart transparency can enhance the rejection process.
Sharing feedback shows you actively listened and helps applicants improve without guessing. Of course, critique cautiously, focusing on skills versus personal remarks. But candor and care go hand in hand.
Turn Downs Are Unavoidable in Hiring
Delivering rejections is an inevitable step in the hiring process. But refusing applicants with empathy reflects well on your personal leadership and employer brand. It allows you to end the candidate journey on a humanity-driven high note.
While the applicant may not be thrilled in the moment, they’ll remember your compassion. And they may be eager to engage with your organization again.
Key Takeaways
- Promptly notify applicants once a hiring decision is finalized to demonstrate respect.
- Open with gratitude for their interest and time invested in applying.
- Frame the rejection conversation positively by focusing on success factors.
- Provide constructive feedback when possible to support their growth.
- Conclude by encouraging future applications and connections.
- Customize your language and tone for each applicant.
Being turned down stings, but a thoughtful delivery cushions the blow. Handled right, even rejections can strengthen employer-candidate relationships and your reputational equity.
How to tell someone they didn’t get the job
- Knowing how to tell someone they didnt get the job without hurting their feelings can help you maintain your company’s reputation and improve each candidate’s experience with your organization.
- Politeness and empathy are two keys to unlocking the mystery of how to tell someone they did not get the job.
- Believe it or not, at least once in a lifetime, we have all been rejected by a company. We all know how stressful and disheartening this experience is.
Keep this in mind and be as compassionate as possible while telling someone that they didn’t get the job they applied for.
- All the candidates made a lot of efforts to apply for a job in your company, which is why it is your moral responsibility to thank them. A little extra courtesy goes a long way in building trust with candidates and reducing the sting of rejection.
- You can reject a candidate however you want, be it an e-mail, letter, or phone call, but make sure you personalize your response.
- Including small things such as applicants’ names, the job title they applied for, and things you liked about their portfolios can do wonders in easing the pain of being rejected.
- It is not feasible to provide feedback to every candidate, but those who have reached the interview process deserve one.
- Constructive feedback on why they were not selected will help them identify their weaknesses, which they can later improve for their further approaches.
- Tell the applicant that you appreciate their time and that you enjoyed meeting them for the interview. However, you will be pursuing other applicants for the specific position.
- Do give them some positive remarks so that they don’t lose their morale. This shows that your company cares about those who are outside its set of stakeholders.
- Hence, if you have already decided to go forward with another applicant, then do highlight the strengths that made you choose him/her over the rejected applicant.
- Letting the candidate know that there were more equally qualified applicants who applied for the job will prevent him/her from taking the rejection personally.
For instance, you can say that the process of making a decision was quite tough as several applicants applied for the same job. While you were highly impressed with their interview, there was also a huge competition for this opening, and you sincerely apologize for not selecting them.
- So let them know that you like their profile and would want them in the future.
- You can tell them to apply for other similar job openings in your company in the future.
How To Tell A Candidate They Didn’t Get The Job
How do I tell someone they didn’t get a job?
Use these templates to help you tell someone they didn’t get the job via phone or email: Here’s a template for how to tell someone they didn’t get the job via phone: Hi, [candidate name], this is [your name] at [company name]. I wanted to thank you for taking the time to interview with us on [day of interview] regarding the [job title] position.
When should you tell a candidate they didn’t get a job?
It is best to tell the candidate they didn’t get the job as soon as the company has made their decision to employ another applicant. If it will take the company longer than expected to reach a decision, update all candidates and give them an estimate of when you will tell them. Be courteous, but get to the point quickly.
How do I inform a candidate they didn’t get a job?
[Company] Here are examples of how to inform a candidate they didn’t get the job via e-mail or a phone call: Here’s an example of how to inform a candidate they didn’t get the job through a phone call to guide you: “Hello, James. This is Racheal Hudson from Hudson Textile Mills.
How do you tell someone they weren’t selected for a job?
Here are some examples of how to tell someone they weren’t selected for the job: Through phone call “Hello, [Candidate’s Name]. This is [Your Name] from [Company Name]. We enjoyed meeting you at the interview last week. We appreciate the time you invested in applying for a position with our company.
