Reject a candidate after an interview is an unavoidable part of the talent acquisition process. While delivering the news can be challenging, it’s important to remember that a positive candidate experience, even in rejection, significantly impacts your employer brand and hiring outcomes. So even as you reject candidates, don’t lose sight of the importance of respect, transparency (as much as possible) and clarity. This article will guide you through the process of rejecting applicants while maintaining the principals of delivering good candidate experiences.
Why Professional Candidate Rejection Matters
Protecting Your Employer Brand
Every interaction, including rejection, shapes a candidate’s perception of your company. A negative experience can lead to negative reviews and damage your employer brand. Conversely, a respectful and thoughtful rejection can leave a positive impression, even if the candidate isn’t hired.
Candidate Experience & Long-Term Talent Pool
A positive candidate experience fosters goodwill and maintains relationships. And that’s important to long term hiring success. Candidates who feel valued are more likely to reapply in the future or recommend your company to others, contributing to a robust long-term talent pool.
The Importance of Professional Communication
Professional communication demonstrates respect and empathy. It ensures that candidates feel heard and valued, even when receiving disappointing news. It also reflects positively on your company’s culture and values. It is important to understand that a lack of communication is more damaging than no communication. Candidates want to hear from you, even though the news might be bad. Imagine how disrespected you would feel if you interviewed for a position and never heard from the company again.
When to Reject a Candidate
During Interview (Behavioral Red Flags)
Sometimes, it becomes clear during the interview itself that a candidate is not a good fit. This might be due to a negative attitude, poor body language, or a significant mismatch in skills or experience. In such cases, a polite but firm rejection is necessary. Oftentimes this can be necessary for the experience of the hiring team itself if the behavior is unacceptable. But in the case of significant mismatch of skills, it is in the candidate’s interest as much as the hiring team’s to keep wasted time to a minimum.
After Final Interview (Better Fit Selected)
Often, multiple qualified candidates make it to the final interview stage. Choosing the best fit means rejecting others. This decision should be communicated promptly and professionally.
Rejection Based on Culture Fit, Skills Gap, or Attitude
Reasons for rejection can range from a poor culture fit to a skills gap or a negative attitude. Regardless of the reason, it’s essential to communicate it respectfully and constructively. The candidate is not in a position to know whether they will be a good fit, so take the initiative and act in their best interest.
How to Reject a Candidate After Interview (Step-by-Step)
Review the Interview Feedback & Hiring Decision
Before communicating the rejection, review all interview feedback and ensure the hiring decision is finalized. Sometimes the hiring decision is not finalized but the candidate has not been chosen for the short list. Determining that the candidate is out of the running helps you provide clear and consistent information to the candidate, ultimately enhancing your onboarding experience and quality of hire metrics.
Personalize the Message Based on Interview Stage
Tailor your message to the candidate’s interview stage. A candidate who made it to the final round deserves more personalized feedback than someone who had a preliminary interview.
Choose the Right Method: Email vs Phone
For early-stage rejections, an email is generally acceptable. However, for candidates who progressed further, especially to the final round, a phone call is more personal and respectful. In cases where phone calls are made, also cover your bases with an email.
Thank the Candidate for Their Time & Effort
Always begin by thanking the candidate for their time and effort. Acknowledge their interest in the role and your company and reiterate your appreciation and respect for the time they have spent exploring the role with you.
Offer Constructive Interview Feedback (Optional)
Providing constructive interview feedback can be beneficial, especially for candidates who made it to later stages. However, ensure the feedback is objective, specific, and actionable. Be mindful of legal implications and avoid subjective or discriminatory language. While this kind of interview feedback is consistently at the top of surveys as the kind of feedback that candidates want, it can be risky and is often unproductive.
Keep the Door Open (Talent Pool Strategy)
If appropriate, express interest in keeping the candidate in your talent pool for future opportunities. This can soften the blow and maintain a positive relationship.
Candidate Rejection Email Templates
Template: Standard Rejection After Interview
Subject: Update Regarding Your Application for [Job Title]
Dear [Candidate Name],
Thank you for taking the time to interview for the [Job Title] position at [Company Name]. We appreciate your interest in our company and the opportunity to learn about your experience.
After careful consideration of all candidates, we have decided to move forward with another applicant whose qualifications more closely align with the requirements of this role.
We wish you the best in your job search and future endeavors.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
Template: Rejection With Constructive Feedback
Subject: Update Regarding Your Application for [Job Title]
Dear [Candidate Name],
Thank you for interviewing for the [Job Title] position at [Company Name]. We were impressed with [Specific positive aspect of their interview].
However, after careful consideration, we have decided to move forward with another candidate. While your experience in [Specific area] was notable, we found that [Specific area for improvement] was a key requirement for this role.
We appreciate your time and wish you success in your job search.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
Template: Internal Candidate Rejection
Subject: Update Regarding Your Application for [Job Title]
Dear [Candidate Name],
Thank you for your interest in the [Job Title] position. We appreciate your dedication and contributions to [Company Name].
After careful consideration, we have decided to move forward with another candidate whose qualifications more closely align with the specific requirements of this role.
We value your contributions and encourage you to continue exploring opportunities within the company. We are committed to supporting your professional growth.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
Template: Post-Behavioral Interview Rejection
Subject: Update Regarding Your Application for [Job Title]
Dear [Candidate Name],
Thank you for participating in the behavioral interview for the [Job Title] position at [Company Name]. Your insights were valuable.
After careful review, we’ve decided to move forward with candidates whose responses more closely aligned with the specific competencies we were evaluating for this role.
We appreciate your time and wish you all the best in your career pursuits.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
Template: Decline After Final Round
Subject: Update Regarding Your Application for [Job Title]
Dear [Candidate Name],
Thank you for your time and effort throughout the interview process for the [Job Title] position. We were very impressed with your qualifications and experience.
After careful deliberation, we have decided to extend an offer to another candidate whose skills and experience more closely match the specific needs of this role.
We truly appreciate your interest in [Company Name] and wish you the best in your job search.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
What Not to Do When Rejecting Candidates
Ignoring Candidates After Interviews
Ignoring candidates is unprofessional and damaging to your employer brand. Always provide timely feedback, even if it’s a brief rejection. Keep in mind that candidates can and will spread news of ghosting and other bad behavior on social media and employer review sites.
Being Too Vague or Cold
Vague or cold rejections can leave candidates feeling confused and undervalued. Provide clear and respectful communication. You may not be able to make them understand just why they weren’t chosen, but you can include details about them and the job and the interview to let them know they were “seen.”
Providing Inaccurate or Legally Risky Feedback
Avoid subjective or discriminatory language. Ensure feedback is objective and legally compliant. It’s good to run a rejection letter through a trusted AI to flag it for potentially sensitive language or details.
Handling Internal Candidate Rejections
Why Extra Sensitivity Is Needed
Rejecting an internal candidate requires extra sensitivity as it can impact their morale and engagement. They have invested time and energy and are already part of the company. This can be as much an engagement and retention exercise as it is a rejection.
How to Preserve Motivation & Engagement
Just like external candidates, provide personalized feedback with details and offer support for their professional development. Reiterate their value to the company and encourage them to apply for other roles.
Follow-Up Conversations and Development Planning
Schedule follow-up conversations to address their concerns and discuss development plans. This demonstrates your commitment to their growth within the company.
By following these guidelines, you can ensure that rejecting a candidate after an interview is handled professionally and kindly, contributing to a positive candidate experience and strengthening your talent acquisition strategy.
FAQs
How do you politely refuse a candidate after an interview?
Thank them for their time and commitment. Make sure they know you appreciate their participation and be sure to include details about the encounter so they feel “seen” and validated.
How do you inform unsuccessful candidates after interview?
For early stage interviews, it is best to use email. For candidates that make it to later stages of the interview, a phone call is best. In any case, follow up the phone call with an email.
How do you politely decline an offer after an interview?
As a candidate, declining an offer after an interview should be fairly straightforward. Simply be respectful and direct. It is always good practice to be polite and grateful. This keeps doors open should you apply again in the future.
How do I decline an internal candidate after an interview?
Internal candidates should get extra attention when not chosen for a role. Be respectful and direct, but make sure that you provide extra information about the experience and go into as much depth as possible about the decision. These are team members and you want to point them in the right direction for growth and development, as well as encourage them to apply for roles in the future.
Should you provide interview feedback in rejection emails?
Candidates love interview feedback. That said, it can be risky because it is difficult to ensure that the feedback won’t be taken as subjective. Many organizations do not provide interview feedback. If you do choose to provide it, it must be constructive and completely objective. Avoid too many details.
Is it better to call or email when rejecting a candidate?
Late stage candidates should receive phone calls when rejected. Emails are completely appropriate for earlier stage candidates (phone screens, or early stage live interviews)
