Aug 30, 2021

How To Convey Rejection Messages To Candidates Via Email With Examples

how to write rejection mails
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Telling potential candidates that they are not selected for the job is one of the most difficult things a recruiter needs to do, but you must do it as part of your job and for your reputation. Jobseekers have invested time, effort, and, in some cases, money in submitting an application and attending an interview, so the very least you can do is inform them if they haven’t been hired.

Ways you can write a better rejection message with a positive note:

It’s polite to explain why the candidate wasn’t chosen for further rounds or the position, but you don’t have to go into great detail because that can sound a little bad to the candidate. For example, if the job description required five years of experience and the applicant only had three, you could say, “At this time, we’re looking for candidates with more experience in the field.”

If you were impressed by the candidate and genuinely believe they had been a good fit for your company in the future, tell them that you’ll keep them in your contact database and consider them in the future.  Simply mention one of the strengths from the interview process, such as “Our team was particularly impressed with your writing skills” so that it sounds a little motivating to them even after getting rejected.

To truly add value, you should also include constructive feedback to help your candidate understand areas where they can improve. Take careful notes during the interview, and when you reject an applicant, offer one or two areas for improvement. Your suggestions could help them advance in their career.

What characteristics distinguish a good applicant rejection email? 

1. Express gratitude:

Job searchers have expended time and effort in applying. They’re passionate, excited, and emotionally involved in the process. Applying for a job is difficult, and being rejected is much more difficult. As a result, it’s critical to acknowledge it by praising them for their efforts.

2. Break the unpleasant news:

Rejection letters are about terrible news, so be straightforward. If the answer is no, state it. Your response should be firm and leave the applicant with no doubt that they have a chance. A clean break is the most equitable method.

3. Explain your reasoning:

You must explain why the individual did not acquire a job. It may be as easy as noting that there were more eligible applicants in certain situations, or you may choose to offer extensive and comprehensive comments. For some ideas, look at the samples below.

4. Conclude positively:

It is critical to ending your email in a good tone. You haven’t offered this individual a job, but there will be a position available for them with other firms. Thank the candidate, acknowledge their accomplishments, and urge them to apply again. If you’re willing to follow through, offer to provide comments and feedback to the candidate.

The importance of a candidate rejection letter or email:

Writing and sending a clear and pleasant rejection letter is not only a lovely thing to do, but it is also a professional and acceptable way to deal with your candidates. Sending the simplest and kindest rejection letter or email is also essential for keeping a great employer brand and improving the candidate experience.

Candidates value official communication in the form of rejection letters or emails from businesses to which they have applied. Furthermore, contrary to common perception, a candidate’s experience does not stop when you decide not to employ them.

Here are 2 email samples:

Example #1

Dear [insert candidate’s name],

Thank you for your interest in the job of Chief Operating Officer(replace with the designation you are hiring for) at [insert your company’s name]. We have chosen not to pursue your application further at this time.

I want to express my appreciation for the time and energy you put into your application. Your range of experience especially struck us. However, we believe that other individuals are more suited for the job. For now, the job description requires about seven years of experience or more and you sadly only have five hence at this time, we’re looking for candidates with more experience in the field. However, you can surely get in touch with us next time.

While you were not successful at this time, we invite you to look through our job openings and apply again if you discover one that suits you.

With regards,

[Insert your name]

[Add job title]

[Add Company name]

Example #2

Dear XYZ,

Greetings for the day!

Thank you for applying for the job of Customer Success Manager at ABC. I’m writing to inform you that you were not chosen for the further rounds of the interview.

We understand this may come as a surprise to you. On this occasion, we received a large number of applications from applicants who more closely matched our job specifications. Our team was particularly impressed with your [insert skill] it’s just we have found a candidate whose [insert skill] matched better with our needs now. We will surely be in touch with you once we have requirements similar to your profile.

Warm regards,

[Insert your name]

[Add job title]

[Add Company name]

To Conclude:

Academics discovered in another study says that applicants who were rejected without receiving correspondence were more likely to believe that the organization failed to fulfill its obligations. Those who did not receive a personalized rejection letter had “more negative intentions” toward the organization, according to the researchers. 

Spending a few minutes reflecting on a candidate’s experience can make the job seeker feel that your decision was thoughtful and fair. Uncertainty, frustration, and upset can result from rejection with no explanation.

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