How to Reject Candidates During a Recruitment Process

As Recruiters, our role can often feel like the Head of Rejection.

Naturally, for every candidate that takes the time to apply for a role we advertise, only one is going to be successful. However, the way we handle communicating a rejection can significantly impact a candidate’s experience and a company’s reputation.

The ‘not knowing’ is a lot worse (and infinitely more frustrating) than actually knowing.

From initial applications to final interviews, each stage of the hiring process deserves a tailored approach to communication. It’s essential to be timely and specific—leaving a candidate in the dark is far worse than delivering bad news.

Best Practices for Delivering Effective Rejection Messages

Embrace Technology

Using technology can streamline the rejection process, ensuring timely and efficient communication. Automated systems can help manage large volumes of applications, send prompt responses, and maintain consistency in messaging.

Tools like applicant tracking systems (ATS) can be programmed to send personalised rejection emails, saving recruiters time and ensuring no candidate is left without a response.

Tailor the Message

The level of detail in a rejection message should correspond to the stage of the hiring process the candidate reached. For initial applications, a brief, polite message is sufficient. For candidates who made it to the interview stage, a more detailed explanation is warranted. Personalising the message to reflect the candidate’s effort and the specific role they applied for shows respect and consideration.

Follow Up

Responding to follow-up messages from candidates is crucial. Ignoring a candidate after they’ve reached out post-rejection can damage your brand’s reputation. Taking the time to answer their questions or provide additional feedback demonstrates professionalism and empathy.

Provide Feedback

Whenever possible, offer constructive feedback or a tangible reason for the rejection. This helps candidates understand where they fell short and how they can improve for future opportunities. Constructive feedback can turn a disappointing experience into a valuable learning opportunity for the candidate.

Practical Email Templates for Rejections

While personalised responses are ideal, it’s understandable that time and resources may limit this possibility. Here are some practical templates to ensure candidates are informed and treated with respect.

Candidate Email Rejection Template – Following Application

Dear <<Candidate First Name>>,

Many thanks for expressing an interest in working for <<Your Company>> and for applying for our <<Job Title>> position.

We have been blown away by the response to our advert and the quality of candidates who have applied.

Whilst your background is interesting, we have chosen to progress with a small handful of candidates who are more closely aligned to our current needs.

Therefore, I’m afraid that we will not be progressing any further with your application. However, if anything changes, we will, of course, be in touch.

Thank you again for taking the time to explore a role with <<Company Name>>.

We wish you the best of luck with your job search.

Best wishes,
<<Recruiter Name>> or <<Company Name>>

Candidate Email Update Template – Role on Hold

Dear <<Candidate First Name>>,

Many thanks for expressing an interest in working for <<Your Company>> and for applying for our <<Job Title>> position.

I am writing to let you know that we have temporarily put hiring for this role on hold due to unforeseen circumstances.

We do hope to resume this hiring process in the future and will therefore provide you with an update when we’re clear on the next steps.

In the meantime, we’d like to wish you well with your job search and thank you again for taking the time to explore a role with <<Company Name>>.

I do hope we’ll be in touch with more positive news soon.

Best wishes,
<<Recruiter Name>> or <<Company Name>>

Candidate Email Update Template – Role No Longer Being Recruited

Dear <<Candidate First Name>>,

Many thanks for expressing an interest in working for <<Your Company>> and for applying for our <<Job Title>> position.

I am writing to let you know that we have unfortunately taken the decision not to proceed with making this hire.

There have been a number of internal factors that have influenced this decision and whilst disappointing, I wanted to make you aware so you could consider alternative job opportunities.

If anything changes, we will of course be in touch.

Finally, we’d like to thank you again for taking the time to explore a role with <<Company Name>>.

Best of luck with your job search.
Best wishes,
<<Recruiter Name>> or <<Company Name>>

These templates, while generic, offer a sense of compassion and gratitude to candidates who have taken the time to apply for a job at your company. Providing this level of feedback really isn’t too gruelling and will massively impact how candidates feel about their dealings with you as a prospective employer.

Concluding thoughts

In conclusion, handling rejections thoughtfully and professionally not only supports the candidate’s experience but also enhances your company’s reputation. A considerate approach to delivering bad news can turn a potentially negative experience into a positive reflection of your brand.