Knowing how to break the news to a candidate that they didn’t get the job can make or break for your company’s reputation and may even encourage strong candidates to apply again for other opportunities in the future. After all, even though they might not be the ideal match at the moment, the ideal position for a qualified candidate could be waiting around the corner.
Whether you are a hiring manager for the first time or have conducted interviews hundreds of times, we are here to demonstrate that sending a job rejection letter or making the dreaded phone call can be easy and straightforward. We’ll even provide you with a few rejection letter examples to get you going!
- Start with empathy. …
- Thank them for their time. …
- Personalize your response. …
- Explain that you’re pursuing other applicants. …
- Provide constructive feedback. …
- Mention the strengths of the other candidates. …
- Let them know that many qualified candidates applied.
How to tell someone they didn’t get the job
It’s crucial to respect the candidate’s time and provide a reasonable explanation if you must inform them they weren’t selected for the position. Maintaining your company’s reputation among employees can be done by knowing how to tell someone they were rejected. Use these steps:
1. Thank them
Thank the applicant for submitting an application for the job, whether by phone or email. Include their name in any emails you send to them to personalize them. Individualizing each rejection email demonstrates your thoughtfulness by taking the time to do so.
2. Explain that youre pursuing other applicants
Get right to the point in your conversation or correspondence. Inform the applicant politely that they did not get the job. Say, for instance, that while you enjoyed speaking with them during the interview, you have chosen to pursue other applicants or extend an offer to someone else. Inform them that although you gave their application careful consideration, you ultimately chose to pursue another course of action. Additionally, you can reassure them with any favorable comments the selection committee made regarding their application or resume.
3. Mention the strengths of the other candidate
Consider highlighting a few benefits the other candidate had that they didn’t have if you already know that you’re offering the position to another candidate. For instance, you could mention that even though their level of experience impressed you, another applicant had a higher level of education. Additionally, you could mention that the other applicant held a job that was comparable to the one you were hiring for, making the transition easier.
4. Let them know that many qualified applicants applied
It is helpful to let rejected candidates know they are not alone or that your company did not deceive them because some take rejection personally. Remind them that they were up against many qualified individuals. For instance, you could apologize for having to inform them that you didn’t choose them even though you were impressed by their qualifications and the level of competition for the position.
5. Encourage strong candidates to apply again
Despite the fact that a candidate may not have been the best choice for the position they applied for, you might find them another opportunity in the future. Inform deserving candidates that you’d like to keep them in mind should similar positions become available in the future. For instance, you might advise them to apply without holding back if your business posts a position in the future. Additionally, you can advise them to submit another application for a position since they almost got the job.
Additionally, you can inform them that your business frequently uses social media to advertise new job openings. This is brought up to help the conversation end on a more encouraging note.
Why is it important to correctly tell someone they didn’t get the job?
Your company’s reputation may be directly impacted by how you inform a candidate that they didn’t get the job. When you can handle it diplomatically and professionally, it builds up your employer brand and might even let you keep the applicant in your talent pool for potential future hires. Rejected candidates may be more likely to reapply in the future if they have a positive experience with your business.
Templates to tell someone they didn’t get the job
Once you understand the best way to inform a candidate of a job rejection, consider the specifics of your approach. Your chosen format should be determined by your preferred method of communication. You can use the following templates to let someone know they didn’t get the job by phone or email:
By phone
A sample phone message explaining why someone didn’t get the job is provided below:
Hi, [candidate name], this is [your name] at [company name]. I wanted to express my gratitude for taking the time to come in for an interview with us on [interview day] for the [job title] position. We had a great time meeting you and thought [brief statement about what the hiring team thought of their portfolio or resume] However, weve decided to [reason for the rejection].
By email
Here is a sample email that you can use to inform someone they didn’t get the job:
Dear [candidate name],
We appreciate you taking the time to speak with our team about [position title] at [company name]. It was enjoyable to learn more about your abilities and credentials. I regret to inform you via email that you were unsuccessful in obtaining the position. We value the time you invested in applying for a job with our company even though we are pursuing other candidates, and we wish you luck in your job search.
Best regards,
[your name]
Examples of how to tell someone they didn’t get the job
Consider your response to a candidate before rejecting them. It’s important to do it professionally and end your communication on a positive note whether you reject them over the phone or by email. Following are some instances of how to decline a candidate over the phone or email:
By phone
If you decide to turn down a candidate over the phone, think about the following scenario:
Hi, Amy, this is Carmen Jones at Jones Furnishings. I wanted to express my gratitude for taking the time to attend our administrative assistant job interview on Monday. We enjoyed meeting you and believed you were well-qualified for the position. However, we’ve chosen to extend the job offer to a different applicant whose credentials and background more closely match what we’re looking for.
By email
If you choose to do so, take into account the following scenario:
Dear Christian,
We appreciate you taking the time to speak with us about the news editor position at The Washington Journal. It was enjoyable to learn more about your experience and credentials. I regret to inform you via email that you were unsuccessful in obtaining the position. We value the time you invested in applying for a job with our company even though we are pursuing other candidates, and we wish you luck in your job search.
Best regards,
Alana Thompson
Tips for telling someone they didn’t get the job
Take into account these suggestions to help you tell someone they didn’t get the job:
Be timely
Tell your rejected candidates about other candidates as soon as you decide to move forward with them. Doing this shows you value their time. Remember that interviews give candidates the chance to learn more about your business. Therefore, treating them with respect can make them more likely to want to reapply in the future.
Get to the point
Get right to the point when speaking with the candidate, whether you’re emailing or calling. They may feel nervous or anxious about you reaching out, but it can be lessened if you let them know the reason for your email or phone call as soon as possible.
Keep it brief
Keep phone conversations with candidates under five minutes if possible. If you’ve already spoken to the applicant on the phone when writing a rejection email, limit it to no more than four sentences.
How To Tell A Candidate They Didn’t Get The Job
FAQ
How do you tell a team member they didn’t get the job?
- Speak to the employee in person and in private. …
- Tell the employee that he did not receive the promotion.
- Express sympathy to the worker and let him know that you are aware of his excitement at the prospect of the promotion and his strong desire for the new job.
- Explain why you offered the job to someone else.
What to say to a friend who didn’t get a job?
- Let your friend know you empathize. You don’t know exactly how she feels.
- Tell your friend that you appreciate her. Sometimes it’s hard not to take a job rejection personally.
- Remind her of her strength and tenacity.
How do you apologize to someone who didn’t get the job?
Acknowledge the loss. Sometimes the best thing to say is a straightforward, heartfelt “I’m so sorry.” Avoid sayings like “everything happens for a reason” or “this is a blessing in disguise,” and instead focus on the present. Such a statement could be interpreted as trivializing your friend’s suffering.
