Being a recruiter sometimes means being in heaven and hell at the same time. Whenever you found a suitable candidate for any position, chances are that you must reject many others. This process always consumes so much time and energy that no one wants to do it.
And as an insider in the field, we know many recruiters just simply skip the rejection process. However, on a candidate’s side, silence from recruiters is a freaking nightmare.
Why candidate rejection email?
Remember the last time you applied for a job? How did you feel hearing nothing from the employer days after the application, or even the interviews? Will you apply if that employer ever posts a job again?
We both know the answer. Thus, sending a polite rejection email to candidates who aren’t selected for an interview, or those who attended interviews but didn’t pass, is a mark of your professionalism. Your clear and timely rejection helps candidates move on with their job search and leaves a good impression, which may encourage them to apply again next time you post a job.
You often receive many more applications than what you can handle? That’s why we need templates.
Candidates rejection email templates
A professional and polite job rejection email should follow the outline below:
- Personalized communication: Mention candidate’s name and the position they’re applying for.
- Appreciation: Thank the candidate for investing their time and effort to apply at your company.
- Feedbacks: If the candidate isn’t selected for an interview, simply mention that they’re not suitable at the time. If they attended interviews, you should include some feedback on their performance. Be mindful of legal risks if you decide to share the exact reasons for rejection.
- Offers: Redirect the candidates to other vacancies that may suit their qualifications, or simply remind them to visit your company’s website for updates on the latest vacancies.
1. Rejection email template for candidates who are not selected for interviews
Email subject: [Job title] application at [company name]
Dear [Candidate’s name],
As the number of applications to our [position] at [Company] was quite overwhelming, we are unable to interview all applicants who sent in their resumes.
The purpose of this email is to inform you that you were not selected for an interview. We truly appreciate that you took the time to apply for this position. Wish you well and hope that your job search will be successful shortly.
We always encourage you to apply for jobs that fit your credentials and experience with us in the future.
Best regards,
[Hiring Manager's Name]
On behalf of the HR Department
2. Rejection email template for candidates who have been interviewed
Email subject: [Job title] application at [company name]
Dear [Candidate’s name],
Thank you so much for taking the time to attend the interview for [position] at [Company]. We were very impressed with your performance during the interview.
The purpose of this letter is to thank you and to inform that you were not selected for further processes with us. This difficult decision has been made after careful considerations, given your many strengths and potentials.
Although we cannot go further with this position, it doesn’t mean that our journey together ends here. We strongly encourage you to apply for other jobs that fit your credentials and experience with us in the future.
We highly appreciate your interest in our company. Wish you well in your job search and career development journey.
Sincerely,
[Hiring Manager's Name]
On behalf of the HR Department
Tips to gracefully turning down a prospective candidate
“I've learned that people will forget what you said, people will forget what you did, but people will never forget how you made them feel."
- Maya Angelou -
Maya Angelou’s words are essential guidelines for a professional in the HR world: It’s all about the people. In other words, It’s all about people’s feelings. In this case, sending rejections to candidates while still maintaining a positive employer brand and keeping them in the talent pool is a puzzle for many recruiters. Fortunately enough, we have some tips for you:
- Do it as soon as possible
- Personalize your communication
- Make it concise
- Be honest
- Create opportunities to reconnect
Turning down candidates is hard but unavoidable. Then why not turning difficulties into opportunities to make you stand out from other recruiters/employers? We are preparing many more templates & tools to help smooth out your work as a HR professional. Stay tuned!