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Rejecting a Job Candidate for a Role? Here’s How to Do It the Right Way.

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Although a relatively short process, rejecting a job candidate from a role after a short time after the interview takes some professionalism, courtesy and diligence. A bad rejection method can negatively impact your company and culture and can even damage your company brand.

Remember, a job candidate is part of your industry, and word of mouth spreads quickly, especially if they didn’t take the rejection well. Plus, it’s always important to maintain a relationship with a skilled candidate for a future hire. Just because they were turned down for one role doesn’t mean you can’t contact them in the future for a more suitable one. So, when the time comes to reject a candidate, be courteous, diplomatic and responsive.

According to Undercover Recruiter, when you know another person has been chosen for the role, let the remaining candidates know as soon as possible. After all, it can be a stressful process with hopes of a new role on the horizon. Informing them and rejecting a job candidate means they can simply move on to other endeavors. Also, in some cases, it’s more appropriate and professional to take a few minutes to do it over the phone, especially if it was a long multi-interview process instead of sending a blanket email. Be respectful, talk to them and graciously break the news.

Even though hiring managers receive dozens of resumes for one position, they should be as courteous as possible to all applicants before moving on to the next round of interviews. This means reaching out to those candidates that were not selected. A common practice is a rejection email template. These save time and let the applicant know that they were not chosen for the position.

In fact, according to a survey conducted by Indeed, 44 percent of candidates receive a response from an employer within a few weeks, while 37 percent receive feedback within a week, with the average response time for an interview at 24 business days.

Choosing your words carefully and being kind and considerate is always essential to ensure the applicant will still have a positive perception of your company. Indeed suggests some of the following tips to create an effective yet positive rejection email template:

  • Be Polite
    First off, always be polite. Saying thank you for your interest in our company, the time you spent completing an application, and the efforts made for the interview (if applicable) is always important. While courteous, it also demonstrates that you value an applicant’s time.
  • Make it More Personal
    A rejection email template can indeed be a little cold or too general. So, Indeed suggests including the applicant’s name, the title of the position they applied, a note relating to a previous conversation, and specific positive attributes about their skills.
  • Suggest Applying for Another Role in the Company
    In the event, a candidate was turned down for the desired role, yet they would have been a good fit for the company with their skills, let them know in a simple sentence. There are many reasons why an applicant doesn’t get hired. So, you may want to encourage them to apply for other opportunities in the future and keep their resume and contact information in your database.

Rejecting a job candidate doesn’t have to be a problematic or pessimistic experience. Regardless of the method you choose, being courteous, diligent and professional is the best way to avoid any hardship or resentment towards you and your company.

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