When searching for quality candidates, it’s inevitable that you’ll come across a number of impressive resumes and applicants. The unfortunate truth is that regardless of how qualified these candidates are, not all of them can land a position, and it’s up to HR to promptly inform inquiring candidates if a job has been filled.
Not only is informing candidates that they didn’t get the job the polite and right thing to do, it also reflects on your company’s brand and company culture. For larger companies looking to fill large numbers of roles, you can go through dozens and dozens of interviews. Having a streamlined rejection process to recruitment will ensure these dozens of candidates feel heard and respected.
Below is everything you need to know about how to inform candidates that the position is filled.
Let’s be very clear, not telling candidates a position has been filled is an HR failure. Not telling candidates that their position has been filled can you hurt you in the following ways:
Putting candidates in a no-hire limbo is disrespectful and will negatively reflect on your organization. Taking the time to write a courteous and direct email isn’t a difficult task, and you can even streamline the process by having examples or models handy.
Before we get into what to include in your rejection email or call script templates, let’s look over what you shouldn’t do. Below are a few examples of what not to include in a rejection notification.
Dear [applicant’s name,]
We are writing to let you know that you did not make the cut for the [job title] position. We found someone more qualified, and we weren’t particularly pleased that your degree isn’t relevant to the field. If you gain a bit more experience in the field, perhaps get a certificate or two, we would like to see you reapply in the future.
Best of luck with your job search.
Best,
[recruiter’s name]
While the above example is short and direct, which we recommend, it offers far too much detail in the thought process behind the rejection. Feedback can be good, but you don’t need to provide too many details. Additionally, while straightforward, the email comes across as rude. You want to be polite and courteous, which often means there should be some semblance of an apologetic tone.
This next example takes a different approach, but also has some issues.
Dear [applicant’s name]
We’re writing to inform you that, unfortunately, you were not selected for the [Job Title] position.
Good luck with your search.
Best,
[recruiter’s name]
This email example is apologetic and empathetic, but it’s too short. Short and sweet is a good thing, but if it’s too short, it will come across as lazy or neglectful.
There’s a way to have it all: a short, direct, compassionate rejection letter that applicants will be thankful for despite the bad news.
When putting together a call script or email sample, there are a few best practices you can follow to make the exchange as cordial, direct, and understandable as possible.
Thank you for your interest in becoming a part of [company name]. As we had a large number of applicants this hiring cycle, we’re sorry to say that the position for [job title] has been filled.
We were impressed with your application and interview, and we do hope you keep us in mind for future openings. Best of luck in your continued job search.
Best,
[Recruiter name]
With these best practices under your belt, you can make a number of call scripts or email templates for any candidate rejection situation.
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