Looking for advice on how to tell someone they didn’t get the job? While this conversation is never easy, there are ways to handle it politely and professionally. Sticking to a few guidelines—and having a couple of well-written scripts on hand—can help to soften the blow on your unsuccessful candidates and maintain the reputation of your business.

But what does this involve? How do you properly prepare for this conversation? Are there useful examples and tips and tricks?

Let’s dive in.

Why should you tell a candidate they didn’t get the job?

Putting a disclaimer at the end of every job opening simply saying, “If you don’t hear back from us, please consider your application unsuccessful”, might feel like the easiest approach.

But there are a few reasons why taking the time to respond to applicants using the templates above is worth your while:

• It’s the polite thing to do. Acknowledging someone who has taken the time and effort to apply for a job is just common courtesy, even if they aren’t the right fit.

• It gives the candidate closure. Limbo can be a very uncomfortable and frustrating place to be: the not-knowing is awful. Be considerate of your candidates’ investment in the job and let them know your answer as soon as possible.

• It builds your future talent pool. Responding to unsuccessful applicants helps to maintain ties with them for future positions they might be better suited to. Maybe they just need a bit more experience—before too long, you might be giving them an acceptance letter instead.

• It affects your company’s reputation. Potential candidates who don’t hear from you at all, or who feel that you’re rude to them in your response, are likely to have a negative opinion of your brand—something they could share with others, on review websites, or on social media. This could have an impact on other potential candidates who may choose not to apply for your vacancies.

Turning people down isn’t nice and it can be time-consuming (automating this process through the examples above can help), but responding to your candidates can be beneficial for both of you).

5 Steps to tell someone they didn't get the job

At some point, you'll have to tell someone they aren't getting an offer. This can set the tone for how you're perceived not just by this candidate, but by others. That's because this person might leave a review on Glassdoor or another website indicating a bad experience. Since 60% of job seekers say they've had a poor candidate experience, you want to avoid that whenever possible. 72% of those job seekers shared their experience online or with someone directly, so your reputation is on the line even when you have to break bad news. 

Having to tell someone they didn't get the job can be as delicate as cartwheeling across a minefield while wearing sparklers. Here's 5 steps you can take to make that task easier:

1.  Prepare a Clear and Respectful Message:
  - Draft a concise yet respectful message explaining the decision. The message should thank the applicant for their time and interest in the position and provide a clear statement that they have not been selected. Avoid using overly complex or vague language.

2.  Choose the Appropriate Communication Method:
  - Depending on the stage of the hiring process the applicant reached, decide whether to communicate via email or phone call. For candidates who were interviewed or were deeply engaged in the process, a phone call can be more personal and respectful. For those who did not reach the interview stage, an email is typically sufficient.

3.  Be Prompt in Your Communication:
  - Inform the candidate as soon as the decision has been made. Delaying the communication can increase the candidate's anxiety and may affect your company's reputation if they feel neglected or ignored.

4.  Offer Constructive Feedback (if Appropriate):
  - If the candidate requests feedback or if it's customary in your hiring process, offer constructive feedback. This should be done carefully, focusing on areas where the candidate could improve or explaining what specifically made the chosen candidate stand out. Be honest but diplomatic.

5.  Encourage Future Applications (if Applicable):
  - If the applicant was strong but not the right fit for this particular role, encourage them to apply for future positions with your company. This can help maintain a positive relationship and keep the door open for potential future collaboration.

Remember, the goal is to convey the decision in a way that maintains the applicant's dignity and respect for your organization. A well-handled rejection can leave a positive impression, potentially benefiting your company's reputation and future hiring efforts.

What do you say to someone who didn’t get the job?

Providing feedback to unsuccessful candidates can help them improve. Sadly, 65% of candidates say they never or rarely receive notice from employers, so they never know what it was that led to your final decision. You can offer the courtesy of letting them know why they weren't successful, and this might help them obtain future roles. 

Let’s look at a few useful examples for how to tell an applicant they’re not hired. Your HR department might like to have the following templates on hand:

1. General Email template for rejecting an applicant

Subject: Your Application for [Position Title]

Dear [Applicant's Name],Thank you for applying for the [Position Title] at [Company Name].

After careful consideration, we have decided to proceed with other candidates who more closely match our requirements for this role. We appreciate your interest in our company and encourage you to apply for future positions that may align with your skills and experience.Best wishes in your job search and future professional endeavors.

Sincerely, [Your Name] [Your Position]

2. Email template for early rejection

If your candidate didn’t make it past the first scan of resumes you did, you might consider sending them something like this.

Early rejection

Dear {Candidate name},

Thank you for applying for the position of {details} at {company}. We appreciate the time you took to put your application together.

Unfortunately, we will not be moving forward with your application at this time.

We wish you all the best for the future.

Kind regards,

{Name}

{Company name}

3. Email template after the first interview

If your candidate has already come in for an interview, it’s worth writing a slightly longer letter that gives them a bit of feedback.

After the first interview

Dear {Candidate name},

Thank you for coming in to speak to us about {position} recently. We enjoyed meeting you and learning more about you.

I wanted to let you know that, unfortunately, we won’t be offering you a position, as there were candidates whose skills and experience better suit what we’re looking for.

We wish you well in your job search.

Best wishes,

{Name}

{Company name}

4. Email after in-depth interview

If your candidate has gone through several rounds of interviews, or a long and in-depth interview, the following email might work.

After in-depth interview

Dear {Candidate name},

Thank you for taking the time to talk to us about {job title} on {day of interview}. It was a pleasure to meet you and to learn more about your background and your interest in what we do.

Unfortunately, we won't be offering you a position at this time. We were impressed by {short explanation} but we're pursuing another candidate because {reason for rejection}.

You were one of several excellent candidates we interviewed, and we appreciate you taking the time to apply. {Optional:} Please continue to keep an eye out for job openings at {company} in the future. We usually advertise our vacancies on our website and on LinkedIn.

We wish you all the best in your future endeavors.

All the best,

{Name}

{Company name}

5. Email template after a final round of interviews

Subject: Outcome of Your Application for [Position Title]

Dear [Applicant's Name],We would like to thank you for your participation in the interview process for the [Position Title] at [Company Name].

After thorough consideration, we have chosen to offer the position to another candidate who we feel is the best fit for our current needs. We were genuinely impressed with your skills and professionalism and would welcome your application for future roles that match your expertise.

We wish you the best in your ongoing job search and professional endeavors.

Kind regards,

[Your Name] [Your Position]

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6. Email template with feedback for the applicant

Subject: Your Application for [Position Title]

Dear [Applicant's Name],Thank you for applying to the [Position Title] role and for the time you invested in the interview process at [Company Name]. We have decided to move forward with a candidate whose experience more closely aligns with the needs of the position.

We appreciate your interest in our company and would like to encourage you to apply for future opportunities that may be a better fit.Thank you again for your time and effort, and we wish you the best in your career pursuits.

Sincerely,

[Your Name] [Your Position]

Email template encouraging future applications

Subject: Your Application for [Position Title]

Dear [Applicant's Name],Thank you for your interest in the [Position Title] at [Company Name]. After reviewing your application, we have decided to select a candidate who more closely meets the specific qualifications we are seeking at this time.

We were impressed by your background and encourage you to keep an eye on our careers page for future openings that may be a good match for your skills and experience.

Best regards,

[Your Name] [Your Position]

7. Phone call script for letting a candidate know they were not chosen

Sometimes, it’s appropriate to call your candidates to let them know that their application wasn’t successful. This is especially the case if you’ve formed a bit of a relationship with them during the course of the interview process.

Even if you call your candidates, it’s worth having a script in place for you to follow while you talk. This can help you to remember key things about their qualifications or interview, and not veer off course.

Hello {candidate name}, this is {your name} from {company}. How are you?

I wanted to thank you for taking the time to come in and speak to us about the {position} on {day of interview}. We enjoyed meeting with you and loved learning more about {something positive from their resume or interview}.

Unfortunately, we've decided to go with another candidate this time because {reason for rejection}. There was a lot of competition for this role and we appreciate everything you put into your application.

{Optional:} We’d like to encourage you to continue to keep an eye out for job postings at {company}. We typically advertise these positions on our website. Please keep an eye out if you’re interested.

At this point the candidate may express interest in receiving some feedback, and this is a good opportunity for you to provide that. Prepare your notes on any  feedback you have before the call. 

How do you politely reject a candidate? 10 tips

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You might notice that there are a few common characteristics among these scripts and rejection letters. As you go about composing yours, here are a few things to keep in mind:

1. Be quick. Try and get back to your unsuccessful candidates as soon as you can. This helps them to continue in their search for another job and gives them a positive impression of your company.

2. Be human. Don’t send out a letter that sounds like it has been written by a robot. Be empathetic, be human, and say or write your response warmly and kindly.

3. Personalize your response. Some parts of rejection scripts or letters can be reproduced from one candidate to another (Magical can help with this!), but always make sure that you use their name and refer to the specific position that they applied for (in fact, Magical can help with this, too).

4. Thank them. Putting a resume and cover letter together takes time, often ages longer than we think. Thank your applicant for their interest in your company and for the time they took to apply.

5. Get to the point. Don’t take too long in giving your answer. Your candidate is likely anxious to hear the outcome of their application one way or another.

6. Let them know that other qualified applicants applied. Sometimes, knowing that other people didn’t get the job can help to make your candidate feel better. You could tell them that, while you were impressed by their qualifications or their enthusiasm for the job, there was a lot of tough competition.

7. Offer an explanation. The level of detail you go into here often depends on the point that the applicant got to in the selection process. If they don’t make it through the resume screening, it’s alright to be fairly brief, but if they proceeded to an advanced stage, and especially if you interviewed them, take a moment to tell them why they were unsuccessful.

8. Provide feedback. Again, this often applies to candidates who got quite far into the process, and who might be wondering where they fell short. Be kind and considerate in how you phrase this feedback—now isn’t the time to be harsh or critical—but a useful bit of advice may help them to be successful in their next application.

9. Keep it brief. Even if you’re giving an explanation and some feedback, don’t go into too much detail. Keep your response short and to the point.

10. Invite them to apply again. If you see potential in a certain applicant, encourage them to apply again to similar jobs in the future. Invite them to join your mailing list or to connect with you on social media.

FAQ's for telling someone they didn't get the job

1.  How should I tell an applicant they didn't get the job?
  - It's best to inform the applicant via a polite and professional email or phone call. The method can depend on how far the applicant progressed in the hiring process.

2.  Should I provide a reason why the applicant wasn't selected?
  - While it's not mandatory to provide detailed reasons, offering general feedback can be helpful, especially if the applicant reached the interview stage. Be honest but tactful in your explanation.

3.  Is it necessary to inform all applicants, including those not interviewed?
  - Yes, it's considered good practice to inform all applicants of their status, as it demonstrates respect for the time they invested in applying.

4.  How soon should I inform an applicant they didn’t get the job?
  - Inform applicants as soon as a decision is made. Prompt communication shows respect for the applicant and allows them to move on in their job search.

5.  What should I avoid saying in a rejection notification?
  - Avoid giving overly specific or personal critiques, making false promises about future opportunities, or providing feedback that could be construed as discriminatory.

6.  Can I encourage an applicant to apply for future positions?
  - Yes, if you think the applicant might be a good fit for future opportunities, encourage them to apply again. This can help maintain a positive relationship and a potential talent pool for your company.

7.  How detailed should the feedback be if the applicant requests it?
  - Feedback should be constructive and focused on professional qualifications or experience related to the job. Avoid personal opinions or comments that could be misinterpreted.

8.  Is it appropriate to offer advice on what the applicant can improve?
  - If asked, you can offer advice, but keep it general and related to professional development. Be cautious not to make assumptions about the applicant's overall capabilities or career goals.

9.  Should I discuss the chosen candidate's qualifications with the rejected applicant?
  - No, discussing another candidate’s qualifications is not appropriate. Focus on the applicant's own interview performance or qualifications in relation to the job requirements.

10.  How can I ensure the rejection is received positively?
    - Be respectful, express gratitude for their interest in your company, and be as encouraging as possible without giving false hope. A kind and professional approach can leave a positive impression even in rejection.

Simplify telling a candidate they didn’t get the job—use Magical

While personalizing your responses to unsuccessful applicants is important, having a few standard responses in your arsenal will help to streamline the process—especially when you’re working through lots of candidates. Fortunately, Magical will help you with both.

With Magical, you can save perfectly-crafted messages as easy templates. With just two keystrokes, you can insert your message template and fill it with your candidate's details.

Using Magical, recruiters have saved over 8 years of time. 😲

“Magical has made my job significantly easier. As a recruiter, I use it daily in communications with candidates, hiring teams, and even within our ATS. Seriously, this is a MUST HAVE for any recruiter's toolkit.” — Stefanie Ramsey, Senior Corporate Recruiter at Salesforce

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