Yes! Sending rejection emails to candidates is a fundamental part of the hiring process. Generally, sending out rejection emails on completion of a hiring process sends a positive message. As a job applicant, there’s nothing worse than not getting feedback from a prospective employer after all the time and effort you spent applying for the job.
As an employer, building and maintaining a good relationship with rejected candidates or applicants is fundamental to retaining a good image of the company. Otherwise, you may risk negatively impacting your company’s image brand and destroying your company’s applicants’ experience.
The company’s reputation, built from how you deal with rejected candidates, is essential to the company’s ability to attract the ideal and most skilled employees in the future. The majority of candidates make judgments and recommendations about your company based on how the company’s hiring manager or hiring team treats them during the interview process.
Accordingly, it’s crucial for your company to send a candidate a rejection email which officially notifies the candidate about the company’s decision to hire somebody else. Also, these emails may vary between formal and casual, depending on the culture of your company.
Offering an applicant an explanation of why you’re rejecting their application demonstrates that you appreciate the effort and time they took to apply for the role at your company. Indicating the reason behind the candidate’s rejection may highlight the key areas that he or she needs to work on to be considered for future positions. For instance, if a candidate lacked specific skills set which were vital to the role inform them. However, if sending personalized emails is difficult due to high numbers of applications, a general email will do. Also, it would help if you were cautious not to use statements that suggest candidates were not qualified enough, in a discriminatory manner, as this may result in legal action against the employer.
Generally, rejection emails are shallow on specifics. They merely aim to relay the information that the position has been filled and bid the candidate the best in future endeavors. Consider the following tips when writing such emails:
As already mentioned, these emails tend to be light on specifics. This is mostly because of high volumes of rejection letters and the fear of lawsuits from relaying the wrong information or being misunderstood by applicants. However, sending the same email to all the rejected candidates is convenient. Moreover, the brief letter limits the chances of a candidate having to make assumptions about the hiring process or if they will be considered for future positions.
Typically, rejection letters should only convey a confirmation notification about the position, as well as include courteous expressions of wishing the candidate the best of luck in future endeavors.
The template below is great for candidates who reach the late-stage of the hiring process but fail to proceed to the final stage.
Dear [candidate’s first name],
Thank you for showing interest in [name of company] and giving us the opportunity to consider you for employment. We have reviewed your application but regret to inform you that at this time we will not be moving forward with you as a [job title] position.
[ Optional and Specific to candidates who may be suitable for future job openings: With your permission, we will be keeping your resume for future job openings when they arise. We would also wish to invite you to join our community on social Media Platforms-LinkedIn, Facebook and Twitter].
We wish you all the best in your future endeavors.
Regards,
[Your name]
[Email signature]
**Please note: Do not reply to this email. The email is sent from an unattended mailbox. Replies will not be read.
Alternatively, you can use the template below with candidates who get rejected during the initial stages of the hiring process or post the interview.
Hi [candidate name]
Thank you for showing interest in the position at [company’s name].
Regrettably, we will not be moving forward with you, as we have selected a candidate who best fits the requirements of the position.
We appreciate your time and effort to apply to our organization and wish you the best of luck in your professional path.
Best wishes,
[your name]
[signature]
Getting a rejection letter is a relief, no matter the manner it takes. It’s better to get a definitive answer about the job rejection rather than waiting and hoping to get positive news. Although, missing an opportunity, perhaps of your dream job, is nerve-wracking, consider this a chance to look for something even better during your job search.
Should I ask for detailed feedback?
It is appropriate to ask for feedback for an interview you went for and haven’t received any feedback yet. However, when it comes to rejection letters, the hiring manager may be reluctant to provide this information due to legal concerns. On the other hand, trying your luck and asking won’t hurt anyone. So, request feedback from the hiring team, if you have their contacts, and you may be surprised that they are willing to give you feedback; how to emphasize on your skills, or how to present yourself to prove that you are the ideal candidate for a position.
You may be surprised to find out that other qualities made you stand out during the interview process, which you can use to tailor your job hunt to your advantage and land future jobs in the same industry.
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