5 Ways to Turn Down Candidates Gracefully

At the end of the hiring process, have you ever been so delight with the new recruits that you neglect the others – the unqualified candidates? Sending rejections to these candidates while still maintaining a positive employer brand and keeping them in the talent pipeline is a puzzle for many recruiters.

Here are 5 advice from Adecco HR Consultants:

Do it as soon as possible

Normally, employers wait until the position has been filled to formally notify rejected candidates. Meanwhile, these people may refuse other offers or slow down their job search process and wait for your good news.

They have invested time in applying to your company, so they deserve to hear from you promptly. Your quick communication also shows your respect and appreciation toward their effort.

Personalize your communication

Always start your communication with the candidates’ name and thank them genuinely for their willingness to apply to your company. You’re about to give them bad news, so at least treat them with courtesy.

Besides, the longer the candidate has been in your hiring process, the more thankful you should show in the rejection. If you just take a quick phone interview with the candidate, a short email to turn them down and save your time is acceptable. However, after the in-person or final interview, you’d better make a phone call to inform your decision.

Make it concise

It’s very kind of you to explain the reason for your decision. However, don’t waste your time and make the conversation worse with details or in-depth discussions on their performance.
Instead, be short and sweet. Include 1 or 2 sentences to emphasize their strengths and politely tell them why they can’t get the job. For example, “We were really impressed with your industry knowledge and hands-on skills. However, at this stage, we prefer to go with a candidate who has stronger leadership experience.” Your candidates will realize which aspect they should work on to improve, while you don’t need to lengthen the discussion.

Be honest

Don’t try to sugarcoat your bitter decision by making up some compliments for the candidate’s poor performance. If you can’t find any positive points, forgo this part and graciously express your gratitude for their enthusiasm at the positions.

Occasionally, you do know that this person is not a good fit for your culture or at any position of your business. In this case, don’t give false hope or promise that you will contact soon for future hiring or he/she should re-apply for another position.

Create opportunities to reconnect

If you find your rejected candidates could be your potential employees in the future, let them know that you are truly interested in staying in touch with them for upcoming roles. Save their details and ask to connect through LinkedIn or company events to effectively prepare for your future talent recruitment.

Reject a candidate is uncomfortable but inevitable to every business’s hiring process. Hence, instead of trying to ignore it, stick to our advice to leverage your communication and streamline your future hiring process.