How to Reject Candidates Without Turning Them Off

  • May 2017
  • Letters

The recruitment process contains various procedures before finding the right person for the job position. Due to the number of applicants in a given job vacancy, screening of these applications is necessary in determining the best person for the job. Thus, what the entity can do is to reject candidates professionally.

How should an entity do that? A rejection to an application, in some ways, is similar to an applicant facing confusion between different job offers and in the end, that applicant would need to formally decline a job offer from a particular company.

When to Provide Feedback

The first question recruiters face in order to professionally reject an applicant is when to do so being declined of his application. There are two ways to go about it:

  • To inform the applicant right after determining that the applicant is not right for the job position.
  • To wait for enough time or just until an applicant is hired for the job position. 

In order to end the application process while still being on good terms with the applicant, the best option is to inform the applicant directly after the evaluation has concluded. This will give the applicant ample time to apply at another company instead of waiting for and fretting over an already-declined application letters.

How to Inform the Rejected Applicant

After answering the first question, this is the second point to decide on by the business entity. To professionally and formally reject an applicant, here are your choices:

  • Printed Rejection Letters – You can provide a printed rejection letters in DOC format to be mailed or to be sent directly to the address of the unsuccessful applicant.
  • Emailed Rejection Letters – You can write the letters directly on the email or send an attachments of the rejection letters in PDF as provided for the rejected applicant.

How to Reject Candidates without Turning them Off

Enforcing a rejection in the recruitment process onto a candidate will definitely dishearten the applicant probably to the point of lowering his interest on the business entity. In order to reject candidates without turning them off your brand, here are tips you can incorporate on the rejection letter, as shown on the rejection letter sample of the rejection letter templates on this website:

  • Infuse positive words. A rejection letter brings the bad news to an applicant which can be discouraging. To lessen that discouragement, you can add a few compliments and point out good qualities before the news of the decline.
  • Relay message on point. There is no use in beating around the bush. You have to state the reasons honestly as to why the applicant was not qualified for the job position.
  • Make the letter interactive. You can ask the applicant to comment or inquire about the application process. This will help the applicant understand what he needs to improve on. This is especially good when a business entity sends email rejection letters instead of printed ones.

Rejecting a candidate is one unfortunate thing a business entity has to do since standards set the objectives needed to fill a job position. What the entity can do is to inform the applicant as professional and formal as possible.