As an employer, sometimes delivering bad news is an unavoidable part of the job. And one of the most uncomfortable things (besides letting someone go) is telling a candidate they haven’t been successful after an interview.
Some companies opt to send out automatic emails which let candidates know when they’ve not been successful, while other businesses think ghosting is acceptable. Ultimately, these approaches aren’t very personal, and can say a lot about your company’s values.
A well-handled rejection can protect your company’s image and maintain a positive relationship with a candidate who could still potentially become an employee in the future.
So, how do you handle telling a candidate they didn’t get the job with professionalism and empathy?
1. Be Timely in Your Response
One of the biggest stresses for candidates is waiting for weeks to find out they haven’t got a job, and the longer you wait, the worse it can get. Especially as we’re now in a ‘digital age’ where communication is easier than ever before. Completely ghosting candidates is a guaranteed way to damage your company’s reputation, and a delayed response can leave prospective candidates feeling disrespected and forgotten.
How can you avoid this? You should commit to providing a timely response once a decision has been made regarding the job role. A good rule of form is to update candidates no later than a week after their interview, even if there is no “update”, a communication to let them know you’re still interviewing or deciding can help manage a candidate’s expectations.
2. Choose the Right Communication Method
Deciding whether to send an email or call the candidate is a decision that will depend on the candidate’s stage in the hiring process.
For Early Stage Candidates: You can give early stage candidates who’ve had a brief phone screen or an application review a simple email that is professional and empathetic. You should avoid sending a generic email, and instead keep it simple and personal.
For Final Stage Candidates: These candidates have dedicated significant time and effort during the interview process (like multiple interviews, assignments, and presentations). A phone call is the best choice here as it demonstrates respect for their time and allows for a more personal touch.
It’s increasingly important to opt for a phone call when the candidate has built a strong rapport with the individual(s) handling their application. A phone call also allows you to deliver the news with empathy and answer any immediate questions the candidate may have.
3. Keep it Professional and Positive
A common misconception about delivering bad news is that it must be done negatively so as not to give false hope. Instead of worrying about this, focus on delivering the news with a mix of professionalism and genuine appreciation. You should avoid being vague, but also refrain from providing excessive detail that could lead to a debate over what went well and what didn’t.
When communicating with an unsuccessful candidate, you should:
- Begin with thanks and acknowledge the effort they put into the interview process.
- Be direct and clear, stating politely that they have not been selected for the position.
- Offer a brief but good reason, like that the chosen candidate was a better match for the role due to having specialised skills that you required. By providing a solid reason, you can empower the candidate and help them understand the decision without feeling personally criticised.
- Focus on the positive aspects of their application, like mentioning a specific skill or quality you were impressed with. Doing this can help the candidate retain their confidence for future applications and leave a positive impression in spite of the negative news.
- If appropriate, express interest in their future and encourage them to apply for suitable roles that may arise in the future. For example, if the candidate was close to getting the job but someone better equipped was selected, encourage them to reapply in the future after getting more experience or qualification.
4. Provide a Path Forward
Some candidates are almost perfect for the job – they meet the skills and qualifications requirement, they have the experience you need and, and their interview was great. But sometimes, someone better suited comes along and you just can’t pass up that opportunity, so instead, why not keep them in the talent pipeline.
Be proactive with these candidates who didn’t quite make it, and let them know you’d like to stay in touch and keep their details on file for future opportunities. If you have an applicant tracking system (ATS), you could even create a list of great candidates for future reference. This approach may not work for all candidates, but is the best way to respect candidates who almost made it. It also saves you time and resources should you hire for the same or a similar role in the future.
5. Review Your Hiring Process
Contrary to popular belief, the rejection process isn’t just about the candidate, it’s an opportunity to reflect on your own hiring process. Perhaps there were points in the process that were unclear to candidates, or maybe you found that the job description didn’t accurately reflect the position. Getting candidate feedback, whether good or bad, can be a valuable tool for improving your recruitment methods in the future.
Use the hiring process as an opportunity to improve the way your company or business hires candidates, as there may be small or subtle flaws. A clear and efficient hiring process can leave all candidates, successful or not, with a positive impression of your business.
Ultimately, how you say “no” is just as important as how you say “yes”. By operating with compassion and professionalism, the rejection process can ensure that those who didn’t get the job can still have a positive impression of your company.
If you want to outsource your hiring process, you can leave it to us at Proactive Personnel. We can find, onboard, and communicate with potential candidates on your behalf to save you the time and energy that comes along with the hiring process. Check out our on-site solutions using the button below to see how we can help your business excel.
