How to Reject a Job Candidate Properly

Figuring out how to reject a job candidate properly isn’t the most enjoyable part of hiring, but it’s one of the most important. Every interaction a job seeker has with your company shapes your reputation as an employer. Even if someone doesn’t get the job, they should still walk away with a positive impression of your process.

According to a 2023 Glassdoor for Employers survey, 58% of job seekers have declined an offer because of a poor candidate experience during the hiring process. That means how you communicate rejection matters not just ethically but also strategically. Here’s how to turn down a candidate for a job respectfully and effectively.

LET CANDIDATES KNOW PROMPTLY

One of the golden rules of business is to never waste someone’s time. When candidates apply for a position, they’re obviously interested in your company and in need of a job. Some candidates might even be waiting to hear back from your company before they pursue other opportunities, and few things frustrate job seekers more than silence. 

Once you’ve decided not to move forward, ideally, you should send a rejection email within 3 to 5 business days. Prompt communication prevents frustration and signals organizational integrity. Letting candidates know quickly shows respect for their time and helps protect your employer brand.

Similarly, be professional by communicating with job candidates throughout the process. If your hiring process takes longer than expected, send a quick update email like the following example:

“We’re still finalizing our shortlist and expect to make a decision by next week. Thank you for your patience.”

BE RESPECTFUL AND HONEST

There’s no need to sugarcoat a rejection letter, but tone matters. Always start by thanking the person for applying and acknowledging the effort they put into the process. Avoid using overly vague or legally risky language. For example:

• NO: “We chose someone younger and more energetic.”
• BETTER: “We selected a candidate whose recent experience aligns more closely with the role.”

Keep it neutral and free from anything that could imply bias or discrimination under Equal Employment Opportunity laws. If you hire internationally, be aware of local employment regulations that may differ from U.S. standards.

If you’re rejecting candidates through an Applicant Tracking System (ATS), review templates to ensure they use inclusive, bias-free language. Phrases that unintentionally hint at age, gender, or background preferences could be misinterpreted.

KEEP IT SHORT, BUT PERSONAL

A good recruiter does not send rejected candidates a long-winded apology, an excessive list of reasons for the decision, or other unnecessary details, but generic form emails feel cold. A simple, customized note strikes the right balance. For example:

“Thank you for taking the time to interview for the [job title] position. We enjoyed learning about your background, but we’ve decided to move forward with another candidate whose experience more closely fits the role’s current needs. We appreciate your interest and encourage you to apply for future opportunities with us.”

That’s clear, respectful, and personal enough to feel human.

OFFER FEEDBACK CAREFULLY

Providing feedback to rejected candidates can be helpful, but it’s not a requirement, and you need to handle it tactfully. If you choose to give feedback, keep it constructive and job-related. Stick to skills, experience, or interview performance rather than personal traits.

Here is an example of appropriate feedback:

“We were impressed with your presentation skills, but the role requires deeper experience with [specific software].”

According to a LinkedIn Talent Trends report, 94% of candidates want feedback after an interview, even if they’re rejected. A 2022 Talent Board Candidate Experience Report found that organizations providing meaningful feedback see a 25% higher rate of candidates referring others to apply. That’s a direct link between good communication and better recruiting results, so consider the benefits of tactful feedback for rejected job candidates.

ASK FOR FEEDBACK

Companies should always be thinking of ways to improve and become more successful, including with their hiring plan. So, what better way to evaluate your hiring process than by asking someone who just went through it?

When rejection is involved, there will probably be a few disgruntled candidates who will use feedback as an opportunity to express their frustration. However, these responses are easy to distinguish and should be taken lightly. A short post-interview survey helps identify blind spots while keeping emotions out of the conversation.

KEEP CONTACT INFORMATION

Successful companies often have multiple qualified candidates applying for one position. Because of this, companies often have to reject qualified candidates. Not every rejection is final, and you can encourage candidates to apply again in the future. Or sometimes you meet talented candidates who just aren’t the right fit yet. Keep their information on file (with permission) for future roles.

If your company uses an ATS, tag strong candidates for future openings and reach out when something relevant comes up. This helps you build a pipeline of pre-qualified talent and saves time on future hires.

Make sure any retained candidate data complies with privacy regulations like the General Data Protection Regulation, the California Consumer Privacy Act, or local labor laws. Be transparent in your privacy policy about how long candidate information will be stored and how it may be used.

Maintaining a pool of qualified candidates not only shortens time-to-hire but also demonstrates professionalism and consistency, both of which boost your employer brand.

REJECTING JOB CANDIDATES BY PHONE VS. EMAIL

Both phone and email rejections have their place. Which you use depends on the stage of the process and your relationship with the candidate.

When to Use Email to Let a Candidate Down Gently

Use email for early-stage applicants or those who did not advance to interviews. Email is also the go-to when you need to send a timely, consistent message to a large group of candidates. It is also important to use email when you want a written record of communication for compliance purposes.

You can refer to this example email text:

“I wanted to personally thank you for your time and effort throughout the process. We’ve decided to move forward with another candidate, but I truly appreciated your professionalism and encourage you to stay in touch for future openings.”

When to Use a Phone Call to Turn Down a Candidate

A phone call is appropriate for finalists or candidates who invested significant time in the process, such as multiple interviews, presentations, or skill tests. A call is also good when you have built strong rapport during the process and want to end on a respectful, human note. If the candidate is an internal employee or a referral, phone calls help maintain relationships.

After a phone call, it’s best practice to follow up with a brief email confirming the decision for recordkeeping.

KNOWING HOW TO REJECT A JOB CANDIDATE GENTLY IS GOOD FOR BUSINESS

After facing rejection, job candidates will inevitably be disappointed, and some may even feel angry. Understanding how to let down a job candidate gently takes a few extra minutes, but it’s worth it. Remember: Today’s rejected candidate could be tomorrow’s new hire or customer. Treat them accordingly.

If you’re in need of assistance with hiring processes, contact TSP. We offer recruitment solutions and more to help your team be more productive and meet your business goals. Get started today.