How to Write A Rejection Email and Break the Bad News
For talent acquisition specialists and HR managers, one of the most difficult tasks is communicating rejection to a candidate. It’s an essential part of the recruitment process but also one that requires tact, empathy, and professionalism. Knowing how to write a rejection email can make a significant difference in how the candidate perceives your organization and their overall experience with the hiring process. A well-written rejection email can maintain positive relationships and ensure that candidates leave with a good impression, even if they didn’t get the job.
In this blog, we will discuss how to write a rejection email, the key steps involved, and why it’s crucial for maintaining your company’s reputation in the talent market.
Table of contents
The Importance of a Well-Written Rejection Email
While rejecting candidates may seem like the final step in the hiring process, it’s a critical moment that can either build or tarnish your company’s employer brand. When done correctly, rejection emails show professionalism and respect for the candidate’s time and effort.
Knowing how to write a rejection email is important for several reasons:
Maintaining Brand Reputation: A thoughtful rejection email ensures candidates still view your organization in a positive light, even if they didn’t get the job. It shows that your company values all applicants, not just the ones who were successful.
Candidate Experience: Crafting an empathetic rejection email can leave candidates feeling valued. In turn, they may consider applying for future opportunities or speak positively about your organization to others.
Professionalism: Sending rejection emails is a sign that your company follows best practices in hiring and respects the effort that each applicant puts into the process. Ghosting candidates can result in negative reviews on platforms like Glassdoor, harming your recruitment efforts.
Steps on How to Write A Rejection Email
Understanding how to write a rejection email involves following a structured process. Below are the key steps to ensure you communicate effectively and with empathy:
Start with Gratitude
Begin by thanking the candidate for their time and interest in the position. A simple “Thank you for taking the time to apply for the [Job Title] role at [Company Name]” goes a long way. It shows that you appreciate the effort they put into the application process.
Be Clear and Direct
Be upfront in the email and clearly state that the candidate was not selected for the role. Avoid being vague. For example, use phrases like “We regret to inform you that you were not selected for the [Job Title] position.” This eliminates any confusion and allows the candidate to understand the outcome immediately.
Offer Feedback (If Possible)
One of the most valuable things you can offer in a rejection email is constructive feedback. While not all companies do this, providing feedback helps candidates understand areas for improvement. If you can offer specific reasons for the rejection, such as “We were looking for more experience in X area,” candidates will appreciate the transparency.
Encourage Future Applications
End the email on a positive note by encouraging the candidate to apply for future openings. For instance, say, “Please feel free to apply for other positions at [Company Name] that match your skills and experience.” This leaves the door open for future engagement and shows the candidates that they were seriously considered.
Keep It Professional and Concise
While it’s important to be empathetic, the rejection email should still be concise and to the point. Avoid lengthy explanations or too many details. Stick to a professional tone while maintaining warmth and understanding.
Best Practices for Delivering Rejection Emails
To perfect the process of how to write a rejection email, it's crucial to incorporate best practices that ensure clarity, professionalism, and empathy:
Personalize the Email
Whenever possible, address the candidate by their name and reference the specific job they applied for. Personalized emails show that you took the time to acknowledge their effort, rather than sending a generic mass rejection.
Timely Communication
Send rejection emails as soon as a decision has been made. Leaving candidates waiting for an extended period can damage your company’s reputation and reflect poorly on your hiring process. Timeliness shows respect for the candidate’s time.
Empathy and Respect
Rejection is never easy, so it’s important to empathize with the candidate’s situation. Phrases like “We understand this news may be disappointing” or “We appreciate the effort you put into your application” can help soften the blow.
Maintain a Positive Tone
Even though you’re delivering bad news, the tone of the email should remain positive. Avoid any negative language or phrasing that could be interpreted as harsh. Aim to leave the candidate feeling respected, not dejected.
Offer Next Steps (If Appropriate)
In some cases, it may be appropriate to suggest next steps, such as applying for future openings or reaching out for freelance opportunities. Offering additional options keeps the candidate engaged and open to future possibilities.
Sample Rejection Email Templates
Here are a few sample templates that demonstrate how to write a rejection email with professionalism and empathy:
Template 1: General Rejection Email
Subject: Application for [Job Title] - [Company Name]
Dear [Candidate’s Name],
Thank you for applying for the [Job Title] position at [Company Name]. After careful consideration, we regret to inform you that we have decided to move forward with other candidates for this role.
We appreciate your interest in our company and the time you spent during the application process. Please feel free to apply for future openings that match your skills and experience.
We wish you the best of luck in your job search.
Kind regards,
[Your Name]
[Your Job Title]
[Company Name]
Template 2: Rejection Email with Feedback
Subject: Your Application for [Job Title]
Dear [Candidate’s Name],
Thank you for interviewing for the [Job Title] position at [Company Name]. We greatly appreciate the time you took to meet with our team.
After careful consideration, we have chosen to move forward with other candidates whose experience more closely aligns with the needs of the role. We encourage you to continue exploring other opportunities with us and apply for future openings.
Thank you again for your interest, and we wish you success in your job search.
Best regards,
[Your Name]
[Your Job Title]
[Company Name]
Conclusion
Learning how to write a rejection email is a critical skill for HR managers and talent acquisition specialists. It’s not just about informing a candidate that they didn’t get the job — it’s about delivering the message with respect, empathy, and professionalism. Following the steps outlined above will help ensure that your rejection emails leave a positive impact, maintain your company's reputation, and provide a better candidate experience.
While rejection is difficult, how to write a rejection email can make all the difference in maintaining goodwill with potential future candidates. When crafted carefully, these emails reinforce the professionalism and values of your organization, making a lasting positive impression.
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