For those of you who work in the Human Resources (HR) Department, having to turn down qualified applicants in favor of hiring better candidates is certainly a difficult responsibility. However, don't worry because in fact, there are some simple tips that you can apply to make the process easier. For example, if the candidate in question has gone through the interview stage, it is best to convey the rejection by telephone. If not, it never hurts to inform the rejection via official email. Whichever medium you choose, keep your decision straight without compromising politeness.
Step
Method 1 of 2: Contacting the Candidate By Phone
Step 1. Contact the applicant by phone
While refusing a job application via email feels more comfortable for you, especially to avoid any possible awkwardness, actually speaking on the phone still feels more polite and professional. Therefore, choose this option to reject applicants whom you have met in person during the interview process.
Call the applicant in question during office hours to make sure he or she is not having dinner when called
Step 2. Don't mince words
Keep the conversation short and to the point, ideally under 5 minutes. Show that you value your time and don't want to waste it by not mentioning his personal life, making jokes, or asking about the weather!
For example, of course it would be rude to say, “Hi Beni! This is Susan from Vitamin World. It was a pleasure to interview you yesterday. Oh yeah, how's the weather there now? Said there was a strong wind warning? Your territory is safe, isn't it?”
Step 3. Explain that the company has decided to give the position to another candidate
Politely explain that you are happy to have met the applicant through the interview process and that you actually considered him/her for the position, even though you decided to pass the position on to another candidate. It's a good idea to say all of this as soon as you say "Hello" so the conversation doesn't end too long.
Try saying, “Hello Ruth, I'm Dika Firza from AAA Technology Company. Personally, I would like to thank you for agreeing to attend last week's job interview. We really enjoyed the meeting and agree that your work history is impressive. Unfortunately, we have decided to give the position to another candidate.”
Step 4. Describe the specific strengths or strengths of the candidate you ultimately selected
In general, quite a lot of applicants really want to know the merits of the selected candidate compared to what they have to offer the company. Although explaining the job history of the selected candidate in detail is actually a waste of time, you still need to explain some of the important advantages possessed by the selected candidate so that it becomes a material for their contemplation.
- For example, you might say, “While we greatly value your extensive experience, the candidate we selected has a master's degree and the candidate's educational level is a very important determining factor for us.”
- Or, “The candidate we selected has worked in the same position at another company, so we believe that the transition process will be easier in the future.”
Step 5. Explain that in addition to the applicants in question, there are still many candidates who are no less qualified
Basically, applicants who know that they are qualified can feel betrayed when rejected by the company they are applying for. In some cases, there are also applicants who consider that the refusal is personal. To overcome this, don't forget to remind the applicant concerned that they are competing with many individuals who are no less qualified!
Try saying, “Although you are a very strong candidate to fill this position, we have to admit that the competition for candidates this time is very tight. I'm sorry that you didn't manage to win this competition, okay?”
Step 6. Invite them to connect with your company on social media
Since rejection is such an unpleasant topic to talk about, try to lighten the mood by inviting them to connect with your company online. By doing so, you are also confirming that the rejection is professional, not personal.
- You could say, “We will consider you again if there is another vacancy in the company. Would you mind sending a friend invite to our HR LinkedIn account?”
- Or, you could also say, “Actually, our company is designing some interesting programs to be implemented in the near future. In order not to miss the information, you can keep checking the uploads on our Facebook or Twitter, okay!”
Step 7. End the conversation if the applicant in question tries to argue with your decision
In some cases, rejected applicants may say, “Give me another chance to interview. I guarantee your decision will change!” or “Your company made a mistake because I was the best candidate.” If such a situation occurs, do not engage in a lengthy process of discussion regarding the company's decisions or the strengths and weaknesses of the applicant's employment history.
To end the conversation politely, try saying, “Even though we've hired someone else, that doesn't mean there's anything wrong with you. I'm sure you'll find the right job in the near future.”
Step 8. Encourage highly qualified candidates to reapply at a later date
Just because the applicant is not suitable to fill the position you are looking for, does not mean he will not be suitable to fill all positions in your company, right? In order not to waste the relationship that has been established with him, try to explain to him that even if he is not suitable for the position applied for, you still want to establish a good professional relationship with him. Also explain that better job opportunities within your company will open up again in the future.
One sentence you can say is, “Don't hesitate to reapply, if our company opens another job vacancy in the future! You came close to being accepted for this position so will have to try again if the opportunity opens again.”
Method 2 of 2: Writing a Rejection Email
Step 1. Send a rejection email to the applicant in question as soon as you decide to hire another candidate
Once you or another professional has selected a candidate to fill the relevant position, immediately send a rejection email to the rejected applicant thereafter. By doing so, the applicant in question will receive certainty and can immediately look for new job openings.
Ideally, rejection letters are sent one business day after the decision is made
Step 2. Compose an email that is no longer than 3-4 sentences
Because the applicant in question has not yet taken the interview stage, there is no need to hesitate to give a short and straightforward refusal. In particular, start the email with the applicant's full name, then write a statement such as, “Thank you for applying as Creative Director at ABC Advertising Agency. Despite your impressive work history, we have decided to pass the position on to another candidate. I wish you all the best in your future career."
Include your full name at the end of the email, then send the email once you're sure there are no significant errors in it
Step 3. No need to apologize for the rejection you gave
Accepting a rejection from the company you are applying for is not easy, but for the sake of prioritizing professionalism, do not apologize or act as if you do not agree with the company's decision not to hire the applicant in question. Even if there is a difference of opinion within the company's internal circles, don't let the applicant know about it.
For example, don't write, "While I would love to hire you, unfortunately the HR department manager has a different opinion."
Step 4. Provide a brief and direct response when the applicant asks a question in the reply email
If the applicant replies to your email with a question about the qualities of the selected candidate that he or she doesn't have, just answer the question in 3-4 short sentences. Remember, the body of your email should be short, straightforward, and objective so that the email exchange process doesn't take too long.
For example, give an answer such as, “While your work history and experience is very promising, unfortunately you are quite often unemployed for long periods of time and that is the reason why employers hire other candidates.”
Tips
- Don't let the phone conversation go on for too long. Just remind applicants that they are actually competing with quite a lot of competitors and even if they fail this time, they can still apply for other positions that will be opened in the future. In other words, keep the phone conversation short and to the point, then end the conversation politely in under 5 minutes.
- Whenever your company opens a job opening, it's best to just interview 5-6 people. That way, you only need to reach 4-5 people over the phone to express a refusal.
- Never lie to applicants about the reasons for their refusal. So, what if the person in question is rejected because his performance during the interview is very bad? Keep trying to convey the information in a more civilized way.
