Share
Letting a candidate know they didn’t get the job might feel like the least exciting part of the hiring process — but it’s one of the most important. In an age where job seekers are vocal on Glassdoor, Reddit, and LinkedIn, how you reject someone can shape your employer brand for better or worse.
Done right, a thoughtful rejection can leave the door open for future opportunities and earn you long-term goodwill. Done poorly, it can cost you top talent, tarnish your company’s image, and get shared widely for all the wrong reasons.
Here’s how to handle it the right way — with clarity, kindness, and credibility.
1. Why Rejections Matter More Than You Think
It’s easy to underestimate the impact of a rejection email. But here’s the reality: 72% of job seekers share their experience with others, and a rejection that feels rushed, impersonal, or cold can cost you not just one candidate, but many.
Rejections are a branding moment. And candidates — even those who don’t get the job — are brand storytellers. If you leave them with respect and closure, they’re more likely to reapply, refer others, or speak positively about your company.
Quickly identify your most promising candidates. WorkScreen automatically evaluates, scores, and ranks applicants on a performance-based leaderboard—making it easy to spot top talent, save time, and make smarter, data-driven hiring decisions.
2. The Problem? Most Rejections Are Cold, Fast, or Nonexistent
Many candidates report being ghosted — even after multi-round interviews. Others get generic templates or hear back within an hour of their interview, which can feel like an instant dismissal rather than a considered decision.
“I got rejected over email an hour after my final interview. It felt like they didn’t even think about it,” one Reddit user wrote. “It crushed my confidence.”
Speed matters — but too much speed makes your process feel mechanical and inconsiderate. Worse, silence or vague rejection language can leave candidates confused, disappointed, and unlikely to return.
3. When to Reject a Candidate (Timing Matters)
A good rule of thumb: Reject within 24–48 hours of making a decision.
That window strikes the right balance — it’s timely enough to show respect, but not so fast that the decision feels robotic. If you know immediately that a candidate isn’t a fit, it’s okay to tell them that—but do it with care.
Avoid “keeping them warm” if you’re certain. It only delays closure and creates false hope.
4. Phone or Email? Choose the Right Format
Stage in Process | Recommended Format |
Resume screen only | Personalized rejection email |
1st interview | Email with a thoughtful touch |
Final round or top candidate | Phone call + follow-up email |
For candidates who’ve invested significant time (multiple interviews, take-home tasks, presentations), a short, sincere phone call is usually appreciated — even if emotionally difficult.
But keep in mind: many candidates associate calls with job offers, and may find phone rejections more disappointing or awkward. If in doubt, offer feedback over email and invite them to request a follow-up call if they’d like one.
5. What to Say (And What Not to Say)
The key to a respectful rejection is honesty without cruelty, specificity without legal risk, and brevity without coldness.
✅ What to say:
- “We truly appreciated the time and thought you put into the process.”
- “This was a difficult decision — there were several strong candidates.”
- “Ultimately, we’ve decided to move forward with another applicant whose background more closely matches the needs for this role.”
❌ What to avoid:
- Vague euphemisms (“We’ve gone in another direction” with no context).
- Over-apologizing (“We’re so sorry, we feel terrible”) — this can create discomfort.
- Hollow encouragement (“We’ll keep you in mind”) — unless you genuinely mean it.
Use unified, neutral language like “the hiring team” instead of singling out personal responsibility — it softens the impact and keeps it professional.
6. Should You Give Feedback? Yes — But Be Smart About It
Many candidates today appreciate feedback, but it’s important to keep it job-related and non-personal to avoid legal or emotional backlash.
Safe feedback might include:
- “The selected candidate had more direct experience in [specific skill].”
- “We were looking for someone who could start with minimal training, and another applicant had worked in a nearly identical role.”
Avoid opinions on personality, “culture fit,” or anything subjective unless you’re trained in how to handle sensitive feedback constructively.
Pro tip: Offer a chance to request feedback in your rejection message, rather than offering it unsolicited.
7. Rejection Scripts & Templates That Actually Work
📞 Phone Call Script (for final-round candidates):
“Hi [Name], thanks again for taking the time to interview. We really enjoyed speaking with you and appreciated the depth of your experience. After careful discussion, the team has decided to move forward with another candidate whose background aligned slightly more with our current priorities. That said, we were genuinely impressed, and we’d love to stay in touch should another opportunity arise.”
📧 Email Template (for mid-process rejection):
Subject: Thank You for Interviewing with [Company Name]
Dear [Name],
Thank you for taking the time to interview for the [Position Title] role. We appreciated the chance to learn more about your background and experiences.
After reviewing all candidates, we’ve decided to move forward with someone else for this position. However, we sincerely enjoyed speaking with you and wish you all the best in your continued search.
Best regards,
[Your Name]
Workscreen Eliminates low-effort applicants—including those who use AI Tools to apply, copy-paste answers, or rely on "one-click apply." This way, you focus only on genuine, committed, and high-quality candidates—helping you avoid costly hiring mistakes.
8. How to “Reject but Retain” Candidates You Want to Reconnect With
Sometimes a candidate misses the mark for this role — but they’re promising for future opportunities. If that’s the case, say so, but only if you mean it.
What to say:
- “You were a strong finalist, and though we chose another candidate for now, we’d love to keep your profile in mind for future roles.”
- “Please don’t hesitate to apply again — your background was impressive, and we believe you could be a great fit in another context.”
Empty reassurances backfire. Candidates will remember if you encourage them to reapply… and then ghost them the second time.
9. What Happens When You Do Rejections Well
- You build long-term credibility in the talent market.
- Candidates respect your process — even if they didn’t get the job.
- You keep doors open for future collaboration or referrals.
- You reduce the risk of negative reviews on public platforms.
Done well, a rejection can leave someone disappointed, but still appreciative. That’s a win.
Easily administer one-click skill tests with Workscreen-This way you can assess candidates based on real-world ability—not just credentials like résumés and past experience. This helps you hire more confidently and holistically.
10. Final Thoughts: Rejection Is Inevitable. Disrespect Doesn’t Have to Be.
No one loves delivering bad news. But as a recruiter or hiring manager, how you say no speaks volumes.
Whether it’s a five-minute call or a well-worded email, taking the time to close the loop with professionalism shows you respect every candidate’s time, effort, and humanity. And in today’s hiring environment, that makes all the difference.
FAQ
When rejecting an unprofessional candidate, keep the message short, neutral, and firm. Avoid personal critiques. For example:
“Thank you for your time and interest in the position. After reviewing all applications, we’ve decided to move forward with other candidates whose qualifications better match our needs.”
This keeps the tone professional while closing the door clearly
It depends. Feedback can be valuable, especially for finalists or promising candidates who may reapply. But for unqualified or unprofessional candidates, it’s usually safer to avoid feedback unless you have a formal, consistent process in place. Inconsistent or subjective feedback can expose you to risk or unnecessary debates.
Yes, ideally. Candidates appreciate closure—even if it’s just a simple, automated email. It protects your employer brand and shows professionalism. Ghosting candidates reflects poorly on your hiring process, especially in today’s review-driven job market.
Use a friendly, appreciative tone and avoid final-sounding phrases like “we will not consider you again.” Instead, try something like:
“While we’re moving forward with other candidates for this role, we truly appreciated your application and encourage you to apply again in the future as new roles open up.”
Stay calm, polite, and do not engage emotionally. Thank them again, reaffirm your decision, and avoid lengthy justifications. If things escalate, you’re not required to continue the conversation. Your priority is professionalism, not debate
For most candidates, email is appropriate and efficient. However, for late-stage or final-round candidates, a phone call or personalized email shows respect for their time and effort. Choose based on the level of engagement and relationship.
