It’s one of the toughest parts of the job – telling a job candidate that the company has decided to move forward with another candidate. While it can be an awkward conversation for even the most seasoned professionals, it’s always important for teams and hiring managers to follow best practices and keep the rejection experience as positive and professional as possible.
If you work in the HR department then you should know about the importance of telling job applicants, they didn’t get the job the right way. The fact is, poor communication between applicants and the HR department can have long term negative consequences for the company. It will not be apparent immediately, but slowly and surely, the word will get around that company “XYZ” does a poor job letting applicants know whether they got the job. Eventually, this will scare away better-qualified candidates from applying. Telling someone they didn’t get the job is practically an art form.
A quick email could do the dirty work, of course. But the more important the role and the more qualified the candidate, the more important it is to stay in that person’s good graces. After all, that candidate could be a perfect fit for the next role. The following are some ideas to consider the next time you have to tell a candidate they didn’t get the job:
The Type of Applicant
One of the first things to consider before telling someone they didn’t get the job is to keep in mind the type of job and level of experience the applicant has. Sure, the applicant may not exactly be who you were looking for, but if he or she is highly qualified, you will need to treat them with more respect. In other words, the rejection should be commensurate to the applicant’s qualifications. Remember, they probably spent a lot of time applying for the job and preparing for the interview. In cases like these, meeting with them and discussing why you decided to go in another direction would be a good idea.
Phone & Email
If you plan on emailing an applicant regarding a job rejection, it may be better to start with a phone call. If a candidate has invested time and energy into interviewing for your position, the very least you can do is give them the courtesy of delivering the bad news in the form a phone call. Not only is a call much more personal, it allows the candidate the opportunity to ask questions and end the conversation on a positive note.
If you are not able to contact them by phone and they do not call back, then going the email route is the next best way to notify them. Basically, emails should be the last resort when notifying applicants that they didn’t get the job. A templated email rejection to a well-qualified candidate can appear lazy and leave a bad impression – especially if he or she made it to the second or third round of the interview process. Make sure your rejection email is specific to the candidate and highly customized to each specific candidate.
A relatively newer method HR teams are using nowadays is video emails. The main thing to remember is to use proper words. Complementing them on how well they did and how much you valued their time is a good way to lessen the negativity.
Levels of Rejection
A good thing to keep in mind is how far the applicant made it in the interview/consideration process. If the candidate made it to the number two or three spots on the consideration list, it is always a good idea to let them know why they didn’t get accepted. By letting them know, their confidence will stay intact, and your company will still look good in the public’s eyes. Not only that, but it also helps keep the door open for any future possibilities. In fact, if you think the applicant may have what it takes to work for the company in the future, it’s not a bad idea to let them know that.
Dealing with Existing Employees
Perhaps the most difficult part of telling someone they didn’t get the job is when it involves an employee already working for you. The rules here are simple. Always let them know in person as opposed to phone calls or emails regarding why they didn’t get the job. The next rule is that the employee should be the first to know why they didn’t qualify, and set goals for them to work towards to achieve that next step in their career.
Deliver the News as Soon as Possible
No one likes to be left in the dark. While most candidates will understand that the hiring process takes some time, waiting to hear back after a job interview can be excruciating. If you know that you’re not going to move forward with a job candidate, let them know as soon as possible. Otherwise, you’re doing them a tremendous disservice by keeping them waiting. The longer you wait, the more negative the candidate is likely to feel about the hiring process and the company.
Provide Specific Feedback
When possible, be as transparent as possible with the candidate regarding why they didn’t receive an offer. Be sure to provide both positive and constructive feedback. If a candidate is lacking a specific skill or simply wasn’t a good fit for the job, this feedback is very valuable, especially when it comes to their future job search. If they were a final candidate or performed exceptionally well during the interview process, it’s nice to let them know this as well. Not only can providing feedback and having a conversation be beneficial to the candidate, it also shows honesty and transparency, which are two characteristics that should be reflected in your company’s values.
Define Next Steps If Possible
Turning someone down for a specific position doesn’t mean you can’t keep in touch. If you believe he or she would be a good fit for another position at the company, encourage the candidate to apply. If there aren’t any other positions open, let them know that you’ll stay in touch. However, only say you will stay in touch if you are willing to follow through. A follow-up email or a LinkedIn connection request is an easy way to stay in touch with a candidate. Filling a new position is a lot easier when you already have a good relationship with a qualified candidate.
Delivering bad news to a job candidate is always an unpleasant experience, but it’s never been more important to do so with honesty, integrity, and transparency. In today’s world, job candidates are likely to share their experience with their peers, company review sites, and on social media. As a result, it’s important to establish a good reputation when it comes to recruiting. The way your company treats candidates can directly impact its ability to attract top talent in the future.
Consider a Rejection by Video
Video-based rejection notices are growing more popular now that candidates are looking for ways to avoid unnecessary travel and gathering in large groups. A video rejection offers a much more personal touch than an email or phone call, but remember that the footage could be retained indefinitely.
Identify the Best Attributes the Candidate Offered
Your department may not wish for you to offer a detailed explanation of why someone was not a good fit. However, you can use your notes to identify the particular strengths that you were most impressed with. This also serves as guidance for if they decide to reapply in the future.
Remember to Thank the Candidate for Their Time
Good candidates are aware of the time and effort that goes into the selection process. Some of the best ones may even have sent you a letter of thanks for seeing them. Reciprocate by recognizing the work the candidate put into the process – after all, he or she chose to follow up with your offer.
Stay in Touch
“Stay in touch” isn’t just an empty platitude – it’s the cornerstone of a dynamic and proactive human capital strategy. Soliciting the candidate’s feedback on the selection process is a good way to maintain a dialogue that could be mutually beneficial in the future. A candidates-only email list is a good way to stay in conversation while adding value.
The truth is undeniable: After candidates move on to other opportunities, you may never hear from them again. Still, it is worth the extra effort to show interest in their ongoing career journey. Your professionalism and expertise will be appreciated – and that could be the key to a future collaboration.
About nexus IT group
nexus IT group is a specialized IT staffing agency who recruits top tech talent across the US. If you have an immediate IT opening, or are a job seeker looking to advance your IT career, you’ve come to the right IT staffing firm, contact nexus IT group. We have access to highly skilled, top talent most can’t easily get in front of, so let our recruiting team show you why so many firms trust and love our staffing agency.
Media Contact
nexus IT group, Inc.
913-815-1750
info@nexusITgroup.com