Part 3: Writing better candidate rejection emails that don’t crush tender hearts
Do you routinely send rejection emails to your unsuccessful candidates?
If you truly want to establish your reputation as an employer of choice driven by a solid candidate experience, you need to get comfortable with (and good at) writing rejection emails.
No one *wants* to be a heart breaker. No one wants responsibility for being a blight on someone’s day, let alone crushing their dreams and ego.
But what’s more awkward… letting candidates know their application won’t progress to interview, or damaging your brand by disrespectfully ignoring candidates, forcing them to hold on hopelessly for an answer while they resent you more day by day when you don’t?
It’s more beneficial to write an empowering rejection email. To start, we’re going to change the language and call them Closure Emails instead. Because all you’re trying to do with these emails is give your unsuccessful candidates closure, so they can reinvest their energy into more meaningful opportunities. Yeah?
Hold on tight. In Part 3 of the Sucky Candidate Experience? Series, I’m going to step you through how to write a good closure email.
But first… Mindset shifts at work
Let’s first explore common mindsets that need shifting.
1. TL;DR – Too many applications, no time to read or respond.
Maybe you’re frustrated by the large volume of unsuitable applications you receive, and you maybe think, ‘I can’t be bothered writing to you when you’re not even a fit.’
I gotta ask,
Is the candidate entirely to blame here? Is it possible that half-arsed attempt at a job ad didn’t provide enough valuable information for a better matched job seeker to see it and think, “Yep! That’s me!” as much as for an ill-matched job seeker to see it and think, “Nup. Not in a million years!”
Is your career site light on relevant information? Social media platforms lacking personality, depth and helpful workplace and employee insights?
Could you be doing more to educate job seekers on what an ideal candidate looks like for your roles and organisation?
If you are vague, applicants will be, too.
2. Not suitable for this role. Burn the application.
You may also think, ‘Useless. Next!’ when you send the candidate’s app to your virtual dead pile.
But what if… that candidate was a poor fit for the role they applied for but… they are mad keen on working with you because they love your products, services, and/or brand culture?
What if they’re not a good fit for this role, but they’re the most perfect fit for another role you’re yet to recruit?
Reckon they’re going to want to try again after your reckless discard?
Reckon they’ll still want to be your customer?
3. Candidates ignore me, too ¯\_(ツ)_/¯
#adult. Be the bigger person in this situation.
If a candidate ghosts you, maybe it’s because you (or recruiters, generally) gave them the silent treatment for too long or so little information about the role when they finally gained the information, they ghosted you for wasting their time.
Or *maybe* they just lack common courtesy, *too*.
The thing is, if a candidate ghosts you at any stage, you get to add a black mark to their name and know never to employ them. Done.
But if you ghost a candidate? Candidate writes negative reviews on the major job boards, tells their friends and family you’re mean and rude, stops buying your products, never applies for your roles again.
Grand scheme… which is worse?
Great. Now we’ve changed the perspective on closure emails, let’s look at writing a good one.
How to write an empowering candidate ‘closure’ email
The four critical elements of a standard rejection / closure email are:
Genuine appreciation and thanks for their time and interest
Clearly stating, their application won’t be progressing to interviews
High level reason why their application hasn’t / likely hasn’t met the role requirements (refer to job ad)
Wrap up with a positive statement and/or clear call to action.
Part 1: Thanks…
Simply acknowledge the time invested and say thanks. It’s ridiculous how much this simple act can do for positive candidate sentiment.
How user friendly is your application process? Time intensive? Imagine jumping through a million hoops and not even being acknowledged.
Part 2: … but no thanks
Again, keep it simple and kind.
“On this occasion, your application hasn’t progressed to interviews.”
You’re keeping the door open for future opportunities while also making it clear that it’s their application for this role that’s deemed unsuccessful.
Part 3: Here’s why
I think most candidates understand they can’t really get personalised feedback at the initial stage, but they still expect something from you. I like to think of Part 3 as giving extra candidate care; going above and beyond because you want to.
Maybe this is their first time out of work in decades, or they’ve never had to apply for a job before. Maybe they’re experiencing exceptional personal circumstances impacting their attention to detail. You don’t know, so this is an opportunity for your brand to step up and give a bit extra… because you want to.
Bearing in mind, there’s only so much you can tell about a candidate at the initial resume review. Most depends on how well they’ve tailored their application to your role and organisation.
Meaning, there’s only a few reasons why someone would be unsuccessful, right?
So, give them a high-level insight into what/who you’re looking for (years exp, specific traits, tech proficiency etc), and/or what gets an immediate ‘no’ at this point in shortlisting, like:
Instructions weren’t followed
Critical licenses, qualifications, working rights were missing
Key skills (keywords) from job ad weren’t included.
Alternatively, if you send your closure emails after an appointment’s been made, you could phrase it like; “here’s why the successful candidate stood out.”
(Note: This post is written specifically for the first stage closure letters. If you interview candidates, I expect you to call and/or email them with personalised feedback 😉)
Part 4: Wrap it up positively
It would be great if your process allowed you to create two piles:
Unsuitable for this role, but suitable for Employer
Unsuitable for this role and any future roles.
Then you could create two different sign offs.
If you genuinely want candidates to reapply for future roles, let them know, you think they’re great and you’d love to hear from them again. You could include some calls to action like, Refer to these application tips to improve, Follow on LinkedIn to stay up to date on opportunities and workplace insights, Join the talent community (online platform or email subs list).
When you know they’re not a fit and never will be, you don’t want to be encouraging them to apply again. That’s cruel. Simply thank them for their time and interest again and wish them all the best with their career.
Part 5: 🚨 Special sauce! 🚨 Connect and empower.
Here are some ways to connect with candidates and empower them.
Brand voice.
Your brand voice will of course influence “how” you phrase your letter as will the intention of your brand’s persona. For example, a playful/creative brand intends to bring joy, so may take on a more upbeat and light-hearted energy (while remaining respectful). Whereas an earthy/hero brand may be more motivational as they’re driven to inspire growth, “Here’s a quote to inspire you…”
Brand could also determine if your approach is short and sweet or longer and more nurturing. So, show brand personality in your closure emails, just make sure it’s consistent.
Positive language.
Your language should remain positive and simple, and your tone respectful and light, so the message connects.
Remove the personal rejection.
You may also want to steer clear of language that makes the rejection seem personal. I always try and say, “Your application” because truth of it is, the candidate may in reality be an awesome fit, but their application didn’t sell them as the best person for the job.
Ready to revamp your candidate rejection emails to provide closure?
Sending a rejection email to unsuccessful candidates doesn’t need to be awkward and you don’t have to feel like a big meanie. Shift your mindset to consider that you’re providing closure so the candidate can invest their time in better opportunities.
From this angle, you may find it easier to write an email that’s driven to show kindness, respect, and support.
If you’re still unsure of what to write, check out my candidate email templates to copy:paste into your ATS. You can grab a 7-email series that covers every touchpoint in your candidate’s journey or get in touch to pre-order a Closure Email Only template.
Disclaimer: Please note that the information provided, while authoritative, is not guaranteed for accuracy and legality.