How do I tell an applicant they’ve been unsuccessful?

Why communicating with unsuccessful applicants is key to your recruitment success.

Effective communication with job applicants, even those who are unsuccessful, is a crucial part of the recruitment process. Remember, today’s rejected applicant could be your customer or even your ideal candidate in the future. So, how can you tell an applicant they’ve been unsuccessful?

In today’s technology-driven world, candidates expect timely feedback. A disclaimer stating that “we have too many applicants to notify unsuccessful candidates” doesn’t reflect well on your brand. If you’re struggling with application volume, Flat Fee Recruiter can help streamline this process for you!

Let’s explore when, where, and why communication matters in recruitment.

When should you communicate during the hiring process?

A simple email at key stages in the hiring process can have a positive impact on both your business and your applicants. Effective communication can help:

•Keep applicants engaged and available.

•Reduce recruitment administration.

•Improve your internal hiring processes.

•Encourage applicants to stay involved.

•Protect your employer brand.

•Strengthen your image as a top employer.

•Increase referrals and customer loyalty.

Why is it important to inform unsuccessful applicants?

Telling candidates they haven’t been successful, though difficult, brings substantial benefits. It prevents job seekers from chasing you for feedback and reinforces your employer brand, especially if you recruit frequently.

From the candidate’s perspective, there’s nothing more frustrating than investing time in an application or interview, only to be ignored. Although your role in HR may not be to offer career advice, handling rejections with care can leave a lasting positive impression on your brand.

How to inform a candidate they are unsuccessful.

There are two main points in the recruitment process where you’ll typically reject candidates:

1.After reviewing the initial CV or application.

2.After the interview stage.

The method of communication—whether by phone, email, or letter—depends on the stage of the process and the tone you want to convey.

Rejection after the initial application.

A simple, courteous email can go a long way in maintaining a positive relationship. Here’s an example template:

Subject: Application for [Role Name] – Status Update

Dear [Applicant Name],

Thank you for applying for the [Job Title] position at [Company Name]. After reviewing your application, we have decided to move forward with candidates whose experience more closely matches the role.

If you would like detailed feedback, please feel free to reach out to us. We sincerely appreciate your interest in joining our company and encourage you to keep an eye on our careers page for future opportunities.

Best regards,

[Your Name]

[Your Title]

[Company Name]

This type of email demonstrates that the application was considered thoughtfully, offers a chance for feedback, and leaves the door open for future opportunities. It’s a quick and effective way to keep applicants informed while protecting your brand’s reputation.

You can easily integrate these templates into your Applicant Tracking System (ATS) for efficiency. Flat Fee Recruiter includes this service as part of our customer offering.

Rejection after an interview.

Candidates who reach the interview stage have invested significant time and effort, so your rejection should feel more personal. You can choose to inform them via email, phone call, or a combination of both. Here’s what you should cover:

1. Personalised greeting.

Address the candidate by name for a more personal touch. “Dear [Name]” is more appropriate than “Dear Applicant” at this stage.

2. Thank them for their time.

Acknowledge the effort they’ve made to attend the interview, and thank them for their interest in the role.

3. Provide positive feedback.

Start with what the candidate did well. This softens the rejection and reinforces that their interview wasn’t a waste of time.

4. Explain your decision.

While the candidate may have displayed strong skills, another applicant may have been a better fit. Be specific but tactful about the reason for your decision.

5. End on a positive note.

Encourage them to apply for future positions and thank them once again. Direct them to your career page and wish them luck in their job search.

Improving your rejection process with Flat Fee Recruiter.

Communicating with applicants, even when they’ve been unsuccessful, is not only a courtesy—it’s a necessity for protecting your employer brand and ensuring a positive candidate experience. At Flat Fee Recruiter, we can help you manage this process efficiently through automated email templates and a streamlined ATS, ensuring that no applicant is left in the dark.