Let them down easy: How to tell candidates they don’t have the job

Finding the right candidate for a job is very fulfilling, but for each candidate you hire, there will be many more that you must let down. Most employers are familiar with the potentially awkward moment when you tell a candidate they weren’t successful. Sometimes a simple, “sorry you didn’t get the job” is enough, and sometimes more information is needed to respectfully close the conversation. While being the bearer of bad news can be difficult, letting candidates down is an unavoidable part of the hiring process.

Unfortunately, there are many businesses who would rather avoid this conversation altogether, evidenced by the huge number of people who never hear back after going through the interview process. In fact, a recent study from Indeed found that 77% of job seekers have been ‘ghosted’ by a prospective employer during the recruitment process since the onset of the pandemic last March. While simpler, this just isn’t a viable option. Candidates invest time and effort in the recruitment process and have a right to know whether they’ve been successful or not.

Failing to respectfully close the conversation can have significant detrimental impacts on both the company’s revenue and reputation. Not only will it shape the unsuccessful candidate’s perception of the organisation, they’re also very likely to share their experience with people in their network and may even go so far as to share it more broadly online. In order to let candidates down respectfully and to keep your reputation intact, try incorporating the following tips.

Seven tips for letting them down easy

1. Managing relationships

   It is essential to maintain a professional relationship with unsuccessful candidates. It’s not uncommon for job candidates to reapply for roles within the same organisation, or with the same recruiter, making it crucial to foster a positive relationship. This will ensure candidates feel encouraged to reapply in the future. And if a role comes up that you think they could be suitable for, they’re more likely to be receptive if you approach them with a new offer.

2. Be upfront and honest

   Setting out stages and timelines for candidates will help them prepare and plan during the interview process. Keep candidates up to date with their progress and be prompt in informing them if they are unsuccessful. It’s simply unprofessional to ‘ghost’ applicants, leaving them guessing about the reasons why you’ve never been back in touch.

3. Be personal

   Many applicants spend hours researching the role they’re applying for, drafting resumes and cover letters and preparing for interviews and presentations. Be considerate of the time and energy candidates have committed to the job seeking process. Many applicants take rejection personally, therefore being empathetic to their situation is crucial. Rather than sending them an automated rejection email, a phone call or personalised email shows consideration.

4. Provide feedback

   Providing feedback will help applicants in their future job search and show that they were thoroughly assessed for the role. As candidates move through the application stages, the level of feedback offered, should increase as they progress. If you have met with a candidate on multiple occasions and built a rapport with them, providing them with personalised feedback is appropriate. For example, a short phone conversation gives them the option to ask questions about their performance.

   When providing constructive feedback, highlight their strengths first and contrast this to the strengths of successful applicants. This comparison will provide answers and help with closure. Providing considerate feedback will leave a positive impression of your business and show you care about their future success, whether they become your next hire, or not.

5. Take stock of all success

   It is always impressive to get shortlisted and reminding candidates of their success against a pool of well-qualified and talented individuals and congratulating them on their progress (if applicable) will boost their confidence and consolation.

6. Clear and quick

   If you chose a phone conversation to inform an applicant they were unsuccessful, ensure it is a brief call and get straight to the point. Do not provide them with false hope. Keep the conversation concise.

7. Thank them

   A ‘thank you’ goes a long way. Acknowledge the time and energy the candidate has invested. This simple display of gratitude will indicate you do not take them for granted and appreciate their efforts.

   When executed well, unsuccessful candidates should finish the recruitment process with an understanding of why they didn’t get the job, feel respected, and where appropriate, be armed with constructive feedback and an understanding of what they can improve for next time.