Denying Candidates: Letting Them Down Easy

Rejecting candidates is part of the job. It might not be the easiest or most glamorous side of your daily tasks, but it’s got to be done. The fact of the matter is that not every applicant you come into contact with is going to be the ideal match for your client. So, how does one go about letting down a candidate easy? In this article, we’ll explain how you can politely decline the applicant without making an enemy. Most importantly, protect your processes with a Staffing Professional Liability Insurance policy.

Give them a call.

Applicants want closure to be able to move on. If they’re still waiting around for an offer or a rejection, they might be missing out on other opportunities in the meantime. If you’re able to, give them a call. Be sure to deliver the news gently that you offered the job to someone else (or intend to), and thank them for their time they spent to apply and interview. A phone call is simply good manners, especially if they’ve made it to the phone screening process.

Explain why they didn’t get job offered.

There’s no point in beating around the bush. Tell them why they didn’t get the role and why the person who did, got it instead. If their resume lacked the kind of work experience you considered a prerequisite and another candidate was better experienced, tell them. If you repositioned the role after discovering the right candidate had other desirable skills, tell them. If you tested them in a necessary skill and they came up short, tell them. If they’re just not a good fit for the role at this time, tell them. Describe specifically the main factor or factors that contributed to your decision, but don’t go into too much unnecessary detail or divulge too much information, says Social Talent.

Keep it short.

While you want to offer a genuine thank you to the applicant, you don’t want to spend a lengthy amount of time discussing their faults. It’s best just to explain that whoever you chose over them had more experience and was more qualified. Remember, you don’t need to get too far into details.

Don’t send them a mass email.

The last thing your applicants want is to be rejected by a pre-written template email letter. Instead, customize it and include the date, the position they interviewed for, and something personal. For example, wish them luck on future endeavors or tie in something you spoke about during the interview.

Rejection is part of the job, but that doesn’t mean you have to make enemies in the meantime. Remember, word of mouth is a major influencer, and if your candidates speak negatively about you or your hiring practices, that could damage you in the future.


About World Wide Specialty Programs

For the last 50 years, World Wide Specialty Programs has dedicated itself to providing the optimal products and solutions for the staffing industry. As the only insurance firm to be an ASA commercial liability partner, we are committed to that partnership and committed to using our knowledge of the industry to provide staffing firms with the best possible coverage. For more information about Staffing Professional Liability Insurance or any other coverage, we have available to protect your staffing business, give us a call at (800) 245-9653 to speak with one of our representatives.