All the time and effort you put into searching for a new job: research, applying, interviews, tests… It’s not pleasant for any candidate to hear that the job (just) isn’t within reach. But it’s not pleasant for HR professionals and employers either to deliver that bad news because they thrive on matching candidates with the perfect job. And yet, perhaps because no one likes to send them, rejection emails are shrouded in a mystery of coldness and unpleasantness.

In this blog, we try to do the opposite. Okay, we know that rejecting someone will always remain unpleasant. Making it a bit easier and more empathetic is our goal! Just read along with our 4 tips. 👇

4 Tips for writing personal rejection emails

We’ve previously written blogs and e-books with tips for general email templates, but rejection emails are a different story. That’s why we’re happy to give you four crucial tips for a rejection email that’s less shrouded in mystery:

1. Express your gratitude

As mentioned earlier: applying for a job requires a lot of time and flexibility from potential candidates. Think about creating their CV, the stress, and all the associated emotions. We’re not saying that delivering bad news is easy for you as an HR professional. We’re just saying that you should first and foremost sincerely thank the candidate for their effort.

2. Keep talent pools or recruitment reserves in mind

Many companies like to play into future positions or share the link to their job page with encouraging words that the candidate should stay informed about those future vacancies. Often, all empty words and promises.

This actually just indicates that a company or organisation doesn’t care whether the candidate ever reapplies or not.

But sometimes companies or organisations genuinely want to resume the conversation with the candidate at a later date. Informing rejected candidates that they can be included in a talent pool is a good start. You’re not saying anything you don’t mean and showing interest in the candidate’s future career.

3. Give your applicants the feedback they deserve

It’s incredibly frustrating for candidates when they’re rejected and don’t receive an explanation why. They’ve invested their time, energy, and hope in your company and deserve more than a simple platitude.

If you choose another candidate, explain why the other candidate was better qualified. If a candidate simply doesn’t meet certain skills or competencies, mention that as well. It’s better for the candidates’ state of mind to accept that they’ve been rejected if you provide them with honest feedback. Regardless of the stage of the application process the candidate is in.

4. Acknowledge the talents of your applicants

Giving a compliment about certain skills, competencies, or experience can greatly soften the blow of rejection. Even if you’ve only glanced at the candidate’s CV, there will always be one aspect that stood out.

Above all, stay away from general statements and give the candidate something tangible. By emphasising specific strengths, you remind candidates of their value, precisely at the moment when they would doubt themselves the most.

It is what it is. Candidates will always be disappointed when receiving rejection emails. A consolation, because after applying these 4 life-changing tips, delivering bad news becomes just a bit more bearable.