Recruitment is more than just finding the right person for a job. It’s a chance to connect with talented individuals, build relationships, and leave a lasting impression about your company. Unfortunately, many companies fall short in one key area: how they communicate with candidates they don’t hire.

Let’s be honest—most of us have been on the receiving end of an email like this:
“Your background is very impressive; however, after careful consideration, we decided to move forward with other candidates.”

At first glance, it seems polite and professional. But if you’ve ever been in the candidate’s shoes, you know how hollow it feels (I know I do!). After pouring time and effort into crafting your application, preparing for interviews, and maybe even completing a project, you’re met with a generic rejection that leaves you with more questions than answers.

The Problem with Impersonal Rejections

1. They Feel Like a Dismissal:
   For the candidate, it can feel like their effort wasn’t valued. A form email, no matter how polite, says, “We didn’t care enough to personalize this.”
2. They Leave Candidates Hanging:
   Without context, candidates are left to guess why they weren’t chosen. Was it their experience? Their interview performance? Not knowing can erode confidence.
3. They Damage Your Brand:
   People talk. A candidate’s negative experience with your company can show up on platforms like LinkedIn or Glassdoor, potentially deterring other talented individuals from applying in the future, or even opting not to buy your product or service. 

How You Can Do Better

If you’re in a hiring role, think about how you’d feel receiving one of these rejections. Would it make you feel seen and respected? Probably not. The good news is there’s a better way.

1. Make It Personal:
   Even if you’re sending a rejection, you can acknowledge the candidate’s effort. Say something like:
   • “We really appreciated the time you spent with us and the thoughtful answers you gave during your interview. Your experience with [specific skill or project] stood out to us.”
   • Small touches like these show the candidate they weren’t just another name on a list.
2. Be Honest (When You Can):
   Constructive feedback doesn’t have to be a deep dive, but offering a little insight can be incredibly meaningful. For example:
   • “Your skills in [area] are strong, but we were looking for someone with more experience in [specific requirement].”
   • “Thanks for your application!  As you can imagine, we receive a lot and do try to review them all.  Unfortunately, with limited time, we had to choose some other candidates that aligned with our need.”
     This kind of transparency shows respect for their effort and gives them something to work on.
3. Leave the Door Open:
   Just because someone isn’t the right fit today doesn’t mean they won’t be perfect for another role tomorrow! Let them know:
   • “We’d love for you to stay in touch and apply for future positions that match your skills.”
4. Be Kind, Even in Automation:
   If you’re handling a high volume of candidates, automation is often necessary. But it doesn’t have to be cold. Write your templates with empathy, keeping the candidate’s experience in mind.

Why It’s Worth It

The way you treat candidates reflects on your company. When you make the effort to respect their time and communicate with care, it builds goodwill—even if the answer is no. Candidates who feel valued are more likely to recommend your company to others, apply for other roles in the future, or even become your customers.

A Simple Shift

At the end of the day, recruitment is about building relationships, not just filling positions. When you approach candidates with empathy and honesty, you’re not just rejecting them; you’re giving them a reason to respect and remember your organization.

Let’s make hiring more human. After all, how you say “no” says just as much about your company as how you say “yes.”