Have you ever been in the position of having to deliver less than ideal news to someone? It can be uncomfortable and awkward, especially if you have developed a relationship with that person. This is particularly true when it comes to notifying a candidate that they have not been selected for a position they applied for.
We all know the importance of candidate experience and how it can leave a lasting impression on someone. Therefore, it’s essential to handle rejection carefully and thoughtfully. That’s why we’ve put together a sample email to notify a candidate not selected, to help you through the process.
With this email template, you can effortlessly communicate to the candidate that they weren’t selected for this particular role while maintaining a positive tone and highlighting their strengths. It’s also essential to keep the door open and invite them to apply for future openings in the company.
But don’t just take our word for it! We encourage you to use this sample email as a starting point and make edits as needed to suit your company’s voice and the candidate’s situation. Plus, we know that every rejection situation is different, so we’ve included different scenarios to consider in our examples.
So, whether you’re an HR manager, recruiter, or hiring manager, this sample email will come in handy during those “delivering bad news” moments.
The Best Structure for Sample Email to Notify Candidate Not Selected
When it comes to notifying candidates that they have not been selected for a job, it’s important to do so in a way that is professional, clear, and compassionate. After all, these individuals have likely invested time and energy into the application and interview process, and it’s essential to provide closure that is respectful of their efforts.
The following is a structure that I have found to be effective in crafting this type of email:
Subject Line
Start the email with a clear and concise subject line that informs the candidate that they were not selected for the position. This will prevent any confusion or misunderstandings and ensure that the message is delivered clearly.
Opening Paragraph
Begin the email by acknowledging the candidate’s interest in the position and thanking them for their time and effort put in for the application and interview process. This will show that you recognize their dedication and are grateful for their consideration of the opportunity.
Explanation Paragraph
In the next paragraph, provide a brief explanation for why the candidate was not selected for the position. This can be a challenging step, as you want to be honest without being overly critical or discouraging. Consider providing a general reason, such as “we found another candidate whose skills and experience were a closer match for the role” rather than specific critiques that might be taken personally.
Encouragement Paragraph
Offer some encouragement to the candidate in the next paragraph. This can include acknowledging their strengths and skills, and encouraging them to continue their search for the right position. Remember to keep the tone upbeat and positive, even as you deliver the disappointing news.
Closing Paragraph
End the email with a thank you again for the candidate’s interest and time, and offer best wishes for their continued job search. Make sure to include a closing that feels sincere but also professional, such as “sincerely” or “best regards.”
Overall, an email notifying a candidate that they have not been selected for the position requires balance and tact in order to be effective. By using this structure, you can ensure that you are delivering a clear and compassionate message that will provide closure for the candidate and help them to move forward in their job search.
Email Templates to Notify Unsuccessful Job Candidates
Application not successful due to lack of experience
Dear [Candidate’s name],
Thank you for taking the time to apply for the [Job Position] role at [Company Name]. After careful consideration, we regret to inform you that you have not been successful in your application. Unfortunately, we received a large number of applications, and while your qualifications and experience were impressive, they did not match the specific criteria we were looking for.
We appreciate your interest in our company, and we encourage you to continue developing your skills and experience in your field. We wish you all the best with your job search and thank you again for taking the time to apply.
Best regards,
[Your Name]
HR Manager – [Company Name]
Application not successful due to better-suited candidate
Dear [Candidate’s name],
We wanted to take this opportunity to thank you for your interest in the [Job Position] role at [Company Name] and for taking the time to apply. Unfortunately, we regret to inform you that we have decided not to advance your application to the next stage of the hiring process.
After careful consideration, we have identified other candidates whose skills and experience more closely match the requirements of the role. Our decision was not an easy one, but we do believe it is in the best interest of our company and our team.
We encourage you to apply for future job openings, as we value your skills and would be interested in considering your application again. We appreciate your interest in our company and wish you all the best in your career.
Kind regards,
[Your Name]
HR Manager – [Company Name]
Application not successful due to lack of qualifications
Dear [Candidate’s name],
Thank you for taking the time to apply for the [Job Position] role at [Company Name]. After reviewing your application and considering your qualifications and experience, we regret to inform you that we have decided not to move your application forward.
Our team is looking for a candidate who has specific qualifications that are essential for this role, and unfortunately, we did not find the qualifications we were looking for in your application. We do appreciate the effort you put into your application, and we encourage you to continue searching for job openings that match your skills and experience.
Thank you again for considering [Company Name], and all the best in your career.
Sincerely,
[Your Name]
HR Manager – [Company Name]
Application not successful due to poor fit
Dear [Candidate’s name],
Thank you very much for applying for the [Job Position] role at [Company Name]. After reviewing your application and considering your suitability for the position, we have decided not to advance your application to the next stage of the hiring process.
Unfortunately, we feel that your skills and experience do not fully align with our requirements for this particular role, and we cannot offer you a position at this time. We do, however, thank you for your interest in our organization, and we encourage you to keep exploring other job opportunities that may be a better fit for your qualifications and career goals.
Wishing you good luck in your future endeavors.
Best regards,
[Your Name]
HR Manager – [Company Name]
Application not successful due to salary expectations
Dear [Candidate’s name],
We would like to thank you for the interest you have shown in our organization and your application for [Job Position] role. After a careful review of your application and qualifications, we regret to inform you that we have decided not to proceed with your application.
One of the reasons for our decision not to advance your application was that we could not meet your salary expectations. We understand that salary is an important factor in your job search, and we respect your decision. We do, however, encourage you to keep searching for suitable job opportunities in the future, and we wish you the best of luck in your career.
Thank you again for your interest in our company.
Sincerely,
[Your Name]
HR Manager – [Company Name]
Application not successful due to not passing assessment tests
Dear [Candidate’s name],
We would like to take the time to thank you for pursuing the [Job Position] role at [Company Name] and for the effort you put into your application. We regret to inform you that based on your assessment results, we have decided not to proceed with your application at this time.
The assessment was designed to measure specific skills required for this role, and unfortunately, you did not meet our expectations in certain areas. Please note that this decision does not reflect on your overall ability and experience; it was made based solely on the results of the assessment. We encourage you to keep exploring other job opportunities that will better suit your unique strengths.
Thank you once again for your interest in our organization, and we hope you will continue to consider us in your future job search.
Best regards,
[Your Name]
HR Manager – [Company Name]
Application not successful due to lack of availability
Dear [Candidate’s name],
We would like to take the opportunity to thank you for sending in your application for the [Job Position] role at [Company Name]. We regret to inform you that we have decided not to proceed with your application at this time.
We understand that availability could be challenging at times, and affecting your ability to join our team. Unfortunately, at this stage, we were not able to offer you the flexibility you were seeking.
We appreciate your interest in our organization and hope you continue to explore other job opportunities that meet your desired requirements. We wish you the best of luck in your career development.
Sincerely,
[Your Name]
HR Manager – [Company Name]
Research-based Tips for Notifying a Candidate about their Unsuccessful Application
Sending an email to notify a candidate that they did not make it to the next level can be challenging. Research shows that applicants see this as the ultimate rejection, and the way you convey the news can significantly impact their perception of your company. The following tips will help you craft an email that treats the candidate with respect and builds their trust in your organization:
- Thank the candidate for their interest: Remember, the candidate took the time to prepare and submit their application. Letting them know that you appreciate their effort shows that you value their time and effort.
- Be Transparent: Be honest with the candidate, and let them know the reason for their rejection. Avoid giving vague reasons or false hope as it can hurt your credibility and damage your reputation.
- Personalize the email: If possible, address the candidate by their name and refer to their application. This shows that you have reviewed their application and that they are not just another number.
- Offer constructive feedback and advice: Let the candidate know what they did well and what areas they need to improve on. This feedback can help them refine their skills and improve their chances of landing similar opportunities in the future.
- Build a relationship: If the candidate’s application impressed you, let them know that you will keep their application on file for future opportunities. This shows that you are interested in their talent and potential and builds trust in your organization.
- Close with a positive tone: The final sentence should convey a positive tone and wish the candidate all the best in their career search. This leaves the candidate with a good impression of your organization and encourages them to apply for future opportunities.
In conclusion, crafting an email to notify a candidate that they were not selected for a job can be challenging. Following the tips listed above will help you treat the candidate with respect and build their trust in your company. Remember, even if the candidate is not a good fit for your current opportunity, you may encounter them again in the future, and building a relationship can pay off for both parties.
Frequently Asked Questions
What is the purpose of the sample email to notify a candidate not selected?
The purpose of the sample email is to communicate to the candidate that they have not been selected for the position they applied for.
What should the tone of the email be?
The tone of the email should be professional, courteous, and empathetic.
What should the subject of the email be?
The subject of the email should clearly state that the candidate has not been selected for the position.
Should the email include feedback on why the candidate was not selected?
It is not necessary to include feedback on why the candidate was not selected, but if it is provided, it should be constructive and actionable.
How soon after the hiring decision should the email be sent?
The email should be sent as soon as possible after the hiring decision is made.
What should be included in the body of the email?
The body of the email should thank the candidate for their interest in the position, inform them they were not selected, and wish them success in their job search.
Should the email provide information on other available positions?
If there are other available positions that match the candidate’s skills and experience, it may be appropriate to include that information in the email.
How should the email be signed off?
The email should be signed off with a professional and friendly closing such as “Best regards” or “Sincerely.”
Should the email be personalized?
Yes, the email should be personalized to address the candidate by name and reference the position they applied for.
Is it necessary to respond to any questions or feedback from the candidate?
It is not necessary to respond to questions or feedback from the candidate unless it is directly related to the position they applied for.
Say goodbye and come back soon!
Well, that’s it for our sample email to notify a candidate that they were not selected. We hope that you found this article helpful in crafting your own rejection emails. Remember to be respectful and kind in every interaction with candidates. They may not have gotten the job this time, but you never know when they might be the perfect fit for a future position. Thank you for reading and please visit us again for more HR insights!