Rejecting a job application is a challenging part for any business owner. It reflects ethics and professional manners. In addition, candidates will have respect for your company if they receive a graceful rejection.
Therefore, knowing how to reject a job application politely is a critical skill for employers. I will show you some rules and methods to reject job requests professionally. Now, let’s dive into this post for more details!
How to Reject a Job Application Politely?
Rejecting a job request must be done to show respect for the applicants. It’s an essential skill of any owner, regardless of the company size.
Here are some rules when rejecting a job application.
1. Timing
Timing is the most critical factor of polite rejection. Make sure to inform the candidates as soon as you make the decision.
The best time is between one and two days after you receive the application. It shows that you have reviewed their job application carefully.
2. Choose the Right Medium
There are many ways to tell a candidate your rejection. The most popular method is using email or phone calls. However, you should call them or have a direct talk if they have gone through the interviewing stage.
Also, include your feedback and the reasons behind your rejection. You can state that the candidate’s capacity doesn’t match what you need from the position.
3. Maintain a Professional Attitude
Keep your tone professional throughout the announcement. If you send the announcement through the mail, use formal and respectful words. For phone calls, you should keep your voice firm and respectful.
Please, don’t keep your talk too strict or emotionless. You can combine a warm tone with a professional manner to show the applicants respect.
4. Keep Announces Short and Clear
Keep it concise when you announce the rejection. Don’t forget to mention that you have reviewed the application carefully before making the decision. Besides, always keep your words in a respectful and professional manner.
Also, only include necessary details that don’t mislead the candidates. Keep your explanations concise, and don’t use false information to consult the applicants.
5. Be Personal and Show Your Gratitude
You should always appreciate a candidate’s interest. Thus, always show your appreciation for his effort in applying for your company. It will help the applicants have a respectful view of your business.
You can write a short sentence to thank them for applying. Don’t just follow a strict script. Always include the applicant’s name and some of their advantages.
6. Give Encouragement
Tell the candidates that you are looking forward to future opportunities with them. You can take one step further by encouraging them to find a suitable position.
Lastly, wish the candidates luck and hope that they can find their dream positions. These rules should be applied whether you inform them via phone or direct talk.
7. Ask for Feedback
Suppose the candidates show a lot of interest in your business. Then, you can ask them for their thoughts on your company.
You can ask them to provide feedback and give advice for improvements. It’s a way to show candidates respect and you value their opinions.
8. Be Honest
Honesty always pays off. It would be best if you were honest with the reasons for your rejection. Also, don’t consult the candidates with false promises if you don’t plan to do so.
Besides sincerity, show your empathy for the candidates’ disappointment. It’s completely normal to get rejected from a job. Consult them that there are still plenty of opportunities and time to seek employment.
When to Reject a Job Applicant?
It depends on your company policy. A large organization may receive thousands of applications during a campaign. In this case, the recruiters may state that they will call the applicants when they pass the portfolio review. If they don’t, it’s not necessary to inform them about the rejection.
When to Call and Reject a Job Applicant?
It depends on the stage of recruiting the applicants have gone through. If they don’t pass the review, you can call them to inform them of the rejection.
Another case is when the applicants call you to request information about the position. Then, you should reply to them using the same method. If the initial approach is using emails, phone calls are no longer necessary.
When to Time the Rejection of a Candidate?
Many employers wait until the end of the recruitment campaign to inform candidates. This practice will take both parties’ time. It also leaves candidates with bigger disappointment.
Therefore, don’t let the candidates wait for your reply for too long. It would be best if you informed them right after making the decision.
It typically takes one or two days to review a candidate’s portfolio and capacity. It’s also the perfect time to announce your rejection.
What Not to Do When You Reject a Job Candidate?
It’s critical to be clear and concise in your rejection. Yet, you should avoid using the word “rejection”. Instead, you can say, “The company sees that you don’t meet the expectations for the position”.
Avoid emailing the applicants after they have attended your company for an interview. It’s disrespectful, considering the candidates’ effort and time. In this case, you should call the candidates or have a direct talk with them.
The Risks of Delivering a Slow Feedback
Two problems will arise when you don’t give your feedback on time. Firstly, it may risk damaging your business’ reputation. The rejected candidates can get frustrated due to your slow response.
Then, they will tell the story with their coworkers and friends. Negative rumors about your company will reduce the number of future applicants.
Secondly, a slow response will discourage the candidates. They decide never to request a position in your company again. Thus, your business can lose one potential competent employee in the future.
Final Thoughts
Rejecting a candidate’s application is tough for any employer. Thus, keep it respectful and polite to avoid giving the applicants a hard time.
Also, it will maintain your company’s professional image and reputation. I hope the provided advice and rules in this post can help you. Thank you for your time!
