Menu
Email Template: How to Follow Up with Candidates You Don’t Hire
Wednesday, Mar 14, 2018

For every successful candidate you hire to fill a position, you will have at least a few candidates who just did not make the cut for one reason or another. Whatever the reason you have for not hiring those candidates, it’s a good idea to follow up with them to let them know they’re no longer being considered for the position.

Responding to unsuccessful job applicants via email, whether it’s a response to a resume submission or a reply to the candidate after the interview, can serve a number of purposes for you and your organization:

  • Improve your brand image. Quickly and professionally following up with an unsuccessful candidate can help leave a positive impression of your brand, which is an area that 59 percent of employers are investing in.
  • Boost your talent pipelines. Sometimes candidates aren’t great fits for the positions they applied to, but could benefit your company in other roles. By staying engaged with candidates you know are interested in your company, you can increase your talent pipeline and fill positions quickly with the right people.
  • Enhance the candidate experience. Fifty-eight percent of candidates with a prior negative impression of an organization indicated they would not apply again in the future. Professional, personalized rejection letters help give unsuccessful candidates a better experience and may help your company’s future growth plans.

So, how can you send a positive rejection letter to an unsuccessful candidate after an application or interview? Below are a few tips and customizable recruitment email templates to help you provide a better candidate experience, protect your brand image and grow your talent pipelines:

Application Rejection Email Template:

Hello [Candidate Name],

Thank you for expressing interest in [Company] and the [Job Title] position for which you have applied. While we were impressed with your qualifications, unfortunately we’ve decided to move forward with other applicants whose skills and experience better meet our needs at this time.

We sincerely appreciate your interest in [Company] and hope that you’ll stay in touch. Please don’t hesitate to reach out if we have another role you’re interested in.

To stay up-to-date on current job openings and ensure you’re included in our search for future great candidates, we encourage you to join our talent community and connect with us here<Link to Talent Pipeline Connect Page>!

Regards,
[Sender Name]

Some tips for writing a rejection email following a resume submission or application:

  • Do not send the email out immediately after you’ve decided to reject the candidate – you should provide enough time so the candidate knows you thoroughly reviewed their application.

  • Let the candidate know that they should feel free to apply for other positions they may find at your company.

Interview Rejection Email Template:

Hello [Candidate Name],

Thank you for taking the time to speak to me regarding our [Job Title] position. While I was impressed with your qualifications and experience, especially [Information you learned in interview], we’ve unfortunately decided to move forward with other applicants whose skills and experience better meet our needs at this time.

We sincerely appreciate your interest in [Company] and hope that you’ll stay in touch. Please don’t hesitate to reach out if we have another role you’re interested in.

To stay up-to-date on current job openings and ensure you’re included in our search for future great candidates, we encourage you to join our talent community and connect with us here<Link to Talent Pipeline Connect Page>!

Regards,
[Sender Name]

Some tips for writing a rejection email following a phone screen or in-person interview:

  • Make sure you customize the email and, if possible, mention something positive about him or her that you learned from the interview.
  • Do not stay to stiff or formal – the email should feel personal and not like a form letter.
  • Provide an opportunity for the candidate to opt in to a candidate relationship management (CRM) program to receive communications about job openings and networking events.

iCIMS Connect allows recruiters to regularly communicate through email campaigns with prospective candidates and candidates who weren’t right for a specific role, though may be a good fit for another position. Recruiters can then use reporting technology to track how those candidates apply to jobs or register for networking events. iCIMS also tracks important email metrics like open- and click-through rates to help improve the impact of future recruitment campaigns.

For more information about improving the candidate experience and promoting a positive brand image, please check out our eBook The Modern Job Seeker Report.