Notifying a candidate of a rejection is not just a formality, but an important part of the selection process that affects the company’s perception and legal compliance. Even if a candidate is not selected, it is important to maintain a positive image of the company and leave a good impression. It is also important to make sure that the rejection does not contain wording that could be perceived as discriminatory (e.g. in relation to pregnancy, age or gender).
Is it necessary to write a withdrawal?
Yes, you definitely need to write a rejection. It is a sign of professionalism and respect for the candidate who has taken the time to contact the company. Unanswered applications leave a negative impression on candidates and can damage an employer’s reputation on the job market.
Options for formulating a refusal
When formulating a refusal, it is important to bear in mind that it may be painful for the candidate. Therefore, a polite, respectful and empathetic tone should be used.
1. Refusal without giving a specific reason:
This option may risk the candidate wanting to know the specific reason for refusal.
Example:
“Thank you for your interest in our company and for taking the time to go through the selection process. Unfortunately, we are not in a position to offer you cooperation at this time. However, we will keep your candidature details on our candidate register. If a new vacancy arises, we will consider you first. We wish you every success in your career.”
2. rejection, indicating that another candidate has been selected:
This option usually eliminates questions about why a particular candidate was not chosen and prevents further discussion.
Example:
“Thank you for your time and participation in our selection process. We chose another candidate whose skills and experience better match our current needs. We value your experience and professionalism and are prepared to keep you on our register in case suitable vacancies arise, unless you object?”
Usually, when we end a letter with such a question, the candidate replies “no objection” and we end the conversation:
“Thank you for your understanding. We will certainly contact you if suitable vacancies arise. We wish you every success in your search for new opportunities.”
3. Refusal with no possibility of further cooperation:
This option is used when you are sure that you will not return to any vacancy for consideration. The wording can be similar to the above, but without the offer to keep the information in the register of candidates.
Give a reason for refusal?
Whether to give a reason for refusal depends on the company’s culture and the specific situation. Important to remember:
– It is not advisable to give reasons related to lack of skills, age, experience and other aspects that could be perceived as discriminatory or contrary to legal norms.
For example, there was a situation where we almost approved a candidate for a specialist post, but then found out she was pregnant. The regional manager was worried about how to word the rejection. As a result, we indicated that we had chosen another candidate, avoiding breaking the law.
– It is appropriate to indicate the choice of another candidate if this is based on objective reasons, such as a better match to the job profile.
– If the reason for the refusal is due to a change in the company’s plans or structure, this can also be stated, for example if the vacancy is frozen.
Give the candidate hope for future cooperation?
It is important to strike a balance here. If you are genuinely willing to consider a candidate for other vacancies in the future, this is worth mentioning in the letter. However, if such possibilities are unlikely, it is better not to do so, so as not to mislead the candidate.
How to complete communication with a candidate?
It is good practice to inform the candidate in advance that the company will only contact him/her in the event of a positive decision. This helps to avoid unrealistic expectations and leaves the candidate free to look for other opportunities.
Example wording:
“We appreciate your time and participation in our selection process. In case of a positive decision, we will contact you within [specify period]. If you do not receive a reply within this time frame, please consider that we are unable to offer you a position at this time.”
Conclusion
Candidates must be polite, precise and transparent in their refusals. It is useful to state that another candidate has now been selected or that the company is unable to offer cooperation, but avoid reasons that could be perceived as discriminatory. At the same time, it is better not to give false expectations if you do not intend to return to the candidate in the future. A properly worded rejection helps to maintain a positive image of the company and maintain professional relations.
And finally: don’t forget to send rejections to candidates, otherwise they might start to think that their selection process has entered the “eternal waiting” phase!
We also understand employers who are waiting to hear back from a candidate who has taken time to think and is taking his or her time. Transparency and responsiveness are key ingredients for a successful selection process on both sides.
