It can be hard to tell a qualified candidate that you decided to hire a different person.The best way to tell them the news is over the phone.Inform the individual that they won't be hired over email if they did not interview.Being direct and to-the-point about your decision is the best strategy when talking on the phone or email.
Step 1: You can call the candidate from the phone.
It is more professional to speak with the candidate over the phone than it is to send an email.For each of the candidates who came in for a face-to-face interview, do this.The person won't be eating dinner when you call.
Step 2: Do not make small talk or chat.
The conversation should be under 5 minutes.It shows the person you are talking to that you respect their time and don't want to keep them.Don't ask about the person's personal life, joke or weather.It would be inappropriate to say hello to Ben.Susan is fromVitamin World.You did a great job for that interview!What is the weather like where you are?Have you heard of any tornado warnings?
Step 3: Explain that the company made an offer to another candidate.
You should say that you were happy to meet the candidate during their interview and you have considered them for the position but decided to offer someone else the job.It is best to make this statement after you have said hello to each other.We were all impressed with your resume when we met you last week.I wanted to let you know that we extended the job offer to a different person.
Step 4: Mention two strengths that the hired candidate had.
Rejected job candidates want to know why the hired candidate got the job.It is impractical to give a point-by-point breakdown of their resume and interview performance, but it is appropriate to mention a couple of advantages that the hired candidate had over the person you are speaking with."While we appreciated your years of experience, the candidate we chose had a master's degree, and that level of education is very important to us."
Step 5: Explain that a lot of qualified people applied.
When a job is denied to a qualified candidate, they can feel cheated.It can help to remind the candidate that they were competing against many other qualified individuals."Although you were a strong candidate for the job, we had some stiff competition for this job opening."I apologize that you did not win that competition.
Step 6: Invite them to connect with the company on social media.
This may be difficult for the person you are talking to.To lighten the conversation, invite them to connect with the company online.This will show that there are no hard feelings.If any positions open up in our organization in the future, we would love to keep you in mind.Can you let the HR department know that the company has a lot of exciting programs coming up?To see what we will be up to next, check us out on social media.
Step 7: If the candidate wants to argue, do not.
Sometimes candidates will say, "Give me a second interview and I'll change your mind!" or "This is a mistake; I know I was the best candidate."Say something like, "Although we're hiring someone else, don't feel as if you did anything wrong."I am confident that you will find a job that is right for you.
Step 8: Encourage strong candidates to apply again in the future.
There will be a place for a candidate who wasn't the best fit for one job in the future.Explain to good candidates that although they weren't the best fit for this job, you would like them to keep in touch.There may be a better job opportunity for them in the future."Don't hesitate to apply if our company posts another job in the future!"If they were a particularly strong candidate and you think they would do well elsewhere in the company, offer to connect them with that department.This is a win-win for everyone.
Step 9: As soon as you have a different candidate, email the individual.
When you have selected a candidate to fill the job opening, send a rejection email to non-interviewed candidates as soon as possible.The candidates will not be able to develop false hopes and begin looking for another job.Send a rejection email after you make a hiring decision.
Step 10: An email that is no longer than 3-4 sentences should be drafted.
The message can be brief since the candidate never came in for a face-to-face interview.The candidate's full name is open.Thank you for applying for the position of Creative Director at ABC Advertising.We offered a different candidate the position because we were impressed by your resume.Once you have checked for any errors, sign your name at the bottom of the email and send it.
Step 11: Don't apologize for not hiring the candidate in the email.
It can be difficult for applicants to find out that their application has been rejected.Don't apologize or act like you disagree with the company's hiring decision for the sake of professionalism.Don't let the differences of opinion affect the hiring of the individual.Don't write, "Although I would've loved to hire you, our hiring manager had other ideas."
Step 12: If a candidate writes back with questions, offer a brief reply.
If the individual replies to your email and wants to know what strengths the hired candidate possessed that they didn't, reply with another 3-4 sentence email.Don't get involved in a back-and-forth email exchange if you make your email succinct and objective.Write something like, "While we found your resume compelling, it came down to an issue of work history."You had gaps in your employment history that made us want to hire a different individual.