Each large company job posting posted online generates an average of 250 applications. In other words, 99.6% of the candidate experience is lived by candidates screened out during recruitment. Seen from this angle, it is even more surprising that the refusal of an application is so neglected by the HR teams. Job seekers report that for the majority of the offers they responded to, they received no response – not even a simple letter of refusal to apply! Recruiting marketing keeps making recruiting campaigns more efficient and sophisticated. So, are recruiters forgetting 99% of their candidates?
Not really. Rather, the rejection letter is never easy to write or send.
Let’s find out together why and how to write a good letter of refusal to apply.
Why should you write a letter of refusal of application?
We have just demonstrated it: the letter of refusal of application determines the quality of the candidate experience.
All the reasons why a company invests in its employer brand, are so many reasons to write rejection letters that make sense.
- 92% of applicants actively discourage others from applying to a company they have had a bad experience with;
- and 54% go so far as to boycott the products of said companies.
- 78% of applicants refuse a new offer after a bad experience.
At a time when ghosting becomes commonplace, recruiters must lead by example. By consolidating the company’s relationship with candidates it rules out, it is the entire labor market that they are strengthening.
Why write a letter instead of calling the candidate?
In other words: why is it better to refuse the application in writing?
The letter – or more likely the rejection email – does not exclude other channels of communication with the rejected candidate. But it must remain the basis of this stage of recruitment.
- First of all, because it is a social code. A candidate who receives a phone call, especially at an advanced stage of recruitment, expects good news and will be all the more disappointed.
- Secondly, because it allows both candidate and recruiter to keep emotions at bay, as well as to keep a written record of this crucial exchange.
- Finally, because the writing and sending of an e-mail rejecting an application can be subject to automation thanks to an ATS.
How to write a letter of refusal of application?
Rejecting a candidate remains a necessary but delicate exercise, which recruiters must approach with lucidity.
Should I send a rejection email to all applicants?
Yes, all applicants, without exception, must receive a response to their application. It is unacceptable for a company that invests in its employer brand and candidate experience to claim that radio silence “makes clear” a negative response.
This is not about abusing the resources of the HR team, however. The personalization of the refusal should be commensurate with the stage of recruitment at which it occurs.
What gives added value to a rejection email?
The personalization of the feedback and a relationship of trust with the company can turn a negative response into a positive candidate experience.
Recruiters can use the following techniques – in particular for candidates received in preselection or interview:
- Address the rejection email directly to the candidate, and sign it with the name of one of the people they interacted with.
- Thank the candidate for their time in the process.
- Valuing the strengths of the application (ex: ” Your 3 years of experience in a similar position give you an excellent understanding of the profession. opening)
- Evoke the precise details of the application which played in the rejection decision (ex: ” This post does not have the scope international you are looking for. “or” Your lack of management training would be a problem in this position. opening)
- Provide avenues for improvement, both in terms of skills and talents.
- Make an appointment, especially for the most talented candidates. (ex: ” We invite you to contact us again when you have acquired professional fluency in English. ”)
- Suggest applying to other specific positions, depending on the motivations detected or the results of a test.
Sample letter of refusal of an application
1. Sample refusal letter after an interview
Dear [name of candidate],
Thank you very much for investing your time and effort in meeting our team for the position of [job title] at [company name].
We were all delighted to meet you, learn about your experience and have an interesting conversation.
Unfortunately, at this point, we decided to continue our selection process with another candidate who more suited to the post.
This is a decision we didn’t make easily because you are a very good candidate.
If you agree, we will keep your CV in our talent pool; and if we have a vacancy that better matches your profile, we will make sure to contact you.
If you have any further questions or need more information, please do not hesitate to contact us. I will be happy to answer your questions.
I wish you good luck in your future endeavors and hope we have the opportunity to see each other again soon.
Sincerely,
[name of the sender]
2. Sample refusal letter for a spontaneous application
Dear [name of candidate],
Thank you for your interest in our organization.
Unfortunately, due to a large number of CVs we receive each day, we are unable to hold up unsolicited applications or CVs.
Your application did not match one of our currently vacant positions. You will find a list of our offers on our website at [insert web address]. This list is updated as new positions become available.
Do not hesitate to regularly check our vacancies and resubmit your CV when you find a position that interests you and for which you meet the qualifications.
We wish you good luck in your search!
Sincerely,
The [company name]
recruiting team
3. Sample letter of refusal for a position already filled
Dear [name of candidate],
We appreciate your interest in our organization and the time you have invested in contacting us.
However, we regret to inform you that the available position has been filled. We therefore cannot review your application in more detail at this time.
If you agree, we will keep your CV in our talent pool; and if a position that matches your profile becomes available, we will make sure to contact you.
We wish you good luck in your search!
Sincerely,
The [company name]
recruiting team
4. Letter of refusal for an internal application
Dear [name of candidate],
Thank you very much for applying for our position as [job title].
I would like to let you know that we have decided to go ahead with another candidate for this role.
We appreciate all the work you have done in your current role and we admire your desire to take on a new role, but for now we are looking for someone with more management experience.
Depending on your skills and the experience you have gained in your role as [current job title], you may consider applying for a position of [job title] when we will start accepting applications on [date].
I wish you good luck and thank you again for your application and your dedication to [Company Name]. Do not hesitate to apply for any other internal position that interests you.
Sincerely,
[name of the sender]