You’ve found your dream candidate, extended an offer, and they’ve accepted! Only one thing can damper your excitement – letting the people who weren’t selected know that they aren’t getting the job. Rejecting candidates is a not-so-glamorous part of the hiring process and it’s often awkward and uncomfortable for everyone involved. The way you handle this impacts how someone walks away feeling about your company, so it’s important to make the process easy, respectful, and personable. So…what’s the best way to reject candidates?
Unsurprisingly, the best way to reject a candidate depends on a few different factors. Here are the Pros and Cons of phone and email rejections:
Pros of Phone Calls
Phone calls were the customary method of rejection for a long time, especially for candidates in later-stage interviews. In these circumstances, candidates see a phone call as more personal than an email. Since you’ve likely built a strong connection with them by this point, a phone call is the better choice. Calls are also particularly important for Generation X, Boomers, and those in more people-oriented professions (e.g., sales, HR, etc.). It’s also easier for people to get feedback in real time on a phone call, and recruiters find they can connect better with the candidate and keep them in the pipeline for future opportunities. Bottom line: if the candidate is in the later stages of your hiring process, the role is very people-oriented, and/or you really like them and want to keep connected for a future opportunity, then opt for a phone call.
Pros of Emailing
Email rejections are often the standard for early-stage candidates (like first round applicants), but this method is on the rise for candidates at all stages. Millennial and Gen Z candidates, along with those in more introverted professions (e.g., IT) have voiced that they prefer emails, as they don’t have to react on the spot and can process the rejection in private. People often associate phone calls with an offer, so when they see your call coming through, they may get their hopes up higher, just to be let down. If you choose to email, you may want to include that you’d be happy to jump on a call to discuss in more detail if they’d like, giving candidates the option for a more personalized touch with the opportunity to first receive the news in private.
Unfortunately, there is no one-size-fits-all method for rejecting someone. No matter which approach you choose, here are a few tips to ensure people you’re not moving forward with still come away with a positive view of your company and an overall better experience when they’re not getting an offer:
- Strive for a timely response: don’t leave candidates hanging. We recommend following up with updates, an offer, or a rejection within one week of their final interview.
- Personalize your message: outside of the initial application stage, don’t use form emails to reject candidates
- Offer positive & constructive feedback: e.g., “we really enjoyed meeting with you and loved your experience with ______, but we had another candidate who has more ________ and right now that aligns more with our current needs.”
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