Access the essential membership for Modern Managers
You’ve conducted all the interviews, mulled over the strengths and weaknesses of each candidate, and have reached a decision. Regardless of the outcome of their application, all of the candidates you interviewed now need to know where they stand, including those who have been unsuccessful. Declining applicants might not be the most pleasant of tasks, but it’s a vital aspect of the recruitment process. Following these tips will help you deliver the news effectively and sensitively to ensure that unsuccessful candidates are left with a positive impression of your organization.
Don’t Put It Off!
While few people will relish the prospect of declining unsuccessful candidates, it’s important to deliver the news as soon as possible. Bear in mind that some candidates may be waiting to hear the outcome of their interview with your organization before progressing other applications.
If you are waiting for your preferred candidate to formally accept their offer first, be sure to send an email to the candidates you intend to decline to explain that you will be in touch with a decision in the next few days. It’s good practice to give the successful candidate a timeframe for making their decision so you are not keeping the other applicants waiting for too long.
Choose a Method
When you are ready to decline the unsuccessful candidates, you should first consider whether to contact them over the phone or via email. Phoning each candidate can sometimes be time consuming (particularly if you are declining several applicants) but it will give you the chance to explain the reasons behind your decision, and provide some constructive feedback. Email, on the other hand, is quicker, but more impersonal, and with less scope for detail. As a rule of thumb, if the candidate is someone who performed very well and who you might want to consider for future opportunities, it’s a good idea to pick up the phone and explain the situation. If you are emailing candidates with the news, aim to provide them with some initial feedback and invite them to contact you should they wish to find out more.
Be Clear But Considerate
Whether it’s over the phone or via email, it’s important to strike the right tone when declining candidates after interview. Your message should be transparent but delivered in a sensitive manner. While it’s important to be clear that candidates have been unsuccessful, phrases like ‘I’m sorry to say’ and ‘I’m afraid that…’ should help to soften the blow. On the phone show understanding, but stand your ground; avoid being drawn into a discussion (or, even worse, an argument) about your decision.
Make Feedback Honest and Objective
It is vital to be honest about the reasons behind your decision to decline each candidate, and to ensure the feedback you provide is objective (i.e. based on observable behavior). Be sure to have some examples that you can draw upon to support your feedback, while remaining sensitive to the candidate’s feelings. If you used a ratings system to score each interview, it can sometimes be helpful to share each candidate’s results with them. If you do this, however, be sure to explain what the different scores mean.
Be Constructive
In addition to ensuring feedback is honest and objective, it is also important to make it constructive. What could the candidate have done better, or demonstrated more effectively? What practical steps might they be able to take in order to improve? If the candidate performed well and your choice simply came down to experience, it is important to let them know that this was the case.
Manage the Conversation
Whether you are on the phone or exchanging emails with candidates, it’s important to manage the dialog carefully. You should deliver the news, share any additional feedback you might have and then bring the conversation to a close. Candidates should understand that the purpose of your call or email is to share the outcome of the interview (not to enter into a debate) and that your decision is final.
End Things on a Positive Note
While your news is likely to come as a disappointment to the unsuccessful candidates, it’s important to end your communication on a positive note. Remember to tell the candidates it was nice to meet them, thank them for their time and effort and wish them well with their job hunt. If there are any particularly strong candidates with whom you would like to stay in touch, give them an indication of when you would like to hear from them again (e.g. when a similar vacancy becomes available or when they have filled a gap in their experience or qualifications).
