How to Tell a Candidate They Didn’t Get the Job – And Still Protect Your Employer Brand
What You Will Learn in This Blog
When it comes to telling candidates they didn’t get the job, how you communicate can make a huge difference. In this article, you will discover:
- How to communicate rejection with empathy and professionalism – Learn the best ways to deliver the news while maintaining a positive candidate experience.
- How to provide constructive feedback that benefits both candidates and your employer brand – Understand what to say, what to avoid, and how to make feedback meaningful.
- How to keep the door open for future opportunities and maintain strong talent relationships – Discover strategies to nurture talent, encourage future applications, and build long-term connections.
By following these expert tips from Ad Talent, you can turn a difficult conversation into a chance to strengthen your reputation as a fair, professional, and people-focused employer.
Delivering bad news the right way
Telling a candidate they didn’t get the job is never enjoyable. But how you handle this moment can speak volumes about your business.
The right approach can protect your employer brand, maintain relationships with future talent, and even turn rejection into a positive experience.
In this guide, we’ll share how to communicate rejection with empathy, professionalism, and clarity.
1. Why feedback matters for your employer brand
Build a positive reputation
Even when the news is disappointing, how you deliver feedback shapes how candidates perceive your organisation. A respectful, professional response can strengthen your reputation and position you as an employer of choice.
Online reviews and platforms like Glassdoor mean that every candidate interaction counts. A candidate treated well may become a future hire or a brand advocate.
Maintain candidate relationships
Rejection does not have to be the end of the relationship. Candidates who receive personalised, constructive feedback are far more likely to reapply, refer others, or engage with your company again.
Handled correctly, today’s “no” could be tomorrow’s “yes”.
2. Preparing before delivering the news
Gather relevant information
Before contacting a candidate, review interview notes and feedback from your hiring team. Be ready to provide clear examples to explain your decision. This shows fairness and care and reinforces your credibility as a thoughtful employer.
Time your communication appropriately
Deliver the news promptly once the decision has been made. Delays create anxiety and reflect poorly on your recruitment process. Fast, transparent communication shows respect and professionalism.
3. Choosing the right communication method
Phone, email, or video
A phone call is ideal for final-stage candidates, allowing for a real conversation. Email works for high-volume roles but must be personalised. Avoid sending generic, cold messages.
If you are using video calls, ensure your setup is professional, with minimal distractions. This helps your words land clearly and empathetically.
4. What to say when a candidate didn’t get the job
Use compassionate, authentic language
Acknowledge the candidate’s effort and interest. Phrases like “We really appreciated your preparation” or “Your experience is impressive” soften the blow while showing genuine appreciation.
Avoid clichés
Generic phrases such as “We wish you all the best” can feel impersonal. Highlight something specific about their performance or application to make your feedback meaningful.
5. Providing constructive feedback
Balance honesty with encouragement
Begin with strengths, then gently discuss areas for improvement. Feedback should guide future growth, not simply highlight failure.
Be specific
General statements like “You were not the right fit” do not help candidates learn. Give clear examples:
“You presented your ideas well, but we were looking for more experience in managing client budgets.”
Specific feedback demonstrates professionalism and shows candidates that their application was valued.
6. Keep the Door Open for Future Opportunities
Encourage Future Applications
Even if a candidate isn’t the right fit for the role today, that doesn’t mean they won’t be perfect for a future position. If you spot potential, let them know they are welcome to reapply or stay connected. This approach keeps your talent pipeline strong and shows that your organisation values long-term relationships with professionals in your industry.
With over 20 years of experience, Ad Talent has the expertise to guide you through this process. We can provide advice on how to communicate rejection thoughtfully, or better yet, we can manage these communications on your behalf, ensuring every candidate feels respected and valued.
Share Useful Resources
Supporting candidates beyond the role they applied for demonstrates that your organisation genuinely cares about professional growth. Share links to relevant training courses, industry events, or networking opportunities to help them develop their skills. By doing so, you show that your company, and Ad Talent are invested in nurturing talent, not just filling positions.
We’re real, down to earth people who understand – About us.
7. Allow candidates to ask questions
Invite candidates to seek clarification about your decision. This builds trust and allows them to understand the outcome fully.
Common questions include:
- “What could I have done differently?”
- “Was it my experience or skills?”
Answer honestly, but kindly, focusing on growth and development.
8. Follow up with a thank-you note
A short thank-you message can leave a lasting impression. Express gratitude for their time and effort and remind them that their application was valued.
Encourage them to stay in touch through your company’s LinkedIn page or via your Ad Talent recruitment platform for future job alerts. Maintaining connection benefits both parties.
Summary
Delivering rejection news is challenging but essential. When done thoughtfully, it strengthens your employer brand, encourages future applications, and leaves a positive impression on candidates.
At Ad Talent, we specialise in helping employers create professional, human-centred recruitment processes that attract and retain great talent. From optimising job adverts to supporting candidate communication, we make hiring simple, transparent, and effective.
If you want to elevate your candidate experience, speak to our team today about recruiting with Ad Talent.
FAQs
What is the best way to tell a candidate they did not get the job?
Deliver the message via phone or video call, followed by a short, personalised email. This shows respect and care.
Should I provide feedback to unsuccessful candidates?
Yes, when possible. Constructive feedback helps candidates grow and builds your employer brand.
What if a candidate reacts emotionally?
Be empathetic, listen, and reassure them that their effort was appreciated. A calm, supportive tone maintains professionalism.
Can I keep strong candidates in mind for future roles?
Absolutely. Let them know they can be considered for upcoming positions. Keeping communication open benefits both sides.
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