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The Importance of Crafting Positive, Developmental, and Human-Centered Rejection Emails

Jul 15, 2024

Introduction

Job hunting can often be a slow, frustrating process filled with rejections at the application and interview stages. Negative feedback can frequently trigger Rejection Sensitivity Dysphoria (RSD), which can manifest intense feelings of distress, anxiety, extreme sadness, or even anger. People with RSD may perceive negative feedback as a personal attack. Additionally, neurodivergent individuals might process rejection differently. Therefore, it’s crucial for companies to approach rejection thoughtfully to minimise negative impacts on candidates’ mental health and well-being.

RSD is particularly common among individuals with ADHD. Dr. Dodson’s (2024) research indicated that up to 99% of adults with ADHD report experiencing heightened emotional sensitivity, and one in three consider RSD to be the most challenging aspect of living with ADHD.

What are the best practices for rejecting an application from a candidate?

As an organisation, it’s important to write candidate rejection emails, whether a candidate simply applied for a role or got through to the interview stages. Taking time to let candidates know that they haven’t been successful is good practice and common courtesy. Failing to write a rejection email could reflect badly on your organisation as a whole and affect a candidate’s confidence.

  • Avoid delay: if the interviewee didn’t get the job, ensure to not waste their time, and tell them within a reasonable time.
  • Customisation: when rejecting a candidate, tailor the rejection appropriately to ensure that the response is not cold. Some examples of this include: addressing the candidate by name and mentioning certain skills or experiences.
  • Give factual feedback: start by expressing your gratitude for their time and include one or two positive sentences highlighting the positive aspects from the application or interview process. Then proceed with why they were not chosen and constructively detail the reason for the rejection. This helps them improve their candidacy for future interviews.
  • Connect on professional networking sites: offer to connect with candidates on professional networking sites such as LinkedIn. This helps maintain a positive relationship and allows them to stay informed about future job opportunities.
  • Acknowledge neurodiversity: be aware that neurodivergent candidates might need more specific and clear feedback, so ensure to avoid vague statements and perhaps offer to have a more detailed conversation with the candidate if they feel it is necessary.

Why good rejection practices are beneficial

From an organisatonal perspective handling rejections well can have numerous benefits:

  • Reputation management: positive candidate experiences and those who feel respected are more likely to speak well of your organization, which will enhance brand image and attract more applicants in the future.
  • Candidate pool: providing constructive feedback will help candidates understand their areas for improvement, making them better suited for future roles within the company.
  • Employee morale: demonstrating empathy and respect in the hiring process reflects company values and culture.

From the candidates’ perspective, well-handled rejections provide:

  • Constructive feedback: candidates will gain insights into their strengths and weaknesses, which will help them improve their future applications and interviews.
  • Networking opportunities: offering to connect on a professional platform, keeps candidates in the loop and provides them with potential future opportunities.

Sample rejection email template

Dear (candidate’s name),

I hope this email finds you well. I wanted to reach out to thank you for applying for the (position) at (company name). I was personally impressed with your (add specific skills, strengths, experience, or accomplishments) for the role.

Unfortunately, after careful consideration, we have decided we won’t be proceeding with your application at this time. (Reasoning examples: due to the high number of applications, looking for more extensive experience in a particular area, decided to move forward with another candidate whose skills/qualifications align more closely with this position) We understand that receiving a rejection can be disappointing, and we want to assure you that this decision was not made lightly.

Although we will not be moving forward with your application now, your skills and experiences are excellent, and we encourage you to continue applying for other relevant positions at (company name). If you would like, we would be happy to provide more detailed feedback on your application to help you in your job search.

Again, we appreciate your interest in (company name) and your time and effort in applying for the position. I wish you the very best in your future endeavors.

Kind regards,

(Your name)

Conclusion

Handling candidate rejection is vital for maintaining a positive image of your organisation and fostering a respectful hiring process. By being prompt, adding personalisation, and giving constructive feedback, you can help candidates see their value and potential for future opportunities. Additionally, understanding and accommodating individuals with RSD can make a significant difference in how the rejection is perceived and processed.

Implementing these best practices not only aids the growth of candidates but also builds a reputation for your company as an empathetic and thoughtful employer. This positive perception will attract top talent and create a more inclusive and supportive workplace.

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