As an HR professional, you may occasionally need to decline an interviewee. While it’s always an uncomfortable task, there are ways to do it politely and professionally. Here are some tips:
Be Prompt and Personalize
Reach out to the candidate as soon as possible after the decision is made. Don’t make them wait in suspense.
Personalize your email or phone call. Address the candidate by name and thank them for their time and interest in the position.
Be Clear and Concise
Explain that you’ve decided to move forward with other candidates. Don’t beat around the bush or offer false hope.
Be specific about the reason for the decision if you can. This will help the candidate understand what they need to improve upon for future interviews.
Be Professional and Courteous
Maintain a positive and respectful tone. Thank the candidate for their application and wish them well in their job search.
Offer feedback if appropriate. If there are specific areas where the candidate could improve, you can offer constructive feedback.
Provide Resources
Offer to connect the candidate with other opportunities within your company. If there are no openings that fit their qualifications, you can still help them expand their network.
Suggest other companies or resources that could be a good fit. This shows that you’re invested in their success.
Sample Email or Phone Call
Email:
Dear [Candidate Name],
Thank you for taking the time to interview for the [Position Name] position at [Company Name]. We appreciate your interest in the role and your time spent interviewing with us.
After careful consideration, we have decided to move forward with other candidates whose qualifications and experience more closely aligned with the requirements of the position.
We wish you all the best in your job search. We believe in your potential and encourage you to continue pursuing your career goals.
Sincerely,
[Your Name]
Phone Call:
Hi [Candidate Name],
I'm calling to follow up on your interview for the [Position Name] position at [Company Name].
I wanted to thank you again for your time and interest in the role. After carefully reviewing your application and interviewing you, we've decided to move forward with other candidates whose qualifications and experience more closely aligned with the requirements of the position.
We wish you all the best in your job search. We believe in your potential and encourage you to continue pursuing your career goals.
If you have any questions, please don't hesitate to contact us.
Thanks again for your time and consideration.
Best regards,
[Your Name]
Additional Tips
- Don’t ghost the candidate. It’s unprofessional and disrespectful.
- Be honest but tactful. Don’t give false hope or make empty promises.
- Be empathetic. Understand that the candidate is likely disappointed and anxious.
- Proofread your communication before sending it. Make sure there are no errors or typos.
- Keep a record of all communication. This will help you protect yourself in case of any disputes.
Conclusion
Declining an interviewee can be a challenging task, but it’s important to do it politely and professionally. By following these tips, you can ensure that you leave a positive impression on the candidate and maintain your company’s reputation.
