In our current employment landscape, how you treat job candidates — especially during rejection — reflects directly on your organisation’s values, culture, and brand.
Declining candidates respectfully and professionally is a crucial part of maintaining your reputation and attracting future talent.
Whether you’re a large corporation, or a growing SME, the candidate’s experience doesn’t end with a job offer. For every successful applicant, there are many more who will not receive an offer — how you communicate that decision matters.
1. Respond Promptly and Courteously
Candidates put effort into preparing CVs, writing cover letters, and attending interviews. When they’re left waiting indefinitely, it can lead to disappointment and frustration. Promptly informing someone that they’ve not been successful shows respect for their time and interest in your organisation.
Aim to get back to candidates as soon as a decision has been made. Even if you’re managing a high volume of applications, an automated but polite response for early-stage rejections is far better than silence.
For candidates who have been interviewed, a personalised message or phone call is often more appropriate.
2. Personalise the Communication
Avoid generic, impersonal messages. A “Dear applicant” rejection email does little to promote goodwill. Whenever possible, personalise your message using the candidate’s name and mention the specific role they applied for.
If the candidate was interviewed, briefly reference something positive from their interaction. Even a short acknowledgement of their strengths or interest can soften disappointment, and reinforce the professionalism of your organisation.
3. Offer Constructive Feedback (When Appropriate)
While it’s not always possible to provide detailed feedback, offering it to shortlisted or interviewed candidates can be incredibly valuable. Many applicants genuinely want to improve and will appreciate your honesty if it’s delivered with care and encouragement.
Keep feedback constructive and focused on areas within the candidate’s control, such as experience, interview responses, or alignment with the specific requirements of the role. Avoid making it personal or overly critical.
4. Ensure Legal and Cultural Sensitivity
It’s important to ensure all communications — especially rejections — comply with New Zealand employment laws and reflect cultural awareness. Steer clear of any language that could be perceived as discriminatory, and always handle personal information in line with privacy obligations.
5. Keep the Door Open
Not every rejection needs to be the end of the road.
If a candidate was strong but not the right fit for the role in question, consider letting them know that you’d be happy to hear from them again in future. Encouraging candidates to apply for other positions or stay connected with your organisation can be a great way to nurture long-term talent relationships.
Even if you don’t have an immediate role available, expressing your willingness to stay in touch leaves the candidate with a positive impression and keeps the door open for future opportunities.
6. Support Hiring Teams to Communicate Professionally
Professional and consistent candidate rejection practices shouldn’t be left to HR alone. Hiring managers and panel members should be equipped with the skills and tools to handle these conversations effectively. This includes understanding what feedback is appropriate, how to frame it positively, and how to ensure legal compliance.
Providing training, email templates, or conversation guides can help standardise your approach and maintain a high level of professionalism across your hiring process.
7. Protect and Strengthen Your Employer Brand
Every interaction with a candidate is an opportunity to demonstrate your organisation’s values. A poorly handled rejection can result in a negative review, while a professional and respectful message — even when delivering bad news — can turn a disappointed applicant into a future advocate.
Word travels fast in professional networks, and job seekers often share their experiences with peers. A good rejection process signals that your organisation treats people with fairness, respect, and humanity — qualities that are increasingly important in a values-driven employment market.
Conclusion
Saying “no” is never easy, but in recruitment, it’s unavoidable.
What makes the difference is how you say it. By responding promptly, personalising your communication, offering constructive feedback, and equipping your hiring team with the right tools, you can ensure that every candidate walks away with respect for your organisation.
Need some advice?
We understand that hiring the right people is critical to your business’s success.
Our Recruitment & Selection services offer customised solutions that help you attract, assess, and retain top talent.
We work closely with you to understand your company culture, values, and long-term goals, ensuring that every candidate is the right fit for your organisation.
Want a free consultation?
Flick us a message here – or contact Lisa Oakley at lisa@peopleassociates.nz or on 027 573 5483.
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