Do you know that HR must possess unusual skills when hiring someone? It’s because one must be able to deliver the unlikely news to the applied candidates that they didn’t obtain the job. Your company’s image may suffer, and you will be known unprofessional if you convey the decision impolitely. Always express your gratitude to the candidate for their time and be kind. Knowing where to begin cannot be trouble-free while answering how to tell someone they didn’t get the job they were hoping for. Even though it’s never easy to turn someone away, keeping a professional tone is equally crucial.

How to Tell Someone They Didn’t Get The Job?

Conveying this message can be daunting, but skilled HRs can easily convince rejected candidates. This article involves how to tell someone they didn’t get the job.

Motivate Candidates To Apply Again

Even if a candidate might not be the greatest fit for the position they applied for, you might come across another opening later. Inform deserving applicants to keep them in mind for future openings in their field. For instance, you may advise them to submit their resumes for a job again that requires an introverted extrovert personality.

Further, let them reapply for a different job with their improved skillset. You can also inform them that your firm uses social media to publicize open positions. Bringing this up helps to conclude the conversation more encouragingly.

Pick The Suitable Medium

Email is a feasible option in most cases. It gives applicants the privacy and flexibility to absorb news at their own pace. However, there are instances when you can consider making a phone call. A personal phone call to offer feedback is beneficial for those who spent a great deal of time in the interview process.

Moreover, a phone call can help create a more positive and understanding discourse. When the rejection concerns complex or sensitive feedback, it is better addressed through direct talk, even if it’s on LinkedIn.

Convince Them About Various Applications

Although rejecting a specific job is suitable, this is not easy. Remind the candidate that you value their time and that meeting them for the interview was a pleasure. For the particular role, covey that you will be seeking other candidates.

Likewise, reminding rejected applicants that your company didn’t take advantage of them might be helpful, as they take rejection personally. You can tell them that there were a lot of competent people opposing them. For instance, you can apologize for not choosing them even though you were impressed by their qualifications.

Provide Constructive Feedback

Nothing is more frustrating than having a job application denied without clarification. Although giving feedback to every applicant is not practical, those who have advanced to the interview stage should receive one. So, giving them honest feedback on why they weren’t chosen can be useful. It can enable them to review their weaknesses and make the necessary changes for future attempts. 

Convey The Strength of Other Candidates

You can inform the other candidate that they will not be receiving the job offer but in a different manner. Here, you can point out some of the other candidate’s benefits and give a relevant example to persuade them further.

Besides, inform that although their experience pleased you, another nominee’s academic record was superior for the job role with high-income skills. To ensure an easy dialogue, tell them that the other applicant had years of experience for the role you are looking for.

Be Polite And Empathetic

The two most important things to remember when telling someone they didn’t receive the job are politeness and empathy. Genuinely, everyone has been rejected by an entity at least once in a lifetime. All candidates are aware of how upsetting and stressful this situation may be.

Another reason is that people usually get so disheartened that they never apply again for any job. Hence, be patient when you inform someone they didn’t get the job they applied for.

Be Responsive to Convey

Reaching out via email or phone can be a way to recognize rejected candidates. However, make sure your message is personalized at all times. Include the nominee’s name, position title, and any positive actions taken during the interview.

In addition, you can send a rejection email even if the applicant was turned down during the resume screening process. If a follow-up request is made, always respectfully reply, even if the applicant seems dissatisfied.

Thank Them For Their Time

When telling someone they didn’t win the job, one of the first things to do is always to remember to thank the candidate. It is your moral duty to show gratitude to all candidates who applied. Being a little more civil can help establish trust with candidates. Expressing gratitude to the applicants who were not selected shows your respect for their interest in your company, time, and efforts.

Personalize The Rejection Letter

Rejection can cause great harm but can also be greatly eased by recognition. So, rejecting a candidate can be handled via phone, letter, or email. Just be sure to customize your response. Viewing little details like the names, the job titles they applied for, and aspects of their portfolios that you found appealing can reduce the hurt of rejection.

Keep It Brief And To The Point

In your phone conversation or email, let the applicant know you won’t offer them immediately. Explain why you aren’t renewing the offer to lessen the blow of the rejection.

Further, rejecting prospects might take a lot of time. So try to limit your discussions to a minimum to show respect for both of your time. Thus, the same rules apply if you’re sending a rejection email to be brief.


Informing people that they were not selected is crucial since applicants hope to get the job. The HR needs to know how to tell someone they didn’t get the job, as it can create or destroy your company’s reputation. Most applicants expect to hear back from you after devoting time to your hiring process. Keeping in touch with rejected applicants keeps them running for positions that may become available. Sooner or later, such candidates will apply again.

FAQs on How to Tell Someone They Didn’t Get the Job

What time of day is ideal for sending a job rejection?

You must know how to tell someone they didn’t get the job. Considering the time of the rejected applicants and their emotional interest in the process, it is ideal to convey a job rejection as soon as the choice has been made.

What typical errors should be avoided while sending rejection messages?

Avoid making common errors in rejection messages. It involves being unclear, giving too detailed responses, and requiring a more polite tone. Inform them in a simple, respectful, and supportive manner.

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