Write a personalized and caring email refusing an application

Looking for a job can be a daunting and often daunting task for candidates. When they take the time and energy to apply for a job offer, the least they can do is offer them an answer, even if it is negative. However, one point can quickly cause a problem in your recruitment process and significantly impact your employer brand: the way you refuse your candidates. To do this, you must go through the box “write a Email refusing an application”. When should you send this rejection email? How do you express it while remaining professional and caring? And above all, how to make this moment an opportunity for strengthen your employer brand ?

When should you send an email refusing an application?

The timing of sending an email refusing an application is crucial. If your process is automated or if you have decided not to keep a candidate instantly, delay the sending of your refusal. Indeed, it can be particularly disheartening as a candidate to receive a rejection only a few minutes after applying.

Here are some recommendations for determining the best time:

• As soon as the decision is made : As soon as you have decided not to retain a candidate, let them know quickly (but not too much!). Don't let candidates wait too long without a response. According to a Glassdoor study, 58% of candidates expect a response within a week after an interview, and 83% within two weeks.
• After each recruitment stage : If your recruitment process includes several steps (tests, interviews, etc.), send a rejection email after each stage to inform unsuccessful candidates.
• At the end of the process : Once you've found the ideal candidate and they've accepted your offer, quickly let other candidates know the final result.

Informing candidates quickly allows you to show your respect for them and to maintain a professional image of your company.

Why should you send a rejection email

Sending an email refusing an application is not only a matter of politeness, but also an essential strategy for several reasons:

• Respect and courtesy : Candidates have invested time and effort in applying. Not responding to them is seen as a lack of respect. According to a LinkedIn study, 94% of candidates want to receive feedback after an interview, even if they were not selected.
• Improving the employer brand : Clear and respectful communication reinforces the positive perception of your business. Candidates will share their experience, good or bad, with their network.
• Future potential : A candidate turned down today could become an ideal employee tomorrow or a ambassador of your company. Maintaining a positive relationship is crucial.

It is important to keep in mind that humanizing your email can only be beneficial for your business.

Now 2 choices are available to you:

• Use our classic rejection email template at the bottom of the article
• Follow our tips for writing your own email

To simplify this process, we have developed templates pre-written by AI and customizable within our tool to write professional and caring application refusal emails. Thanks to our advanced AI technology, you can personalize each email according to the candidate and their application, while saving time and ensuring consistent communication.

Discover our programmatic recruiting technology to boost your HR processes:

Tips for writing an email refusing an application

1. Be clear and concise

When you write a Email refusing application, clarity and conciseness are essential. Start by expressing gratitude to the candidate for applying for your job or training offer. Show him that you genuinely appreciate the interest he has shown in your business. Then quickly move on to announcing the decision. Use simple, straightforward sentences to avoid ambiguity. Avoid vague formulations that could leave the candidate in doubt. A clear and accurate message helps maintain transparent and respectful communication with candidates, even in delicate moments like these.

For example:

“We want to sincerely thank you for taking the time to apply for our job offer for the position of [job name]. We appreciated your interest in our company and your qualifications were carefully considered during the selection process.”

2. Express gratitude

Show appreciation for the time and effort put into the candidate's application. Express your gratitude in authentic and specific ways.

For example:

“We want to express our sincere gratitude for your interest in our company and for the efforts you put into applying for the position of [job name]. Your application has been carefully reviewed, and we were impressed by [mention a specific aspect of the candidate's qualifications or experience].”

By using this model, you show the candidate that you appreciate their efforts and that their application was taken seriously, which helps maintain a positive relationship even if they are rejected.

3. Offer constructive feedback:

Offer constructive advice or feedback on the candidate's application. This feedback can help the candidate better understand the reasons for his refusal and give him ways to improve his future applications.

For example:

“We want to thank you again for taking the time to apply to [company name]. Although your profile was impressive, we decided to continue with another candidate whose profile more closely matched the specific needs of the position. However, we would like to highlight [mention a strength of the applicant's application, such as technical skills, relevant experience, etc.]. We encourage you to continue to develop these skills and to explore other opportunities that better fit your professional profile.”

By providing constructive feedback in this way, you help the candidate understand what aspects of their application were appreciated while offering advice for future professional development.

4. Offer an alternative:

Offer alternatives to the candidate, whether they are other positions within the company or similar external opportunities.

For example:

“Although we are not in a position to offer you the position you have applied for, we want to let you know that there are other opportunities within our company that could match your profile and skills. We encourage you to check our careers site regularly to be notified of new opportunities that may be of interest to you. Additionally, we invite you to consider applying for similar positions at other companies where your expertise and experience could be valued.”

By offering alternatives in this way, you are showing the candidate that you value their profile and that you want to help them find opportunities that better match their skills and professional goals.

Application refusal email template

”Madame X/Mr. X,

We sincerely thank you for your interest in our company and for the time you spent applying for the position of [Job Name].

However, after a careful study of your application, we regret to inform you that we cannot give you a favourable response.

Indeed, [explain the reason for the refusal].

However, know that this should not call into question your personal qualities and your background.

We wish you continued success in your research and in the rest of your career.

Please accept, Madam/Sir, the expression of our respectful greetings.”

In summary, writing application refusal emails requires tact and sensitivity. By following these tips and using our tool, you can turn a potentially negative experience into an opportunity to strengthen your employer brand and maintain positive relationships with candidates.

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