Table of Contents

How to Reject a Job Applicant Professionally

At times, a candidate for a role within your organization does not end up being the right fit. Reasons for this can include payment expectations, travel arrangements, or even changes to the needs of the organization itself. No matter the reason, a job applicant who visited the office for a job interview should be notified that they did not meet the requirements for the position. However, there are ways to go about this in a professional and polite manner. 

For instance, rather than simply not notifying the applicant at all, an organization can inform applicants about what to expect after the interview is over. This starts with providing more information on what the candidate should expect once the interview gets reviewed and discussed. Whether it’s a phone call or an email, the candidate should know what to check in order to find out the status of their application.

On that note, if a candidate does not make it to the initial in-person interview stage, they can be informed by an email that the organization will not be moving forward with their application. If a company does not have a customized and automated process for this procedure and would like to save time, then it can state on the job description itself that only qualified candidates will be contacted with the next steps. The key here is clear communication to mitigate any misunderstandings.

In terms of using an automated rejection letter, make sure it is well-written, professional, and polite. This can be done by acknowledging the candidate for taking their time to fill out the application form and providing all the necessary information. If a candidate put together an online portfolio, resume, and cover letter, as well as took an online assessment for a position, then those actions may be acknowledged, too. 

At times, it may also be appropriate to inform a candidate through the phone about the status of their job application. However, it is vital to be sensitive about what gets said in a phone call. Put care into writing an appropriate script for rejecting applicants over the phone. If an organization wishes the candidate to remain in its database, or wishes to potentially reach out to them in the future, make sure those intentions are clear. In addition, be prepared for the scenario of providing feedback to the candidate. 

Of course, clear communication goes a long way. This can also save an organization in terms of its reputation and ability to remain professional. Make sure that the individuals sending out the rejection letters or making the rejection calls understand the unlawful forms of discrimination. 

In addition to this, make sure that the way they conduct themselves cannot be misinterpreted. A way to do this is to educate an organization through the use of workshops and professional seminars. 

Rejecting job applicants can be tough, however, it can be done in a professional way that embodies the values and policies of an organization. For more advice on how to foster a productive workforce, as well as a thorough consultation on how to take an organization to the next level, contact the Find Your Audience team at either 647-479-0688 or

Your Secret Weapon: Mastering Email Marketing with Templates

The Influencer Revolution: How to Kickstart Your Own Marketing Agency

Unlocking Success: Embracing the Best Business Marketing Trends

Revolutionize Your Strategy: Embracing Different Marketing Trends