Writing a refusing email application: importance and examples
The hiring process can be complex and demanding and in today's connected world, a company's reputation is built and deconstructed in an instant. With the rise of feedback platforms like Glassdoor and Indeed, candidates can now share their hiring experiences, good or bad, with the world.
Hence the importance of working on your refusal, a step that can be difficult to approach. This email should not be seen as a simple email or a sample letter but as a crucial tool to maintain a positive image of the company.
1 - Why is it essential to send a refusal email?
Rejecting a candidate is difficult, but not responding (a behavior called “ghosting”) can have significant consequences.
1.1 - Preserving the company's reputation
Each rejection letter is a window into your business. Writing this kind of email well is therefore a question of image and employer brand.
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When a candidate applies for a job offer, they invest time and energy in applying. He adjusts his resume, (can write a cover letter), and sometimes even spends several weeks waiting for a return. Ignoring this work and not informing the candidate about the status of their application is perceived as a lack of respect.
When writing a rejection email, keep in mind that the candidate can share their experience with those around them. A clumsily written email or an absence of response can damage the company's image. It's a missed opportunity to show that you value each candidate, even if they didn't get the job.
1.2 - Offer constructive feedback
Recruiting is a learning process for both the recruiter and the candidate. Informing a candidate that they were not selected is necessary, but giving qualitative feedback is just as crucial.
Many candidates, following a refusal, ask themselves the question: “Why was my application not accepted?” Simply explaining the reasons allows the candidate to understand what they could improve for future applications. This may be related to the skills sought, training, or any other criteria related to the position.
1.3 - Encourage future applications
A refusal is not necessarily a final rejection of the candidate. It is possible that his application is a perfect fit for another position or that you may want to contact him again in the future. Hence the interest of integrating it into your Candidate pool.
So it's important to keep the door open. Reassure the candidate by letting him understand that even if he was not selected this time, his application was appreciated and that he could be asked again.
Advice: A sentence such as “Your profile has a lot of qualities that match our values. Although we have made the choice to continue with another candidate for this position, we keep your contact details and may contact you again for future opportunities.” gives hope while being sincere.
2 - Example of an email refusing an application
Each application is unique, but some formulations can be used as a model for writing a rejection letter or email based on respect and consideration, let's discover some examples:
2.1 - Spontaneous application
Subject: Following your spontaneous application to [Company]
Dear Sir/Dear Madam [Name of Candidate],
We have received your application for the position of [...] and we thank you for your interest in our company.
After careful examination of your file, we regret to inform you that we do not currently have a position corresponding to your profile and your aspirations. However, we keep your file in our files, and will not hesitate to contact you again if an opportunity corresponding to your profile arises in the future.
We thank you for the trust you have placed in our company and wish you all the best for the continuation of your professional career.
Please accept, Madam, Sir, the expression of our distinguished greetings.
Regards,
[Your name]
[Your position]
[Society]
2.2 - Application after interview
Subject: Following your interview for the position of [...] at [Company]
Dear Sir/Dear Madam [Name of candidate],
We thank you warmly for your interest in the offer of [Job Title] at [Company], as well as for the time you gave us during the interview we had on [date]. We carefully studied your background and discussed the points raised during our meeting.
However, after careful consideration, we decided not to proceed with your application. The main reason being “[the reason for the refusal]”. We opted for a candidate whose profile is more in line with our current needs.
We know how much time and effort a job search can take and we want to assure you that this decision does not reflect a competency problem on your side. We had to make a choice based on the specific needs of this position.
However, we keep your information and will not hesitate to come back to you for future opportunities that would better match your profile. We wish you the best of luck in your future professional endeavors.
Please accept, Madam, Sir, the expression of our distinguished greetings.
Regards,
[Your name]
[Your title]
[Society]
2.3 - Internal application
Subject: Following your application for the position of [...]
Dear Sir/Dear Madam [Name of Candidate],
Thank you for applying for the position of [...] and for taking the time to discuss your application with us during the interview on [date].
Unfortunately, after careful analysis, we chose to fill the position with another candidate. The “main cause” of this decision is based on [the reason for the refusal].
We value your contribution to [Company] and encourage you to continue to look for opportunities that match your skills and career goals within our organization.
We can also talk to provide you with constructive feedback and discuss areas for improvement that could increase your chances for other positions in the future.
Thank you again for the time and effort you have invested in this process. We remain at your disposal for any further information.
Please accept, Madam, Sir, the expression of our distinguished greetings.
Regards,
[Your name]
[Your title]
[Society]
3 - Use an assessment solution
It is a great way to make informed choices for your hires but it is also useful for giving constructive feedback, even in the event of a refusal.
This is why after several years of R&D with researchers in Psychology and Neuroscience, we have imagined Yuzu : one New Generation Assessment Center, specialized insoft skills assessment (the famous soft skills).
With Yuzu, talents are immersed in scenarios developed with the latest technologies of the Video game.
The evaluations, on the other hand, are accessible to all profiles thanks to simplified orders and cloud technologies (all you need is a computer and an internet connection to be evaluated).
Choose the best candidates with Yuzu
The advantages of our solution:
- One candidate experience exceptional to boost your employer brand ;
- A solution accessible to all to ensure equal opportunities;
- A decision support tool to detect and promote interpersonal skills.
Whether it's for your recruitment process Or of internal mobility, we are transforming the assessment of Soft Skills in a strong and fun moment.
Conclusion
In today's world of recruitment, every step, every interaction is critical. The refusal email, this negative response often feared by both the recruiter and the candidate, is not only a formality. It is an integral part of the recruitment process, a sign of attention to those who have shown an interest in your business.
Take the time to write this email well. It is not simply a question of transmitting a decision, but of informing the candidate and valuing his file. It is an opportunity to show the seriousness and professionalism of your business.
Opting for a sample letter may seem like the easiest and quickest approach. However, each application is unique, each interview reveals a different profile. So why settle for a sample letter? It is essential to adjust, personalize, adapt your email according to the person you are addressing. It is not a question of writing everything every time, but of integrating specific elements relating to the interview or the position for which the person applied.
In short, if the refusal was decided following an interview or a file review, the candidate deserves to know this with clarity, respect and kindness.
However, if the volumes are too large and you are unable to answer all your candidates, you can also entrust this task to YAGGO, they are experts in candidate relationship with a double promise: to respond in less than 3 days and to make the candidates put in pools come back to your new offers.
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