Sending Regrets to Candidates

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Overview

This template is used when your company makes contact with a candidate and decides they will not be considered for a position, you must close the loop and communicate your decision. It can be difficult to come up with the right words to write such a letter or email.  Offering a script to help the Manager get started is much better than having to start with a blank page.

This document contains scripts that can be adapted or used as-is by Hiring Managers to communicate to an external applicant that they will not be proceeding further in the interview process.  Scripts are included for the scenarios such as:

• No interview granted
• Candidate interviewed – not proceeding to next round
• Candidate interviewed – position filled
• Interview period extended

Why use the External Candidates Regrets Scripts?

• If your company makes contact with a candidate and decides they will not be considered for a position, you must close the loop and communicate your decision.
• It can be difficult to come up with the right words to write such a letter or email.  Offering a script to help the Manager get started is much better than having to start with a blank page.

What you risk by not using the External Candidates Regrets Scripts?

• Managers may avoid communicating decisions not to hire because they don't know how to say it graciously.
• Closing the loop with a candidate when a decision has been made not to proceed with them is an important courtesy to extend.  Leaving them hanging is unprofessional and reflects poorly on your company's brand and reputation.

Tips

• Consider that the recruiting process is marketing you as an employer. When someone has a good experience, they will talk about it. When someone has a bad experience, they will talk about it. Make sure the ‘talk’ is positive.
• Different views exist on the acceptability of communicating “No thank you” by email or letter, as opposed to a phone call. We believe that an email is acceptable in all circumstances except when dealing with the finalists. By this point, the incumbent has likely had 3 interviews with your company, and should be contacted by telephone out of courtesy.
• If you have interviewed several top-notch candidates, either for the open position or other positions in your company, maintain a relationship with these candidates.
  • You may want to keep their applications in a folder categorized by position-type.
  • You may also want to keep them on an email list and:  
    • Communicate with them when there is a suitable open position and invite them to apply.
    • Communicate with them when there is an open position for which they are not suitable, but may be able to recommend someone. If you were impressed by the candidate, the chances are higher that they will know and recommend high-performing individuals.
• Ensure that your criteria for applicant selection is tied to bona fide job requirements and be careful about the feedback you provide to applicants about why they are no longer being considered.

External Candidate Regrets Scripts