It’s never easy to tell someone that they won’t be hired. But it’s better to provide a clear and honest answer than to leave people wondering and waiting for a phone call that will never come. That’s why we’ve put together a sample email for not hiring someone, which you can find and tailor as you need.
Sending an email may seem impersonal, but in some cases, it’s more efficient and less intrusive than making a phone call. Plus, you can provide more information in writing and avoid misunderstandings or miscommunications.
We understand that you may feel disappointed or frustrated if you don’t get the job you applied for, but we hope that this email will at least provide closure and give you some feedback on why we didn’t select you. You can use this feedback to improve your skills, your resume, or your interview technique, and apply again in the future.
Of course, we don’t want to discourage you from pursuing your career goals. There are plenty of opportunities out there, and we’re sure that you’ll find the right match sooner or later. In the meantime, we encourage you to keep honing your skills, networking with other professionals, and staying positive.
Without further ado, here is the sample email for not hiring someone:
Dear [candidate’s name],
Thank you for your recent application for the [position] role at [company’s name]. We appreciate the time and effort you put into your resume, cover letter and interview.
After careful consideration and review of all applicants, we have decided not to proceed with your application at this time. Although we were impressed with your qualifications and experience, we found other candidates whose skills and expertise more closely match the requirements of the role.
We want to assure you that this decision was not a reflection of your abilities or potential, and we encourage you to continue pursuing your career goals. If you would like further feedback on your application or interview, please let us know, and we’ll be happy to provide it.
Thank you again for your interest in our company, and we wish you all the best in your future endeavors.
[Your name and title]
You can use this template as is, or modify it as needed to fit your company’s style and tone. You may also want to personalize it by adding some specific comments or observations about the candidate’s strengths or weaknesses.
Remember that providing feedback and being honest, empathetic and respectful is crucial when delivering bad news. You want to leave a good impression even if you’re not hiring someone, as they may become a customer, a colleague, or a referral in the future.
The Best Structure for Sample Email for Not Hiring Someone
Writing an email to inform a job candidate that they did not get the job can be a delicate and challenging task. It’s essential to maintain a professional tone while being empathetic towards the candidate’s feelings. Moreover, it’s necessary to ensure that the email’s structure is well-organized and easy to understand.
Here are some essential tips to keep in mind while drafting an email to inform a job candidate that they have not been selected:
- Be Direct and Clear: It’s okay to acknowledge the disappointment of the candidate, but make sure that the language and tone of your email are direct and clear. Use simple and straightforward words to convey the message and avoid beating around the bush.
- Maintain a Positive Tone: Even when communicating rejection, it’s crucial to maintain a professional and positive tone. Start by thanking the candidate for their interest in the position and the time they invested in the application and interview process. You could also mention any positive attributes of the candidate, such as their impressive educational background or relevant work experience.
- Provide Constructive Feedback: Mention any feedback that can help the candidate improve their job search in the future. If the candidate didn’t meet the required qualifications, let them know what skills they should work on to increase their chances of getting hired in the future.
- Offer Assistance with Future Opportunities: Although the candidate may not have been selected for the current position, offer assistance in their search for future job opportunities. Let them know that they can contact you for any help in the future.
- End on a Positive Note: End your email on a positive note. Wish the candidate all the best in their future endeavors and reiterate your appreciation for their interest in the position and company.
In conclusion, writing an email to inform a candidate that they did not get the job can be challenging, but it’s an essential part of the hiring process that should be done with utmost professionalism. By following the above guidelines, you can craft a well-organized and empathetic email that will leave a positive impression on the candidate.
Sample Email for Not Hiring Someone – 7 Templates
Unsuitable Work Experience
Dear [Applicant’s Name],
Thank you for your interest in the [position] role at [company name]. However, we regret to inform you that we have decided not to move forward with your application. After a careful review of your work experience, we found that it didn’t align with the requirements of the role, and we are looking for someone who has experience in [specific skills].
We appreciate your interest in working with us and wish you all the best in your future endeavors. Please do not hesitate to apply again in the future if you believe you have gained the necessary experience.
Poor Cultural Fit
Dear [Applicant’s Name],
We appreciate your interest in the [position] role at [company name]. Unfortunately, after thorough consideration, our team has decided not to move forward with your application. While you have an impressive skill-set, we believe that your personality is not a good fit for our company’s culture.
We believe in creating a work environment that thrives on collaboration, positivity, and creativity. Based on your interview, we feel that you may not be comfortable working within our company’s unique culture.
Thank you for understanding our decision. We wish you the best of luck in your job search.
Dear [Applicant’s Name],
Thank you for your application for the [position] at [company name]. After reviewing your credentials, we regret to inform you that we have decided not to move forward with your application. While your dedication and enthusiasm are admirable, we felt that your qualifications didn’t match the requirements of the position.
We are looking for someone with strong expertise in [specific skill] and [specific skill] who can provide quick value to our team. We appreciate the interest you have shown in our company and encourage you to keep applying for positions that match your qualifications.
We wish you success in your career and thank you for applying.
Red Flags in the Background Check
Dear [Applicant’s Name],
Thank you for your application for the [position] at [company name]. We appreciate your interest in joining our team, but unfortunately, we have decided not to move forward with your application. After conducting a background check on your history, we have concerns that your preferred job is not a suitable fit for our company.
Please understand that this decision was difficult for us to make. Our company has strict parameters regarding our employees’ ethical and moral conduct, and we cannot compromise on those standards. Please do not let this experience discourage you from pursuing other opportunities where you would be a better fit.
We wish you the best of luck in your job search.
No Relevant Industry Experience
Dear [Applicant’s Name],
We are grateful for your interest in the [position] role at [company name]. After careful consideration of your application, we regret to inform you that we have decided not to move forward with your candidacy. We were impressed with your credentials, but ultimately, we found that you did not have industry-specific experience that aligned with the requirements of the role.
We understand that this decision may be disappointing to you, but we encourage you to continue to pursue roles that align with your interests and strengths. Please note that we will keep your resume on file and reach out to you when we have vacancies that match your skills and experience.
Thank you for your interest in [company name], and we hope that you find a job that suits you well.
Unanswered Questions During the Interview
Dear [Applicant’s Name],
Thank you for taking the time to interview for the [position] opening at [company name]. I wanted to take this opportunity to thank you for your interest. We received an overwhelming response to this position, and we met with many extremely qualified candidates, including yourself.
However, after thoughtful consideration, we regret to inform you that we have decided not to move forward with your application. During your interview, we had concerns about your ability to perform some of the job duties, and the answers you provided did not provide us with the clarity we needed to feel confident that you could perform the job.
We appreciate your time and effort in applying to [company name], and we encourage you to continue developing your skills and gaining experience. We hope that you find success in your future endeavors.
Candidacy did not meet the requirements
Dear [Applicant’s Name],
Thank you for your interest in the [position] role at [company name]. After a thorough review of your application, we have decided not to move forward with your candidacy. While we appreciate your achievements and your professional successes, your candidacy did not meet the requirements of the position.
Please note that this decision is not a reflection of your skills, experience, or character. Rather, it is a result of our specific requirements for this particular role. We encourage you to apply for future positions at [company name] that match your skills and experience.
We thank you for taking the time to apply and wish you success in your job search.
Tips for Writing a Sample Email for Not Hiring Someone
Writing an email to inform a job applicant that they did not make the cut can be an uncomfortable situation for both parties, but it is an inevitable part of the hiring process. If done correctly, this email can leave a good impression on the candidate, showing that your company values professionalism and transparency. Here are some tips for writing a sample email for not hiring someone:
• Be timely with your response. Waiting too long to notify a candidate will only increase their anxiety and frustration. Ensure that you send the email as soon as possible after the final decision has been made.
• Be honest and straightforward. Do not beat around the bush or sugarcoat the response. Be firm but respectful in your message. Letting the candidate know that they were not the best fit for the job is better than giving them false hope or making up excuses.
• Clearly state the reasons for the decision. Giving specific reasons for not selecting a candidate can help them understand your perspective and provide insight on how to improve for future job interviews. It also demonstrates the company’s commitment to fairness, as opposed to arbitrary and biased decisions.
• Use a professional and empathetic tone. The email should not come off as cold or insensitive. Begin the email by thanking the candidate for their time and consideration and acknowledge the effort they put into their application and the interview process.
• Provide feedback or resources if possible. In some cases, it may be helpful to offer feedback or provide resources that can help the candidate improve their skills or qualifications. This can be a beneficial gesture that shows the company cares about the individual’s career growth and development.
Overall, the sample email for not hiring someone must be tactful, respectful, and concise. It is an opportunity to maintain a positive image of your company and build a relationship with the candidate for any future opportunities.
FAQs for a Sample Email Declining a Job Candidate
What is the purpose of the sample email?
The sample email is meant to inform a job candidate that they have not been selected for a certain job position they have applied for.
Why is sending an email important?
Sending an email to a job candidate is an important and professional way to inform them about the outcome of their job application.
What should I include in the email?
You should include a polite message thanking the candidate for their time and interest in the position. You should also inform them that you have selected someone else for the position.
Should I include feedback in the email?
It is not mandatory, but providing feedback to the candidate can be helpful in guiding them in their job search and career development.
Is it ok to be honest in my email?
While it is not necessary to provide all the details about why a candidate was not selected, it is important to be honest and straightforward with them.
What is the ideal length for the email?
Your email should be brief and to the point. You can express gratitude, deliver the news, provide feedback (if applicable), and end the email politely in no more than 2 or 3 paragraphs.
When should I send the email?
It is best to send an email as soon as a decision has been made. Avoid keeping candidates waiting for a long period of time.
Should I leave the door open for future possibilities?
It is entirely up to you. Leaving the door open to future possibilities can be helpful if the candidate has potential for a future position. Additionally, it can keep the relationship positive.
Can I provide additional resources that may be helpful to the candidate?
Yes, if you have any other resources that may be helpful to the candidate like a career development website or professional organization, sharing those in your email can be a nice touch.
Is it necessary to follow up with the candidate after sending the email?
This is also up to you. If you would like to follow up with the candidate or answer any additional questions they may have after receiving the email, you can do so.
Thanks for Reading!
And that’s it! I hope this sample email for not hiring someone has provided you with a few ideas on how to handle a tough situation in a professional yet empathetic way. Remember, failed job applications are a natural part of the hiring process. Your priority is to treat every candidate with respect and kindness, even if it’s hard to be the bearer of bad news. So, thank you for taking the time to read this article. Don’t forget to come back soon for more helpful tips and tricks!