How to Decline an Applicant Politely
When you have to inform an applicant that their application has been unsuccessful, it can be a challenging task. The key is to maintain a professional and respectful tone while delivering the news. Here are some tips on how to decline an applicant politely.
1. Prepare Your Message in Advance
Before you reach out to the applicant, take some time to prepare your message. This will help you stay focused and ensure that you cover all the necessary points. Consider what the applicant might be feeling and how you can address their concerns without sounding unprofessional.
2. Use a Clear and Concise Format
Keep your message brief and to the point. Avoid using lengthy explanations or unnecessary details. Start with a direct statement of the decision, followed by a brief explanation and a closing statement.
3. Express Gratitude
Thank the applicant for their time and effort in applying for the position. Acknowledge their interest in the role and the company. This shows that you appreciate their interest and are not dismissing their application without due consideration.
4. Be Specific, Yet Respectful
When explaining the reason for the decline, be specific without being overly critical. Avoid pointing out specific weaknesses unless they are crucial to the role. Instead, focus on the overall fit for the position or the specific needs of the team.
5. Offer Constructive Feedback
If appropriate, provide the applicant with constructive feedback that can help them improve their skills and qualifications for future opportunities. This can be a positive way to end the conversation and may encourage them to apply again in the future.
6. Be Professional and Respectful
Throughout the entire process, maintain a professional and respectful tone. Avoid using negative language or making assumptions about the applicant’s abilities. Remember that they may have other opportunities and it’s important to leave a good impression.
7. Provide Contact Information
End your message by offering your contact information for any further questions or discussions. This shows that you are open to communication and willing to assist them in any way possible.
8. Send a Follow-Up Email or Letter
After your initial conversation, send a follow-up email or letter to confirm the decision. This serves as a formal record of the communication and provides the applicant with a written confirmation of the outcome.
By following these tips, you can decline an applicant politely and maintain a positive relationship with them. Remember that even though their application was unsuccessful, they may be a valuable candidate for future opportunities or referrals.
