Rejecting a candidate can be a challenging task, especially if you need to communicate the decision through LinkedIn. As a hiring manager, you want to maintain your employer brand and handle the situation professionally. Here are some tips on how to thoughtfully reject a LinkedIn candidate.
Be prompt
Once you’ve made a hiring decision, contact the candidate as soon as possible. Leaving them hanging for weeks is unprofessional and reflects poorly on your company. Aim to send a rejection within 24 hours of deciding not to move forward. The candidate will appreciate not being left in limbo.
Be personal
While it may be tempting to send a generic rejection, taking the time to personalize it goes a long way. Address the candidate by name and send them an individual message through LinkedIn. This shows you value them as a person, not just another applicant.
Make sure to:
- Use their first and last name
- Mention the position they applied for
- Reference any conversations you had, like interviews
Thank them
The candidate took time to apply and interview, so thank them for their interest. Show gratitude for their time and effort throughout the hiring process. A few example messages:
- “Thank you for taking the time to speak with me and learn more about our company.”
- “I appreciate you sharing your background and experience with us. It was a pleasure learning more about your career.”
- “Thank you for your patience throughout the interview process. I know it requires time and effort to make it through the various rounds.”
Explain why
Providing context on why you’re rejecting the candidate is important for closure. Explain how their background stacks up against the role’s requirements and why ultimately it wasn’t the right fit.
Some examples:
- “While your skills and experience are impressive, we found another candidate whose qualifications more closely match our current needs.”
- “After careful consideration, we’ve decided to pursue other candidates whose experience aligns closer with the day-to-day responsibilities of the position.”
- “Although you have many relevant accomplishments, we chose a candidate with slightly more experience in [key requirement of role].”
Offer encouragement
Getting passed over for a job can be discouraging. Offer some words of encouragement so the candidate stays motivated in their search. You could say:
- “I’m confident you’ll find the right opportunity soon that’s a great match for your background.”
- “Please don’t be discouraged by this outcome. Your skills and passion are sure to land you a position well-suited to your goals.”
- “Keep applying – with your track record I’m sure you’ll secure a role that’s an ideal fit in no time.”
Extend your network
The candidate clearly has skills and experience if they made it far into the hiring process. Consider connecting with them on LinkedIn to expand your professional network, even if they’re not the right hire at this time.
You could include this in your message:
- “I’d be happy to connect on LinkedIn so we can stay in touch and help each other expand our professional networks.”
- “Let’s connect on LinkedIn to continue the conversation. I’m always eager to grow my network with talented professionals like yourself.”
- “Although this position wasn’t the right fit, I’d love to connect with you on LinkedIn. Our industry needs more sharp minds like yours.”
Keep the door open
If you were impressed with the candidate but the timing just wasn’t right, let them know you’d welcome hearing from them again. Here are some examples of what you could say:
- “Please keep us in mind for future opportunities that might be a better match for your skills.”
- “I’d be glad to chat in the future if our needs change or new positions open up. Please reach back out.”
- “We were very impressed by your qualifications and hope our paths cross again. Feel free to keep me updated on your job search and let me know if you’d like to be reconsidered for any future openings.”
Proofread carefully
Before sending your rejection message, proofread it carefully. Look for any typos or wording that could come across as insensitive. Ask someone else to review it with fresh eyes too. You want the message to be professional and thoughtful.
Some key areas to double check:
- Candidate’s name is spelled correctly
- Position title they applied for is accurate
- Tone is polite and complimentary
- There are no grammar, punctuation or spelling errors
Send individually
Never reject candidates in a mass message. Send each person their own individual note tailored to their candidacy. Mass rejecting is impersonal and off-putting.
Avoid generic language
Steer clear of cliche phrases like:
- “We’ve decided to pursue other candidates.”
- “After careful consideration…”
- “Thank you for your time.”
These come across as insincere. Craft your message using original, personalized language.
Don’t ghost
Ignoring candidates and not communicating your decision shows a lack of respect. Always send a rejection note – no matter how busy you are hiring.
Be understanding
Keep in mind rejection stings no matter how thoughtful you are. The candidate may be disappointed or even frustrated. If they express this, don’t take it personally. Politely acknowledge their feelings before ending the conversation.
Follow up if needed
In rare cases, the candidate may argue or attempt to negotiate after rejection. Stand firm in your decision, but avoid being rude or hostile. Reiterate your reasons politely and wish them the best in their search. If needed, refrain from further discussion by saying something like:
- “I understand this is disappointing news. I wish you the very best moving forward.”
- “I know this isn’t the outcome you wanted. Please let me know if you have any other questions I can clarify.”
- “While I appreciate your interest in the role, my decision stands. I’m going to disengage from this conversation, but do let me know if any other questions come up I can help address.”
Review your hiring process
If you receive significant negative feedback or questions about your rejection, it may point to issues in your hiring process. Look at areas you can improve like:
- Setting clear expectations on job requirements, salary, and timeline upfront
- Giving candidates status updates instead of leaving them hanging
- Closing the loop promptly once a role is filled
- Training hiring managers to communicate professionally and compassionately
Don’t make promises you can’t keep
As tempting as it may be to soften the blow, be careful about making empty promises like “we’ll keep your resume on file”. Only say this if you truly plan to consider the candidate again.
Check your biases
Rejecting candidates can bring unconscious biases to the surface. Be honest with yourself about any preconceptions you may have made about the candidate and their qualifications.
Ask yourself:
- Did I make assumptions based on gender, ethnicity, age or other personal attributes?
- Did I give some candidates more benefit of the doubt than others?
- Could bias have influenced my ultimate hiring decision in any way?
Conclusion
Rejecting candidates is an inevitable part of the hiring process. With sensitivity and care, you can maintain strong employer brand and handle the situation professionally. Personalize your messages, offer encouragement and refrain from generic language. A thoughtful rejection note can even turn a passed over candidate into a brand advocate and potential future hire. By following these tips, you can reject LinkedIn candidates tactfully while keeping doors open for the future.