The recruiting process is as much about identifying the right candidates as it is about turning down others thoughtfully. In fact, every experienced recruiter has likely turned down far more candidates than they have hired over the years. How a recruiter delivers a rejection can have a lasting impact—not just on the candidate, but on the organization’s brand and reputation. When done right, saying “no” can reinforce goodwill, build relationships, and help candidates grow from the experience.

Here’s a guide on how to turn down candidates constructively, backed by data and best practices for effective candidate communication.

Don’t Ghost Candidates

Recruiters are not just hiring professionals—they are brand ambassadors for their organizations. One of the most common complaints from job seekers is the lack of follow-up after interviews. According to a survey by Indeed, nearly 44% of job seekers reported being “ghosted” by a company at least once after an interview. This has significant repercussions: 69% of job seekers say they are less likely to buy from a company that ghosted them, showing that ghosting affects not only employer branding but also consumer behavior.

Ghosting reflects poorly on an organization and can harm future recruiting efforts. On the other hand, timely communication with candidates can be a strategic investment in future relationships. Research by LinkedIn Talent Solutions shows that candidates who receive timely updates are twice as likely to consider future job opportunities with the same company.

To avoid ghosting, establish a consistent follow-up process. If timelines change, keep candidates informed. Even a simple message like, “We appreciate your patience and will follow up within the next two weeks with feedback and next steps,” helps maintain trust and respect.

Respond Quickly

In today’s competitive talent market, timely responses show respect for a candidate’s time and effort while keeping them engaged. According to CareerBuilder, 78% of job seekers consider the speed of response an indicator of how a company values its employees.

Once a decision is made, communicate it promptly. Delays can lead to frustration and anxiety, which only intensify the disappointment of rejection. Conversely, a quick response signals professionalism and consideration.

LinkedIn reports that candidates are 4 times more likely to consider future opportunities with a company when they receive timely feedback, even if they are rejected. A prompt response allows candidates to move forward while leaving the door open for future roles.

Use Personalized Language

While recruiters interact with many candidates, each candidate typically has only one primary point of contact in the organization. This makes personalization essential.

Generic rejection emails are common, but a touch of personalization can make a significant difference. In a 2023 TalentBoard survey, 55% of job seekers said they value personalized feedback after interviews. Address candidates by name and reference specific aspects of their application or interview to make feedback more relevant.

Avoid vague phrases like, “We went in a different direction” or “We chose someone who better matches our requirements.” Instead, offer transparent feedback. For example:

“Joe, we appreciate your time and interest in the role. Unfortunately, the team is looking for someone with more hands-on experience managing large-scale IT systems.”

This approach provides clarity, minimizes misinterpretation, and demonstrates respect for the candidate.

Be Clear and Honest

Candidates can often sense when feedback is vague or sugarcoated. Be honest—but tactful—about why a candidate wasn’t selected. Whether it’s due to a missing skill, lack of experience, or an interview performance gap, clear feedback can help candidates understand and improve.

According to a Glassdoor study, honesty and transparency improve a candidate’s perception of a company by 27%. This honesty can be the bridge between where a candidate is now and their next big opportunity.

Offer Constructive Feedback (When Possible)

When feasible, provide actionable feedback that candidates can use to improve their job search. While time or legal constraints may limit this, data from LinkedIn Talent Solutions shows that candidates who receive feedback are 50% more likely to apply for another position at the same company.

Feedback should be specific, actionable, and delivered with empathy. For instance, instead of saying, “Your skills didn’t match,” try, “We recommend gaining experience with cloud-based software to better align with future roles like this.”

Constructive feedback helps candidates view rejection as a stepping stone, not a setback.

Maintain a Positive Tone

Rejection messages should balance professionalism with empathy. Phrases like, “We appreciate your time and effort” and “We’re grateful for your interest in joining our team,” make the message feel more personable.

Emphasize that the decision was not easy and that their application was given careful consideration. Candidates who feel respected and valued—even after rejection—are 2.5 times more likely to reapply for future roles than those who feel dismissed.

Offer Resources for Continued Growth

When candidates leave the hiring process, equip them with valuable resources to enhance their career prospects. If a candidate lacks a certification or skill, recommend relevant courses, books, or professional organizations.

A Jobvite survey found that over 60% of candidates would feel more positive about a rejection if provided with advice or growth resources. Sharing these resources demonstrates your organization’s commitment to professional development and leaves a lasting positive impression.

Keep Communication Channels Open

Candidates may have follow-up questions or seek additional guidance after a rejection. Being open to these interactions builds trust and sets the stage for future opportunities.

According to Lever, 70% of hiring managers report that candidates who were previously rejected were later hired for a different role. Keeping communication channels open—whether for questions about feedback or career advice—ensures a positive candidate experience and helps maintain a talent pipeline for future roles.

Final Thoughts

Rejecting candidates is an inevitable but critical part of the recruiting process. By handling rejections with empathy, honesty, and constructive feedback, recruiters can leave a positive impression that benefits both the candidate and the organization.

Candidates who feel respected are significantly more likely to reapply or recommend the company to others. By prioritizing thoughtful communication, recruiters can strengthen their employer brand while contributing to a more supportive and growth-focused job market.

Does this resonate with you? Share your story of the most constructive rejection interaction you’ve experienced at info@rocketpower.io, and we’ll feature the top 10 stories on our LinkedIn page!