Rejecting candidates is never the most pleasant part of the hiring process - but it is one of the most important. A thoughtful rejection can leave a candidate with a positive impression of your company and even encourage them to apply again in the future. A poorly handled one can damage your brand and alienate talent.
At Recruiting Together, we believe in making recruitment a more human experience - for everyone involved. Here’s how to reject a candidate after an interview with professionalism, empathy and UK best practices in mind.
1. Don’t Delay
As soon as you’ve made a decision, communicate it. Leaving candidates waiting for weeks, or ghosting them altogether, is unfortunately still common - but it’s also deeply unprofessional. Aim to follow up within a few days of the final interview round.
2. Choose the Right Format
For candidates who’ve made it to the interview stage, an email is the minimum courtesy. For final-round candidates or those who spent significant time in the process, a 'phone call or video call is more respectful. Choose the format that matches the effort they invested.
3. Be Clear, But Kind
Avoid vague phrases like “We’ve decided to move in a different direction.” Instead, let them know they weren’t selected, but do so with warmth:
“Thank you so much for taking the time to meet with us and share your experience. After careful consideration, we’ve decided to proceed with another candidate whose experience more closely matches the role’s needs at this time.”
4. Offer Constructive Feedback (If Appropriate)
In the UK, it’s common for candidates to request feedback, especially after interviews. Be prepared to offer a few brief, specific and tactful points. Focus on skills or experience gaps - not personality or subjective judgments.
Example:
“We were impressed with your communication skills and the way you approached the problem-solving task. One area where the successful candidate stood out was their hands-on experience with [specific tool/skill].”
5. Keep the Door Open (If It Makes Sense)
Not every rejection has to be a full stop. If you genuinely think the candidate could be a great fit for future roles, let them know:
“We really valued your insights and think you could be a great match for future opportunities with us. We’d love to stay in touch.”
Only say this if you mean it - false hope can be more damaging than no hope at all.
6. End on a Positive Note
A simple “thank you” goes a long way. Acknowledge their effort and wish them well in their job search:
“Thanks again for your time and interest in [Company Name]. We wish you the very best in your search and future career.”
Final Thought
Rejecting candidates with dignity and empathy isn’t just the right thing to do - it’s also good business. Every candidate you meet is a potential ambassador for your brand. When the experience is handled thoughtfully, even a “no” can strengthen your reputation.