Rejecting Applications: Here's How!

Are you a recruiter and want to know how to formulate a job application rejection - naturally appreciative and legally secure? Or are you looking for a job and want to find out if and how you can inquire after a job application rejection? We provide useful answers to all these questions and more.

What are the reasons for a job application rejection?

The reasons why a company and a candidate do not match can vary. The process step reached at the time of the rejection is relevant.

If an application is rejected immediately after the application is received, without a conversation taking place, this may be due to the framework conditions such as salary, start date, place of work, or the desire for remote work.

It can also be due to the fact that the professional skills mentioned in the job description do not appear from the application and the application is sorted out during screening. For some companies, however, not only the professional fit is important. At Tomorrow, for example, we pay equal attention to the motivation. Why does a candidate want to become part of Tomorrow? A missing or unconvincing statement about individual motivation can also be a reason for rejection.

After a successful interview, a rejection may refer to a lack of professional qualifications for the position. In addition, a job interview also aims to find out how the candidate and the company fit together in the long term. For this reason, it is worth checking and questioning whether a connection between the company culture and the needs of a person exists.

An example may be the desire for quick career opportunities, while employers may be looking for long-term and team stability. If it turns out that the candidate does not see themselves in the respective position in the medium to long term, this can be a reason for rejection.

In addition, it is often important that there is some identification with the company values to remain true to oneself and the company culture. Little or no parallels in cultural and value-related aspects can, therefore, also be a reason for rejection.

In addition:

• The application timing plays an important role. A far advanced recruitment process can mean that newly incoming applications can no longer be considered.
• In addition, it can always happen that other candidates who are more suitable have applied.

Why a rejection letter is a MUST

An application requires a lot of time and effort, so it is only fair that companies always finally respond to applications. Transparency, respect, and empathy play a major role in this last step of the Candidate Experience.

For the same reason, rejections always have an effect on the external impact of a company. The values for which a company stands should definitely be experienced in its actions and processes. This also applies to dealing with applicants. Every lack of feedback constitutes a small attack on the brand and value of a company and its products.

Before a rejection can occur, however, an application is thoroughly checked, sometimes by more than one person. With high numbers of applications, this can mean that it takes a few days longer until feedback is given. This does not necessarily have to do with the candidate profile.

The reality of recruiters often includes meeting-rich days and numerous interviews. So if it takes a little longer, there can be many reasons. Our recommendation is in the range of five to a maximum of 10 days from the last contact, after which a rejection should occur. Ideally, you have informed the candidates in advance when they can expect feedback - and you stick to it.

Formulate application rejection: friendly & legally secure

A good rejection is appreciative and honors the time and effort that applicants have invested in creating their documents and the application process.

The following points should be considered in the content and structure of the rejection:

• Personalized salutation
• Thanks - e.g. for the interest in the company
• Reference to the previous application process and the current process step - e.g. the previous talks or the review of the documents

The formulation is therefore based on the time of rejection depending on the current step in the application process. For example, a rejection that occurs after the pre-selection is formulated differently than one that is sent after the interview.

• Communication of the result of the decision (= rejection)

Particular care is required at this point if the reason for the rejection is specifically named. Basically, the reasons should always be objective and based on requirements - this is especially true when it comes to ensuring the legal certainty of the rejection.

• Optional: proposal for inclusion in the company's talent pool
• Expression of wishes
• Greeting and names of the senders

Sample for a rejection after an application

There is no universally valid pattern for rejection. The formulations of the various letters used in application management should be coordinated.

In addition, the language can vary from very formal to very casual depending on the company and the target group of applicants, which is also to decide whether to use formal or informal speech. This is mainly to be understood as an example of the previous paragraph and perhaps as a basis for your individual rejection templates:

Direct rejection:

Subject: Application for [position] at [company name]

Hello [Name],

Thank you for your application and your interest in [company name].

We have reviewed your application and have a good overview of your previous experiences. However, after consulting with colleagues from the relevant department, we have to inform you that other applications fit the requirements of the position better and we cannot consider your application further. [Here possibly add specific details] We regret to have no positive news for you today.

We wish you continued professional success and all the best personally.

Best regards, [Name]

[Signature]

Rejection after interview:

Subject: Application for [Position] at [Company Name] / our talk from dd.mm.yyyy

Hello [Name],

Again, thank you for your time and the shared conversation.

We were glad to get to know you personally and learn more about your professional knowledge and skills. [Possibly add specific details here, e.g.: We were particularly pleased with a) Your great motivation for our company and/or b) Your deep knowledge in the field of XY.] However, our overall assessment is that other candidates meet the requirements of the position somewhat more. For this reason, we can no longer consider your application for the position. We regret to have no positive news for you today.

Thanks again for your interest in our company and the time you invested in your application with us.

We wish you continued professional success and all the best personally.

Best regards, [Name]

[Signature]

_______ Additional: Direct rejection + Inclusion in talent pool

Subject: Application for [Position] at [Company Name]

Hello [Name],

Thank you for your application and your interest in [Company Name].

We have reviewed your application and have a good overview of your previous experiences. However, after consulting with colleagues from the relevant department, we have to inform you that other applications fit the requirements of the position better and we cannot consider your application further. [Here possibly add specific details] We regret to have no positive news for you today.

This time it doesn't fit, but we would be happy to consider you for future positions. For this we need a written confirmation from you that you agree to the storage of your application for 24 months. This gives us the opportunity to stay in touch and get in touch with you as soon as an interesting new position arises.

We look forward to hearing from you.

Best regards, [Name]

[Signature]

Whether you copy & paste is of course up to you. Most applicants should realize that not every communication is individualized. However, they appreciate it when - and that's why we clearly recommend it here - the writing is given a personal touch.

In general, the further advanced an application process, the more individual the rejection should be. A telephone rejection may also be recommended. Experience shows, however, that not everyone can easily accept the information personally on the phone.

Alternatively, you can add in the rejection letter that you are available for questions. This expresses appreciation and gives all those involved the opportunity to save face without directly slamming the door in their faces.

Should I as a candidate ask for reasons for the rejection?

It is absolutely understandable that applicants want to know and understand the reasons for the rejection as specifically as possible. Unfortunately, the reality in human resources departments often does not allow individual answering of these questions due to capacity reasons. Also, companies are advised against providing detailed feedback for legal reasons.

If the rejection occurs at an early stage in the application process, it is relatively unlikely to learn detailed reasons for the rejection. Depending on the size of the company and the volume of applications, candidates are not alone with their concerns. Added to this is the challenge of legally compliant phrasing of reasons.

But in an advanced process, for example after several interviews for a position, it is absolutely justified to want to receive detailed feedback. An 'others were better' is inappropriate and does not add value.

Legitimate selection process puts recruiters in a position to be able to name objective reasons usually. And these are practically invaluable impulses for development and growth - whether it is due to the scope or the contents of prior experience or entirely different reasons.

Those whose penny has now dropped and who want to ask for the reasons for the rejection of their application should ask themselves a question beforehand: Can and do I want to deal with an honest answer? The expectation should be right, because subsequent counterarguments or even justifications usually do not change the previous assessment.

Application Tracking Systems can support the process

AApplication Management Softwareor also Applicant Tracking System, short ATS, is a must in 2022. It not only helps to keep an eye on all processes, turnaround times, and applications, but also provides candidate feedback in a timely manner (what ATS offers what is presented in these Category Overview - even more software for your workday can be found at OMR Reviews.

At tomorrow, we work with Personio. For this purpose, text templates can be stored, which already contain a basic formatting and the most important building blocks. If required, these texts are individualized and adapted to the respective person and situation. This can be the case if a person has already had several interviews or it is intended regardless of the process step that applicants learn the individual reasons for the rejection

Add useful tools to support applicant tracking are among others:

• ⁠JobShop von talentsconnect
• rexx systems
• Greenhouse
• talentstorm

• softgarden

In addition to an ATS, it can also be helpful to have the text templates for rejections not only legally, but also reviewed by colleagues from marketing in terms of 'Tone of Voice'. Aligning rejection texts and general communication with applicants based on company communication would be the ultimate discipline in recruitment management. Because an application is also a touchpoint with the brand and can increase the perception and authenticity of the candidate experience.