How Sending Rejection Letters Impacts Candidate Experience and Your Brand

Have you recently experienced ghosting during hiring? Where candidates apply for your role, you book them for an interview, and then they simply do not show up or respond? Many businesses share this frustration after investing time and effort into the recruitment process, only to be met with silence.

Ironically, many job seekers are experiencing the same thing. They spend time and energy applying for role after role, yet rarely receive any feedback or even an acknowledgment. The frustration goes both ways.

As a recruitment agency, we are often surprised by how many candidates reply to a rejection email with something like:

"Thank you, I really appreciate the response. I do not often get an outcome letter."

So why is sending a rejection letter something many businesses still overlook? Why is it such an important step in your hiring process? More importantly, how could skipping this simple step be impacting your organisation's reputation?

Courtesy and Closure – Don’t Leave Candidates Hanging

Simply put, notifying candidates of the outcome gives them closure and allows them to move on. Nobody enjoys receiving a rejection letter, but knowing where they stand is always better than silence. Put yourself in a job seeker's shoes. Receiving no response after spending hours crafting an application or attending an interview can be incredibly discouraging.

It is not always practical to provide detailed feedback to every applicant. The stage a candidate reaches in the hiring process will often determine the level of communication and feedback. For example, for candidates who have not made the shortlist or telephone stage, sending a simple, polite rejection email demonstrates respect and professionalism, can go a long way.

If you have interviewed a candidate in person, we recommend notifying them of the outcome via a phone call or a personalised email. Where possible, include a small amount of constructive feedback that could help them in the future.

Why It Is a Branding Exercise and How It Impacts Future Applications

Some businesses assume rejection letters are standard practice, but in reality, many organisations do not send them at all…in fact, sadly, it’s rare. This is a missed opportunity to strengthen your employer brand.

Failing to get back to applicants can create frustration and disappointment, leaving them feeling as though their application was not even seen or appreciated. And who knows, that same person might also be a current or potential customer for your business. A simple acknowledgment or thank you for the time they took to apply can go a long way in leaving a positive impression and maintaining your organisation's brand reputation.

According to BarRaiser, candidates who have a positive hiring experience are twice as likely to become loyal customers, even if they were not hired. On the other hand, candidates who have a negative experience, such as receiving no communication at all, are unlikely to engage with your organisation again. It is estimated that 42% of candidates will not reapply after a bad experience, and 22% will actively discourage others from applying. This can directly impact future applicants’ numbers and quality.

Why Don't Organisations Send Rejection Letters

Many businesses hesitate to send rejection letters for a few reasons. They may see it as too time-consuming, worry about receiving negative feedback, feel there is little incentive to respond, or prefer to keep applicants as potential backups.

However, with today’s automated systems and recruitment technology, sending rejection letters is easier and faster than you might think. Most major job boards, such as SEEK, Indeed and LinkedIn, allow you to bulk send rejection emails or schedule them to go out automatically at a specific time and date. With just a few clicks, you can maintain a respectful and professional process without adding extra workload.

When it comes to incentives, there are many reasons to send them, which we touched on above, including respect and professionalism, strengthening your employer brand, and showing that your organisation values communication.

The concern about negative feedback is largely unfounded. It is rare for candidates to respond negatively to a polite rejection message. In fact, most appreciate the courtesy of simply being informed.

If your business prefers to keep a few strong candidates as backups, that is completely fine. In this case, you can still close the loop with other applicants by sending a standard rejection email, while sending a different message to those you would like to keep on file.

For example: "Your application impressed us, and while this particular position has been filled, we would like to keep your details on hand for future opportunities."

This approach maintains professionalism, shows respect, and keeps communication open while protecting your brand reputation. It also helps keep candidates interested for longer, as research from BarRaiser shows that 23% of job seekers lose interest in a position if they do not hear back within a week.

 

Rejection Letter Template

If you’re not sure how to write a rejection letter, here is a simple example you can adapt for your business:

Subject: Outcome of Your Application – [Job Title]

Hi [Name],

Thank you for taking the time to apply for the position of [Job Title] at [Company Name].

Unfortunately, on this occasion, you have not been successful in progressing to the next stage of our hiring process.

We truly appreciate your interest in joining our team and wish you all the best in your job search. We encourage you to apply for future opportunities with us.

Kind regards,

[Your Name / Company Signature]

The Bottom Line

While sending rejection emails may seem like a small administrative task, it is a meaningful gesture that reflects your organisation’s values.

Taking the time to notify candidates demonstrates respect, courtesy, and professionalism, while also helping to strengthen your employer brand and create a more positive experience for job seekers.

For more tips, tricks and advice on hiring for your team, explore our other blogs or reach out to our team!