The 2 Things You Need to Decline Candidates Easily
It’s no secret that hiring as an online entrepreneur is hard. Really hard.
But one of the worst parts for many? Telling applicants they didn’t get the job.
Here’s the thing… It’s easy to lose sight of the fact that freelancers tend to apply to jobs regularly, so they are used to hearing no.
In fact, from my research and conversations with freelancers, they probably doubted they would even hear from you at all.
Read that again.
In my experience, most freelancers estimate that they only hear back from about 1 in 6 applications they submit. That means less than 20% of businesses actually take the time to thank them for applying and to let them know they didn’t receive the position.
And freelancers know what they are up against.
They know that their chances aren’t great because they are one in a large sea of applications, especially when it comes to the more attractive jobs, which are fewer and farther between.
And, based on their experiences with other small businesses and online entrepreneurs, they know the business probably doesn’t have a Human Resources department with staff who hire regularly.
So, they’re pretty much counting on not hearing back if they don’t get it, but that doesn’t mean they don’t appreciate the gesture when communication is extended (even when it’s a no).
Why don’t online businesses send decline emails?
There are a couple reasons that most online entrepreneurs don’t communicate with their candidates.
The first is they feel bad about saying no, especially if they met for an interview. It’s kind of like dating in that way… It’s a lot easier to ghost than to tell someone you’ve met once or twice it’s not going to work out. (I’m not saying this is a GOOD reason, but it’s the truth!)
The other is that they just don’t know what to say. It’s hard to let someone down, even if you don’t really know them. And once you find the right match, it can feel so much easier to just move forward with that person and disregard everyone else.
If you’re resonating with either or both of these, keep reading to discover 2 big things to keep in mind after you’ve found the right freelancer to hire (and what to tell everyone else).
1. Hearing no is better than hearing nothing.
Regardless of how great—or not-great—the application was, there is a person behind it and they deserve a response.
Communicating shows your respect for their time, energy and effort. Even though it wasn’t the right fit, a quick response and a thank you shows your forthrightness and gratitude for their willingness to apply.
And this will pay off for your brand in the long-run. Believe it or not, freelancers share their experiences with others, and your business’s reputation relies on others’ interactions with you.
Imagine that, in a few years, you have hired 10 freelancers, and every time you hired, you received 40 applications. If you never sent a decline email to anyone… that’s 390 people who may have perceived a poor experience with your brand. And who knows how many may share about their experience with other freelancers or small business owners they know?
2. Send a brief, respectful email to show your appreciation.
Keep it simple. Be sure to thank them for applying and let them know that it’s not going to work out right now.
That’s it. You don’t have to justify your decision or explain yourself.
(However, if it was someone you interviewed and really connected with, it doesn’t hurt to say you may be in touch with future opportunities.)
3 decline email templates based on how far the candidate made it through the hiring process:
Applied to the position.
This email should be the briefest of all. It doesn’t need to be personalized, but you still want to share your gratitude for their time and interest.
Thank you for your interest in this position.
At this time, we are moving forward with other candidates.
Thank you.
Submitted a work sample.
Keep in mind that applicants spent their valuable time putting together a sample. I advise NOT using their work, unless you plan on compensating them fairly for it.
Thanks again for submitting a work sample. I appreciate the time and effort you put into it.
At this time, we are moving forward with other candidates.
Thank you.
Met for an interview.
This is the one where you should be a little more personalized, especially if you liked the candidate. Who knows? You may end up needing their expertise down the line if another freelancer doesn’t work out or you want to expand your team again.
Dear [Name],
Thank you again for taking the time to meet with me. I really enjoyed learning about you.
At this time, I have decided to offer the position to another candidate. If anything changes, I will keep you in mind.
Thanks!
[Your Name]
Declining candidates doesn’t have to be totally awkward!
And, it shouldn’t be. Think of concisely communicating your “no’s” as the most positive outcome for all parties. Because, truly, the alternatives aren’t great: Ghosting them or leaving them hanging doesn’t make ANYONE happy.
A little communication goes a long way in the hiring process, and it extends to your brand’s reputation as a whole.
Leaving all candidates with a note of appreciation—while it might not *feel* comfortable—is truly the kindest and best way to deal with everyone who’s applied to your job.
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