More and more candidates are left without a reply
Candidates don’t forget being ignored: they tell others, leave reviews, and don’t apply to you again. Almost half of those who’ve been ignored say they wouldn’t apply to the same company again (LiveCareer). And one of them could be just the person you need for your next opening.
Four messages, written once
Thank them and tell them when they can expect to hear back.
Keep it short and polite.
A little warmer: they made time to meet with you.
The role, salary, start date, and deadline for their response.
Example“Hi Ana, thanks for applying for the sales representative role. We received many applications and have decided to move forward with candidates whose experience is a closer match for our current needs. We wish you every success, and we’d be glad to hear from you if you apply for a future opening.”
Pick a day, such as Friday, and send them all at once. With your messages already written, ten minutes is all it takes.
What to say—and what not to say—in a rejection
Instead of“We’re looking for someone younger.”
Try“We’ve chosen candidates whose experience is a closer match for the role’s requirements.”
Instead of“We’ll keep your CV on file for other roles,” without asking first
Try“If you’d like, we can let you know about future openings.” And ask for their consent separately.
Instead ofA reply after a month
TryA reply within a week
- Write the four messages and save them.
- Choose one day of the week to reply to everyone.
- Check your open role: who still hasn’t received a reply?
- A rejection is about how well you match the current requirements, not about you as a person.
- You can politely ask for one thing you could improve. Not every company will reply, but some will.
- Keep a list of your applications and their dates, so you know when it’s worth following up.
On Recrutora, an acknowledgment is sent automatically when someone applies, a polite rejection is ready to go, and companies that reply to everyone receive the “Replies to all candidates” badge, which candidates can see when they apply.