Navigating Post-Rejection Feedback Requests: A Guide for Employers

While rejection is an inevitable part of the hiring process, how you handle it can significantly impact your employer brand. When a rejected applicant seeks feedback, it presents both a challenge and an opportunity. On the one hand, it’s a delicate conversation—navigating disappointment without discouragement requires care. On the other hand, it’s a chance to leave a positive impression and potentially nurture a relationship for future opportunities.

This article explores how to approach post-rejection feedback requests with professionalism, empathy, and a focus on preserving goodwill while upholding transparency.

Why Feedback Matters Post-Rejection

Providing feedback post-rejection isn’t just about the candidate; it reflects on your organisation. Here’s why it matters:

• Builds Trust: Transparent feedback fosters respect and trust, even when the news isn’t what the applicant hoped for.
• Enhance Your Brand: By showcasing fairness and care, thoughtful rejections can elevate your employer brand.
• Improves Candidate Experience: Constructive insights help candidates grow, making them more likely to recommend your organisation.

However, sharing feedback requires balance. It should be honest yet tactful, specific without being overly critical, and aligned with organisational policies.

Preparing to Give Feedback

Before engaging with an applicant, take the following preparatory steps:

1. Review the Candidate’s Application and Performance

Understand their strengths and areas of improvement by reviewing their CV, cover letter, and interview notes. Identify the key reasons for their rejection, ensuring your assessment is accurate and objective.

2. Align with Organisational Policies

Some companies have policies that limit the type or extent of feedback shared. Align your response with these guidelines to avoid potential legal or reputational risks.

3. Frame feedback positively.

Focus on constructive insights. Highlight what the candidate did well before discussing areas for improvement. This ensures the feedback feels balanced and supportive.

4. Be ready to address concerns.

Candidates may ask follow-up questions or challenge the feedback. Prepare to handle such situations with professionalism and composure.

Providing Feedback: Best Practices

Once prepared, follow these steps to deliver effective, empathetic feedback.

1. Respond promptly.

A timely response shows respect for the candidate’s time and interest in your organisation. Delayed feedback can feel dismissive and tarnish your reputation.

2. Choose the right medium.

Offer feedback through a medium that suits the context. While email works for brief updates, a phone call or video meeting is better for detailed discussions.

3. Be honest, but be tactful.

Delivering honesty thoughtfully is crucial. Avoid overly harsh language and frame critiques as opportunities for growth. For example, instead of saying, “You lacked leadership skills,” try, “Developing leadership skills could strengthen your candidacy in the future.”

4. Focus on specifics.

General statements like “you weren’t the right fit” are unhelpful. Provide specific examples from their application or interview to illustrate your points, ensuring the feedback feels relevant and actionable.

5. Emphasise Growth Opportunities

Help candidates understand how they can improve. Suggest skills they could develop, certifications to pursue, or experiences to gain that would enhance their future applications.

6. End on a Positive Note

Conclude by thanking the candidate for their interest and encouraging them to reapply for suitable roles in the future. Highlight their strengths to leave them feeling valued.

Addressing Challenging Scenarios

Not all feedback conversations go smoothly. Here’s how to navigate some common challenges:

1. Defensive Candidates

If a candidate becomes defensive, remain calm and reiterate that the feedback is meant to support their growth. Avoid engaging in arguments and focus on maintaining professionalism.

2. Vague Role-Specific Feedback

If the rejection is due to a strong internal candidate or shifting business needs, be honest while maintaining discretion. For example, “We chose a candidate whose experience closely matched current business priorities.”

3. Limited interaction in the process.

For candidates rejected early in the process, feedback may be minimal. In such cases, acknowledge their effort and share high-level observations without delving into specifics.

Action Points: Delivering Post-Rejection Feedback Effectively

• Review and align.
• Plan and prepare.
• Communicate Thoughtfully
• Handle challenges with care.
• Leave a Positive Impression

Conclusion

Handling post-rejection feedback requests requires empathy, preparation, and professionalism. While it may feel uncomfortable, doing it well can significantly enhance your employer brand, leave candidates with a positive impression, and support their professional growth.

Approaching these conversations with care not only reflects your organisation’s values but also sets the stage for building meaningful, long-term relationships with talent—even those who didn’t make it this time.