Let’s be real—recruitment is not a statistically great process. It’s great because at the end of a hiring process, we hiring managers and HR professionals get one shiny, happy candidate ready to bring skills and promise to our organization . . . and then we have to tell one hundred other candidates that their skills and promise just weren’t the best fit. It’s not fun, but a tactful rejection has to be delivered to protect your company’s brand across every interaction, especially to the people who want to be a part of your organization! As you say good-bye to them during the hiring process, the “no thank you” is your last opportunity to build a positive relationship with them.

So how can you deliver a “good” rejection? You want to leave the best possible impression with your would-be employees and brand ambassadors, who may apply again and join your organization down the line. That means everyone gets a “no thank you,” whose format and level of personalization will vary depending on how far the candidate advanced in the process.

Generally, a courteous “no thank you” will include the following components:

• Appreciation for the candidate’s interest in the company, application, and time spent during the hiring process
• Acknowledgment of competition for the position
• Statement that the job has been filled by a candidate whose qualifications were better suited for the position
• Well wishes for the candidate’s future job search

The rejection will also be sent timely after the candidate has been removed from consideration or the position has been filled (but not so soon that the candidate is reading a rejection email while changing out of their interview suit).

A form letter is fine for applicants who were not selected for an interview, but the further a candidate advances in the process, the more personal your rejection should be. That doesn’t mean going into detail about why that candidate wasn’t selected; it means instead of a letter, you make a phone call, and you sprinkle in specific things you liked about their background or personality (as is honest and appropriate). If you really liked a candidate, you can go as far as to keep in touch or suggest they apply for a future job opening. But always, always, remember to be courteous and attentive.

Why is this so important, again? You don’t want anyone’s last impression of your company to be: “I put myself out there and they couldn’t even say ‘no thanks.’ How disrespectful!” This is your brand we’re talking about! And you want that brand to say “Everyone is valuable to us, especially the people who want to join our team!” So while recruitment is not a statistically great process, it is a great opportunity to hire one stellar new employee and to create one hundred brand ambassadors.