Rhea Punjabi

Here are a few ways in which one can take a sensitive approach towards rejecting applications or delivering bad news.
>> Personalise; don’t use a templated email that is sent to all rejected candidates.
>>  Don’t write something that misleadingly builds hope.
>> Thank them for coming for the interview. Mention that it was a tough call to choose between ‘x’ number of applicants.
>>  Great feedback includes sharing areas of strength, scope for improvement and your expectation from someone who is applying for the role.
>>  Always assure them that you will keep their profile handy for future roles. The letter can also mention other suitable openings. Encourage them to apply for the same.
>>  Send the letter as early as possible, preferably within a week. If it’s cumbersome for companies to reply, they can send an automated email that states that if the applicant doesn’t hear back from them by a specific date, they can assume they weren’t shortlisted. It can also mention that applicants can reach out to them for feedback.
>>  Wish the applicant success in their future endeavours.
>>  It’s great to maintain the brand voice even in rejection letters, but adding humour may hurt the candidate’s sentiments. Empathy is the key.
>>   Similarly, while breaking other bad news — such as lay-offs or salary cuts — to employees, employers should adopt maximum transparency. 
>>   Note down all the efforts that the company has taken to make a certain situation better, and list what circumstances led them to make a difficult decision. It would be even better if the employer or the company can arrange for an open house or a face-to-face meeting.

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Respond to rejection

Most applicants are so dejected that they don’t respond to rejection letters, points out Punjabi. “Interviews, even if you’re rejected, are a great networking opportunity,” she says, adding tips on how one can respond to rejection letters:
>> Thank the employer for their email, for their time and for sharing the decision. Express your disappointment about not being able to work there. Tell them what you love about the organisation and that you’ll be eager to apply for other openings.
>>  If they haven’t shared feedback, request them to do so.  Wish them well and let them know that you hope to cross paths in future.
>>  Remember to share your coordinates in the signature.