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When you're ready to remove an applicant from consideration, you should deactivate them and send a rejection email informing them of your decision.
We highly recommend sending a rejection email to all applicants. It's better for a candidate to hear bad news from you than to hear nothing at all.
Your CareerPlug account already includes an Applicant Rejection email template to help you get started, but we recommend creating your own custom template to tailor the message to your brand's voice.
Sending rejection emails also counts toward your CareerPlug Achievements. These badges can show job seekers your commitment to an attentive and considerate hiring process and improve your employer brand.
In this article:
- Creating a custom rejection email template
- Deactivating an applicant and sending a rejection letter via email
Creating a custom rejection email template
To edit the rejection email template, you'll need to make a copy of it first.
1. Navigate to Company settings (gear icon) > Templates > General Messages.
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2. Scroll down to the Applicant Rejection section and click the Edit button to the right of the General Accounts - Applicant Rejection email template.
3. A pop-up will notify you that this will create a copy of the template for you to edit. Click the Continue button.
4. Enter a Title for your new template.
5. Click the Category drop-down menu and select Applicant Rejection.
6. Customize the Subject and Body of your new message template.
7. Click the Include email signature by default checkbox to have your email signature added to the end of every email sent using this template.
8. Click the Add Attachments button to include additional documents with your message. Click the Choose File link that appears below to upload a file from your device. You need to click Add Attachments each time you want to include another file.
9. When you're finished customizing your template, click the Save and Exit button.
Deactivating an applicant and sending a rejection letter via email
1. Navigate to your Applicants page
2. Find the applicant you want to deactivate and click the red thumbs-down icon.
Need help finding an applicant? Click the "X" on the right edge of the Job Status: Active filter to remove it. This filter — which is on by default any time you log into CareerPlug — hides applicants from your closed, passive, and draft jobs from view.
3. Choose a rejection reason from the Select rejection reason drop-down menu. The rejection reason is for internal use only and will not be seen by the applicant.
4. Turn on the Send rejection letter toggle.
5. Choose a rejection letter template from the Select template drop-down menu.
6. To edit the rejection letter's message before sending it, turn on the Customize Template toggle and make any changes to the Subject and Email content.
7. To send your email at a later time, turn on the Schedule to send later toggle and select a Send Date and Time for the message to be sent to the applicant. The Timezone will be set to your account's default time zone.
8. Click the Confirm button.
