Positive or negative, formulate the right response to an application with our advice

The response to an application is far from being a simple formality. In fact, it shapes your employer brand and directly influences the candidate experience. Well thought-out communication can make the difference between a talent who continues to follow your offers and another who moves on to the competition.

In this article, we explain why every response, positive or negative, is of vital importance and can lead to a strengthening of your brand image. You'll also discover how to put together a structured, personalised response that respects the efforts of each applicant.

Get ready to transform your exchanges with candidates and consolidate your reputation as an employer 😀 !

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Why is it important to respond to all applications?

Responding to all applications, whether successful or not, is a fundamental gesture of respect and courtesy towards applicants. It demonstrates clear and proactive communication on the part of your company, helping to create a positive experience for all applicants.

This practice consolidates the employer brand, and not just with successful candidates.

By confirming receipt of each application and providing an indicative deadline for a response, your company reinforces the transparency of its recruitment procedure.

This gesture, although simple, proves that the organisation values the time and effort of applicants. And that strengthens its reputation and its ability to attract highly qualified future talent!

How do you write a positive or negative response?

When it comes to formulating a response to an application, it's crucial to structure your message clearly and respectfully, whether you're announcing a favourable or unfavourable decision.

👉 To help you write, here is an example of a positive response, followed by an example of a negative response.

Example of a positive response to a successful application

When writing a positive reply:

• state clearly that the application has been accepted ;
• mention the next steps in the recruitment process, such as interviews, tests or the possible start of the job.

👉 Example:

Hello [First name Last name],

We are pleased to inform you that your application for the position of [job title] at [company name] has been carefully considered. Having carefully studied your profile and skills, we are convinced that you are an excellent candidate to join our team.

We would be delighted to meet you to discuss the next steps in the recruitment process. We would therefore like to invite you for an interview on the following date: [suggested date and time]. If this date is not convenient for you, please let us know your availability.

Thank you once again for your interest in [company name], and we look forward to meeting you soon.

Yours faithfully

[Your name]
[Your position]
[Company name]
[Contact details]

Example of a negative response to a rejected application

For a negative response, it is important to remain respectful and constructive:

• briefly explain the reasons for the rejection, while sincerely thanking the candidate for his or her interest in the company;
• share constructive comments, and if relevant, make useful suggestions that could help the candidate to improve their future chances;
• formulate these responses in a way that avoids discrimination to prevent legal complications.

👉 Example:

Hello [First name Last name],

Thank you for your interest in [company name] by applying for the position of [job title]. After careful consideration of your application and the other profiles received, we regret to inform you that we will not be considering your application.

We received a large number of qualified applications, and although your background is interesting, we have selected a profile that more closely matches the current needs of the position.

We would like to thank you again for the time and energy you have devoted to this application. We wish you all the best in your professional search and in your future career.

Yours faithfully

[Your name]
[Your job title]
[Company name]
[Contact details]

How do you personalise your response to a job application?

Personalisation is a key element in making communication more friendly and professional.

We therefore advise you to use the candidate's name at the beginning of your letter or message, and to personalise the reasons for your choice. Rather than using a one-size-fits-all response, mention specific aspects of the candidate that caught your attention. This shows that you have taken the time to read each application carefully, which builds credibility and respect for your company.

How do you formalise the selection of the successful candidate?

Once the candidate has been selected, it's vital to make it official with clarity and precision. This will demonstrate the seriousness of your company and pave the way for a fruitful collaboration.

Specify the details of the job offer

When formalising an offer, make sure you give full details. In particular, indicate :

• the job title ;
• the expected start date
• main responsibilities.

An overview of the terms and conditions of employment, such as salary, benefits and working hours, is also essential. This information gives the successful candidate a complete and realistic view of what to expect, and avoids misunderstandings later on.

👉 An example might be: "We are delighted to offer you the position of..., with a planned start date of..., subject to the following conditions...".

Give a deadline for the reply

It is advisable to set a deadline for obtaining a response from the candidate, in order to maintain an efficient pace in the recruitment process.

It is also a way of ensuring that the candidate has adequate time for consideration while allowing you to deal with planning imperatives.

👉 For example, you could include in your message: "We would be grateful to receive your response by... in order to plan the next steps.". This establishes a time frame that allows you to manage expectations on both sides in a professional manner.

How do you provide a constructive response to unsuccessful candidates?

When you have to tell a candidate that they have been unsuccessful, it is essential to do so constructively. This approach not only respects the candidate, but can also provide them with areas for improvement for future applications.

Give feedback, even if the answer is negative

Even if the news is disappointing, it's crucial to communicate sympathetically:

• thank the candidate for their interest in the job and express the fact that their application has been carefully considered ;
• be honest, but also diplomatic about the main reasons for your choice, making sure you stay within a legal framework.

👉 For example, you could say, "Although your skills are impressive, we have chosen a candidate with experience closer to our field of activity.".

Giving advice

Although it's not compulsory, if you feel like it, you can add useful and constructive advice to help the candidate "grow". This could be recommendations for specific improvements to be made to their CV or skills during interviews.

Also invite the candidate to apply again in the future, showing your openness and recognition of their potential.

👉 For example: "We encourage you to continue to develop your skills in... and to apply to us again. We would be delighted to re-evaluate your profile in the future.". By offering this type of feedback, not only are you helping the candidate, but you are also enhancing your company's image as a caring and training organisation.

Which medium should be used to respond to an application?

The choice of communication medium is crucial if your message is to be perceived as personal and positive.

Traditionally, e-mail remains the preferred channel for sending responses, as it makes it easy to attach necessary documents such as contracts or interview dates. In addition, it provides easy access for the candidate, who can consult it at any time at their convenience.

However, for particularly significant responses, such as job announcements or constructive feedback, a telephone call may be preferable in order to create a more human and personal connection, enabling a direct and immediate exchange. This contact can demonstrate the company's commitment and respect for its candidates.

💡 Using pre-established response templates can also be useful to ensure that all the essential aspects of communication are covered. By combining these approaches, the company strengthens its position as a professional and empathetic employer.

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Response to an application: what to remember?

Investing in a careful response to an application is not just a formality, but a cornerstone of an effective and caring recruitment strategy. In a professional world where human capital is precious, every interaction counts in strengthening the employer brand and attracting the best talent. By taking the time to fine-tune your responses, whether positive or negative, you are sending out a strong message about your company's values and integrity.

Remember that behind every application is a person with unique potential. Turning a simple communication into a loyalty-building tool can lead to unexpected opportunities in the future. So why not broaden your horizons and see responding to applications as the first step towards a lasting and fruitful relationship with your future employees?