You received hundreds of applications and interviewed dozens of candidates. Now you found the perfect person for that open position. So how do you respond to the other leading candidates in a filled position email template?
This article will help you write a professional and respectful filled position email template that won't discourage your candidates. We'll show you what to include in an effective filled response email template and tools you can use to make writing these emails easier. Hint, it's Magical!
The Importance of The Filled Position Email
Sending a filled position email template is important because you want to be open and transparent in your communications with your candidates. Instead of ghosting them and leaving a bad impression of your company in their minds, you can send a thoughtful, respectful filled position email so they can turn their efforts to other prospects.
60% of job seekers expect timely updates during the hiring process and 80% of companies use email as the primary method to inform candidates of hiring decisions. Writing an e-mail, even with a template, should include some personalization to the candidate.
Doing this shows you value and respect other people's time while letting down the candidate in a non-soul crushing way. Sending a job rejection email shouldn't mean you have to be a jerk doing it, right?
Let’s be very clear, not telling candidates a position has been filled is an HR failure. Not telling candidates that their position has been filled can you hurt you in the following ways:
- It’s generally rude and impolite
- It looks bad on your brand and corporate culture
- These potential hires will likely not recommend you to their colleagues or professional friends
- It will be less likely that a quality candidate will not reapply in the future, perhaps after they’ve gained more experience or accolades.
-Mark Ko
What Should You Include in Your Filled Position Email?
Sending a "filled position" email to candidates who were not choses is an important step in maintaining a positive relationship with them, even if they weren't the right fit for the position. This email should be written carefully to show respect and appreciation for the candidate's interest and efforts. Here's what should be included in such an email and why:
1. Thank Them for Applying
Why?: It's crucial to start on a positive note by thanking the candidate for their interest in the position and the time they invested in the application and interview process. This shows respect for the effort they put in.
2. Give A Status of the Position
Why?: Clearly state that the position has been filled. It's important to be direct about this to avoid any ambiguity. Providing this information upfront respects the candidate's time and allows them to move on to other opportunities.
Knowing how to tell someone they didn’t get the job can be a make or break for your company’s reputation and may even lead to strong candidates coming back later for future opportunities. After all, they may not be the perfect fit right now, but the right role for a qualified candidate could be right around the corner.
-Kat Boogaard
3. Offer Positive Feedback (If Applicable)
Why?: If there were specific strengths or qualifications the candidate had that impressed you, mention them. This can help maintain a positive relationship and encourage the candidate to consider future opportunities with your organization.
4. Encouragement for Future Opportunities
Why?: Let the candidate know that their qualifications were appreciated and encourage them to apply for future positions that match their skills and experience. This helps to keep the door open for potential fit in the future and maintains a pool of interested and qualified candidates.
5. Offer to Provide Feedback (Optional)
Why?: If you're willing and able to provide individual feedback, offer this in the email. Many candidates appreciate insights into how they can improve or more effectively showcase their skills in the future. However, offer this only if you can genuinely provide constructive feedback and have the resources to do so.
6. A Professional Close
Why?: End the email with a professional closing that reiterates your appreciation for their interest in your company. This leaves the candidate with a positive impression of your organization, even if they weren't selected for the position.
Crafting a considerate "filled position" email is not only a best practice for human resources but also reflects positively on your company's brand, demonstrating that you value and respect each candidate's professional journey. Consider that 45% of candidates withdraw applications due to poor communication. You can keep them in the loop and help them on their own job search by being honest.
Filled Position Email Template (9 Templates)
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Template 1: General Filled Position Email
Subject: Update on Your Application for [Position Name]
Dear [Candidate Name],
Thank you for taking the time to apply for the [Position Name] at [Company Name] and for the engaging conversations we had during the interview process. We appreciate your interest in joining our team and the effort you’ve put into your application.
We wanted to inform you that after thorough consideration, the position has been filled. We were fortunate to have many qualified applicants, and it was a difficult decision.
[Optional: Your application was impressive, and we were particularly impressed by [specific strength/qualification]. We believe you have a lot to offer, and we would be keen to consider you for future positions that align with your skills and experience.]
We encourage you to stay connected with [Company Name] and apply for other opportunities that match your qualifications in the future. [If applicable: If you would like feedback on your application or interview, please let us know, and we would be happy to share our insights.]
Thank you again for your interest in [Company Name]. We wish you all the best in your job search and future professional endeavors.
Warm regards,
[Your Name]
[Your Position]
[Company Name]
Dear [Candidate Name],
Thank you for taking the time to apply for the [Position Name] at [Company Name] and for the engaging conversations we had during the interview process. We appreciate your interest in joining our team and the effort you’ve put into your application.
We wanted to inform you that after thorough consideration, the position has been filled. We were fortunate to have many qualified applicants, and it was a difficult decision.
[Optional: Your application was impressive, and we were particularly impressed by [specific strength/qualification]. We believe you have a lot to offer, and we would be keen to consider you for future positions that align with your skills and experience.]
We encourage you to stay connected with [Company Name] and apply for other opportunities that match your qualifications in the future. [If applicable: If you would like feedback on your application or interview, please let us know, and we would be happy to share our insights.]
Thank you again for your interest in [Company Name]. We wish you all the best in your job search and future professional endeavors.
Warm regards,
[Your Name]
[Your Position]
[Company Name]
Template 2: After a Competitive Interview Process
Subject: Update on [Position Name] Application
Dear [Candidate Name],
I wanted to personally thank you for the time, energy, and enthusiasm you shared with us during the interview process for the [Position Name].
After careful consideration and a highly competitive selection process, we have decided to move forward with another candidate for this position. This decision was not easy due to the high caliber of candidates like yourself.
We sincerely appreciate your interest in joining [Company Name] and hope you will consider applying for future opportunities that align with your skills and experience.
Thank you once again for your time and effort.
Best regards,
[Your Name]
[Your Position]
[Company Name]
Dear [Candidate Name],
I wanted to personally thank you for the time, energy, and enthusiasm you shared with us during the interview process for the [Position Name].
After careful consideration and a highly competitive selection process, we have decided to move forward with another candidate for this position. This decision was not easy due to the high caliber of candidates like yourself.
We sincerely appreciate your interest in joining [Company Name] and hope you will consider applying for future opportunities that align with your skills and experience.
Thank you once again for your time and effort.
Best regards,
[Your Name]
[Your Position]
[Company Name]
Template 3: For an Internal Candidate
Subject: [Position Name] Application Outcome
Dear [Candidate Name],
I want to thank you for your interest in the [Position Name] and for taking the time to participate in the internal selection process. Your dedication to [Company Name] is truly valued.
After thorough deliberation, we have chosen to proceed with a candidate from outside the organization for this role. This was a difficult decision, given your contributions and understanding of our company culture.
Please know that your current role and efforts are highly appreciated, and I am personally here to discuss any feedback or future career aspirations you might have within [Company Name].
Warmest regards,
[Your Name]
[Your Position]
Dear [Candidate Name],
I want to thank you for your interest in the [Position Name] and for taking the time to participate in the internal selection process. Your dedication to [Company Name] is truly valued.
After thorough deliberation, we have chosen to proceed with a candidate from outside the organization for this role. This was a difficult decision, given your contributions and understanding of our company culture.
Please know that your current role and efforts are highly appreciated, and I am personally here to discuss any feedback or future career aspirations you might have within [Company Name].
Warmest regards,
[Your Name]
[Your Position]
Template 4: For a Recent Graduate or Entry-Level Position
Subject: [Position Name] Application Status
Dear [Candidate Name],
Thank you for applying for the [Position Name] at [Company Name] and for your interest in starting your career with us.
After reviewing many applications from exceptionally talented candidates, we regret to inform you that we have filled the position. We were impressed by your qualifications and encourage you to apply for future roles that match your skills and interests.
Best wishes for your job search and professional future.
Sincerely,
[Your Name]
[Your Position]
Dear [Candidate Name],
Thank you for applying for the [Position Name] at [Company Name] and for your interest in starting your career with us.
After reviewing many applications from exceptionally talented candidates, we regret to inform you that we have filled the position. We were impressed by your qualifications and encourage you to apply for future roles that match your skills and interests.
Best wishes for your job search and professional future.
Sincerely,
[Your Name]
[Your Position]
Template 5: For a Highly Specialized Role
Subject: Outcome of Your Application for [Position Name]
Dear [Candidate Name],
Thank you for considering [Company Name] as a potential employer and for the in-depth discussions regarding the [Position Name]. Your expertise and experience in [Specialization] are commendable.
We have completed our selection process, and the role has been filled by a candidate whose experience aligns closely with our current strategic directions.
It was a pleasure to learn about your work, and we will keep your details on file for future opportunities that better match your unique skill set.
Best regards,
[Your Name]
[Your Position]
Dear [Candidate Name],
Thank you for considering [Company Name] as a potential employer and for the in-depth discussions regarding the [Position Name]. Your expertise and experience in [Specialization] are commendable.
We have completed our selection process, and the role has been filled by a candidate whose experience aligns closely with our current strategic directions.
It was a pleasure to learn about your work, and we will keep your details on file for future opportunities that better match your unique skill set.
Best regards,
[Your Name]
[Your Position]
Template 6: For a Creative Position
Subject: Your Application for [Position Name] at [Company Name]
Dear [Candidate Name],
Thank you for sharing your creative portfolio and ideas with us during the application process for the [Position Name]. We truly enjoyed exploring your work.
After careful consideration, we have decided to proceed with a candidate whose creative direction aligns more closely with our immediate needs. This decision does not detract from the strength of your portfolio or your potential as a creative professional.
We hope you will remain open to future opportunities with [Company Name].
Warm regards,
[Your Name]
[Your Position]
Dear [Candidate Name],
Thank you for sharing your creative portfolio and ideas with us during the application process for the [Position Name]. We truly enjoyed exploring your work.
After careful consideration, we have decided to proceed with a candidate whose creative direction aligns more closely with our immediate needs. This decision does not detract from the strength of your portfolio or your potential as a creative professional.
We hope you will remain open to future opportunities with [Company Name].
Warm regards,
[Your Name]
[Your Position]
Template 7: After a Long Delay in the Hiring Process
Subject: Update on Your Application for [Position Name]
Dear [Candidate Name],
Thank you for your patience and continued interest in the [Position Name] at [Company Name]. We apologize for the delay in updating you on the status of your application.
After a comprehensive review process, we have filled the position. We faced unexpected delays and appreciate your understanding.
We value the time and effort you invested in applying and hope you will consider future opportunities with us.
Kind regards,
[Your Name]
[Your Position]
Dear [Candidate Name],
Thank you for your patience and continued interest in the [Position Name] at [Company Name]. We apologize for the delay in updating you on the status of your application.
After a comprehensive review process, we have filled the position. We faced unexpected delays and appreciate your understanding.
We value the time and effort you invested in applying and hope you will consider future opportunities with us.
Kind regards,
[Your Name]
[Your Position]
Template 8: For a Remote Position
Subject: [Position Name] at [Company Name] - Application Update
Dear [Candidate Name],
Thank you for your application and interest in the remote [Position Name] with [Company Name]. We received applications from many talented individuals from various locations.
We have now selected a candidate for the position. While we were impressed with your background and experience, we had to make a difficult choice among a pool of highly qualified candidates.
We encourage you to keep an eye on our careers page for future openings that may be a better fit for your skills.
Thank you again for considering [Company Name].
Best wishes,
[Your Name]
[Your Position]
Dear [Candidate Name],
Thank you for your application and interest in the remote [Position Name] with [Company Name]. We received applications from many talented individuals from various locations.
We have now selected a candidate for the position. While we were impressed with your background and experience, we had to make a difficult choice among a pool of highly qualified candidates.
We encourage you to keep an eye on our careers page for future openings that may be a better fit for your skills.
Thank you again for considering [Company Name].
Best wishes,
[Your Name]
[Your Position]
Template 9: When No Interviews Were Conducted
Subject: Update on [Position Title] Application
Dear [Applicant Name],
I am writing to you on behalf of [Company Name] regarding the [Position Title] role you applied for.
After careful consideration and review of our current business needs and priorities, we have made the difficult decision to proceed with filling the position without conducting further interviews. This decision does not reflect the quality of your application or your professional qualifications, which were impressive and well-received by our team.
We found ourselves in a unique situation where an internal candidate, whose skills and experience closely align with our immediate requirements, was identified as the right fit for the role at this time. This decision was made in the context of our current organizational dynamics and strategic objectives.
I want to express my sincere appreciation for the interest you have shown in [Company Name] and for the time and effort you invested in your application. We understand that this news may be disappointing, and it is never easy to make these decisions nor convey them.
Please know that your resume and details will remain in our database, and should a suitable opportunity arise that matches your skills and experience, we will not hesitate to contact you. We are also more than willing to provide feedback on your application, should you find it helpful for your professional development.
Thank you once again for considering a career with [Company Name]. We wish you the best in your job search and future professional endeavors. If you have any questions or need further information, please do not hesitate to reach out.
Warm regards,
[Your Name]
[Your Job Title]
[Company Name]
[Company Contact Information]
Dear [Applicant Name],
I am writing to you on behalf of [Company Name] regarding the [Position Title] role you applied for.
After careful consideration and review of our current business needs and priorities, we have made the difficult decision to proceed with filling the position without conducting further interviews. This decision does not reflect the quality of your application or your professional qualifications, which were impressive and well-received by our team.
We found ourselves in a unique situation where an internal candidate, whose skills and experience closely align with our immediate requirements, was identified as the right fit for the role at this time. This decision was made in the context of our current organizational dynamics and strategic objectives.
I want to express my sincere appreciation for the interest you have shown in [Company Name] and for the time and effort you invested in your application. We understand that this news may be disappointing, and it is never easy to make these decisions nor convey them.
Please know that your resume and details will remain in our database, and should a suitable opportunity arise that matches your skills and experience, we will not hesitate to contact you. We are also more than willing to provide feedback on your application, should you find it helpful for your professional development.
Thank you once again for considering a career with [Company Name]. We wish you the best in your job search and future professional endeavors. If you have any questions or need further information, please do not hesitate to reach out.
Warm regards,
[Your Name]
[Your Job Title]
[Company Name]
[Company Contact Information]
What Should You Avoid Including in Your Filled Position Email?
When writing a filled position email, it's essential to maintain professionalism, empathy, and clarity while avoiding certain things that could be harmful or counterproductive. Here's some things you should avoid at all costs:
Personal Criticism or Negative Feedback: Avoid providing any negative feedback or criticism of the applicant's qualifications in this context. The focus should be on the position's status and the company's decision-making process, not the individual's shortcomings.
Vague or Misleading Language: Be clear and straightforward about the position being filled and avoid using vague terms that might leave the applicant confused about the status of their application or the reasons behind the decision.
Promises of Future Employment: While it's good to express a desire to keep the applicant's information for future opportunities, avoid making any promises or guarantees about future employment. This could set unrealistic expectations.
Discriminatory Language: Ensure that your communication is free from any language that could be perceived as discriminatory or biased based on race, gender, age, disability, or any other protected characteristic.
Excessive Apologies: While it's appropriate to express regret that the candidate was not selected, overly apologetic language can detract from the professionalism of the email. Keep the tone balanced and professional.
Details About Other Candidates: Avoid discussing the qualifications of the candidate who was selected or making comparisons. The focus should be on the process and the applicant's own engagement with your company.
Unnecessary Details About Internal Processes: It's not necessary to go into detail about your internal decision-making processes or the specific reasons why no interviews were conducted. Keep the focus on the outcome and the next steps.
Generic or Impersonal Tone: Even though it's a rejection email, personalize the message to show respect for the effort the applicant put into their application. Use their name and reference the position they applied for directly.
Avoiding these elements, you ensure that your message remains respectful, professional, and clear, reducing the likelihood of misunderstanding or negative feelings from the applicant towards your company.
The Importance of Tone in Filled Position Emails
Writing your filled position emails with care, focusing on the vibe and substance, is crucial for keeping a constructive interaction with applicants. Using respectful language while clearly stating that the position has been filled shows transparency and compassion towards applicants' efforts.
You should never come off as critical or condescending in your email. This not only is super rude behavior, but it can mean that candidate putting your company on blast for your unprofessionalism. Even if they weren't the best candidate, that doesn't mean you should treat them with disrespect.
Make Your Filled Position Email Template Magical
You only have one open position (in most cases) and since literally hundreds of people apply for each open position, you want to make sure your filled position email template is sharp, professional, and respectful.
When you're writing these emails, use the free Magical Chrome extension. Magical is used by over 40,000+ teams across over 20,000+ companies to increase their productivity and automate repetitive tasks, like writing filled position emails. Try it yourself and learn how they're saving 7 hours a week on average.
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