It's never easy to deliver bad news, especially when it involves a job opportunity. Telling a candidate their position is on hold requires sensitivity, professionalism, and clear communication. Doing it right can maintain a positive relationship, leaving the door open for future opportunities and protecting your company's reputation. This guide will walk you through the best practices for informing a candidate their position is on hold.
Understanding the "On Hold" Situation
Before you contact the candidate, ensure you understand the reason for putting the position on hold. Is it due to:
- Budgetary constraints: Funding for the role might be temporarily unavailable.
- Company restructuring: Internal changes may affect hiring timelines.
- Re-evaluation of needs: The company may be reassessing the role's requirements.
- Unexpected circumstances: Unforeseen events could impact hiring decisions.
Understanding the reason helps you tailor your communication effectively and honestly.
Communicating the News: Key Steps
1. Timely Communication is Crucial: Don't leave the candidate hanging. Inform them as soon as the decision is made. Prolonged silence breeds uncertainty and frustration.
2. Choose the Right Medium: A phone call is generally preferred for delivering sensitive information like this. It allows for immediate clarification and demonstrates your respect for the candidate's time. Follow up with a formal email confirming the conversation.
3. Empathy and Respect: Start by expressing your appreciation for their time and interest. Acknowledge their efforts throughout the interview process. Use language that is respectful and understanding. For example:
"I'm calling to inform you about an update regarding the [Job Title] position. While we were very impressed with your qualifications and enjoyed learning more about your experience, we've had to put the hiring process on hold temporarily due to [briefly explain reason – without oversharing sensitive company information]."
4. Be Transparent (But Not Overly Detailed): Offer a concise explanation for the hold, avoiding overly technical or internal jargon. Transparency builds trust, even if the news isn't positive. However, it's not necessary to divulge highly confidential company information.
5. Provide a Timeline (if possible): If you have an estimated timeframe for when the hiring process might resume, share it. Even a vague timeframe like "within the next few weeks/months" is better than complete uncertainty. If you don't have a timeline, be honest about that as well.
6. Maintain Professionalism: Avoid making promises you can't keep. Don't offer false hope or speculate on future possibilities beyond what's currently realistic.
7. Express Continued Interest (If Applicable): If you genuinely believe the candidate is a strong fit and the hold is temporary, express your interest in keeping them in mind for future opportunities.
8. Follow-up Email: After the phone call, send a formal email summarizing the conversation. This provides a written record for both parties and reinforces the information conveyed. Include the same key information as discussed in the phone call.
Sample Email:
Subject: Update on [Job Title] Application
Dear [Candidate Name],
Thank you again for your interest in the [Job Title] position at [Company Name] and for taking the time to interview with our team. We were very impressed with your skills and experience.
Unfortunately, due to [briefly explain reason, e.g., unforeseen circumstances], we have had to temporarily place the hiring process for this role on hold. We anticipate making a decision within [timeframe, or "the coming weeks"].
We appreciate your understanding and will keep you updated on the status of this position. We are very impressed with your background and hope to connect with you again in the future.
Sincerely,
[Your Name] [Your Title]
Protecting Your Company's Reputation
Handling these situations professionally protects your employer brand. Candidates who are treated respectfully, even when receiving negative news, are more likely to speak positively about your company, even if they don't get the job.
By following these steps, you can navigate the challenging task of informing a candidate their position is on hold with grace, professionalism, and transparency. Remember, clear and empathetic communication can go a long way in maintaining a positive candidate experience.
