How to tell someone they didn't get the job

Use empathy

Empathy is very important in this action. Most people can relate to a job rejection because most of us have gone through it. Use your own personal experience, if applicable, to help craft how you deliver this news. Keeping the job candidate's feelings and perspective top of mind will help you deliver the news in a graceful way.

Thank them

Job hunting is time-consuming and when an applicant actually advances in an interview process, it makes it that much harder for them to hear that they didn't get the position. This is why you should always thank them for the time they spent on interviewing and any other activities you might have requested them to do.

Personalize the rejection

You can let candidates know via a phone call or email, but you should always try to personalize your delivery of this news. Automated email rejections often feel cold and impersonal. If you can, you should try to list out some of the good qualities of the candidate. This isn't hard, just refer to the reasons that you were considering them in the first place.

Let them know you have gone with another candidate or are pursuing other applicants

While receiving this from a potential employer doesn't make the rejection easier on the candidate's behalf, it is better than not giving them the employer's reason for the rejection. Employers should deliver the news swiftly and empathetically, and then tell the candidate they found a better fit or are pursuing other options for the job opening.

Give constructive feedback

Most job applicants that you are going to reject have areas where they need to improve and skills they need to either develop or hone. Try to keep all feedback constructive. This should not be viewed as a hostile or combative action. While you don't have to do this, it is one way to really brighten this bad news for a candidate and can help your company's brand.

Touch on the strengths of others

This falls into the constrictive feedback area as well. When you mention the strengths of the other candidates you are helping the candidate you are not going with to understand the ways in which they need to improve. This can be as simple as saying that you went with someone who had more experience. Or you can detail your reasoning a bit further.

Qualified candidates

You can also let them know that many qualified candidates applied and that they were a part of this group.