When to Say No: 9 Common Reasons to Reject Candidates

Rejections are a necessary part of hiring—but they shouldn’t be arbitrary. Every hiring decision should be grounded in clear, fair, and objective criteria. Whether you’re filtering resumes or conducting final interviews, here are 9 valid and professional reasons why a candidate might not make the cut.

Esther Perel said in a recent interview at the Unleash18 conference in Amsterdam:

“People are hired for skills but fired for behaviour.”

Here are 9 (mainly) good reasons to reject a candidate and soft skill tells that should send alerts that the candidate is not of a high enough calibre. I agree that there are always exceptions and special circumstances. But how many of these boxes indicate reasons to reject a candidate from the interview process?  Or is it a case of exceptions make the rule?

1. Poor time keeping

Not being on time, or even early for an interview is a major deal breaker. Excuses that will not hack it in my book are:

• I overslept
• I went to the wrong place
• The train was late. If it was one 30 minutes before the interview – for sure.

Exceptions:

‍There can be good reasons to reject a candidate why someone can be late. I was in a cab on the way to a meeting last year and we hit a cyclist. I was detained by the police for a witness statement. I did phone ahead and the company was very understanding. A networked contact reported hiring a candidate on the spot when a car accident blocked the road and he jogged in the rain to get to the meeting! If the 6.00am train was derailed, then discretion can also be exercised – but that would probably be on the news. There are always exceptions so I agree, it’s OK to park that thought for now before checking off the other deal breakers.

2. Appearance

All candidates should be suited and booted and dressed according to industry norms. Some sectors are more relaxed than others. Generally I would expect candidates to be over-dressed in those circumstances. Jeans, sneakers or an unkempt appearance of any kind,  means that candidates should hit the reject pile. If this is how they are when they are trying to impress, then imagine how they will dress when they are not.

Exceptions:  

I did have a situation of interviewing someone in an airport hotel. He was en route from the Maldives and his luggage was lost by the airline. The interviewee was dressed in Bermuda shorts and a Hawaiian shirt. He had bought a tie in the duty-free which was appreciated and added humour to the situation. One panel member felt he should have bought a whole new outfit or put the critical items of clothing in his hand luggage and it showed a lack of foresight. I thought that was a bit harsh. It was a mid-level role and we all know how expensive clothes are in airport stores  – so discretion was exercised.  He went on to receive an offer.

3. Poor non-verbal communication

Many candidates are very nervous before interviews which impacts their non-verbal communication. This is normal and the role of the skilled interviewer is to make the candidate feel at ease as quickly as possible. If this lack of confidence persists, it is usually a warning sign. There is very little to be gained by making an interviewee uncomfortable.

I pay particular attention to fidgeting, lack of eye contact, poor posture, weak handshake and other sloppy body language. If any of these are “off” then interviewers can legitimately reasons to reject a candidate, especially if the interview is for a position that deals with client communication.

Exceptions:  

‍It could be because of a neurological difference: ADHD, ADD, anxiety disorders,  autism or other issues. Tact and empathy are really important. Many companies ask candidates if they want to declare any diversity situations, but some feel they will be discriminated against. This is one that could be examined in greater detail which can be one of the reasons to reject a candidate. Some people just get nervous in interviews but are great in their roles.

4. Poor Verbal Communication

If candidates are unable to respond to questions concisely, precisely and with relevance (what I call CPR) they tend to lose me.

“Upspeak”  is also something that is a deal breaker for me especially in a client facing situation. Everything they say sounds like a question?

Exceptions:  

‍Look at other qualifications and  assess if these deficiencies are “trainable.” They could have excellent basic skills but need some polish.

5. Preparation

All candidates should be able to demonstrate interview readiness and preparation including at least superficial knowledge of the company and the role. Any candidate who is not reasonably familiar does not deserve to be progressed to the next level.

Exceptions:

When the candidate has been given no information because the interview was called at short notice, or the search is confidential. This does happen, especially at a senior level.

6. Poor, no, or the wrong candidate questions

If the candidate cannot answer basic questions like the old chestnut “Why should I hire you?”  showing a strong level of self-awareness, they probably should not make it through to the next round.

Having no questions prepared is also a deal breaker and the candidate deserves to be cut. If you have interviewed thoroughly, even asking for clarification on career development  opportunities would highlight a high level of engagement.

If the only questions are centred around holiday entitlement, the Friday tab and Christmas party, that should send some alarm bells

Exceptions:  

‍None  –  but maybe you have a party animal who could be great at his/her job Loop back and check the other credentials.

7. Display of device addiction

One of the reasons to reject a candidate could be if a candidate has not switched off their phone, takes a call or interacts in any way on a device during the interview, unless it is to show you something connected to the process,  it should be brought to an end immediately.

Exceptions:  

‍Absolutely none unless a family member has died. It is not a sign of an ability to multi-task. There is no such thing.

8.  General courtesy and good manners

“Manners maketh the man” … and woman. You would be surprised how many candidates fail to engage correctly with those in the process from the receptionist, to secretaries, drivers.  Anyone who doesn’t say please and thank you or is rude in any way, to anyone at all, should be cut.

Exceptions:  

‍None

9. Inattentive Listening

One of the reasons to reject a candidate after interview process is if candidates who don’t process information, follow instructions, flood, or interrupt, all show indications of inadequate listening skills. This has very strong implications for their role as a team member.

Exceptions:

None

So what do you think  – harsh or simply sensible? You may have reasons to reject a candidate after interview who seems “good enough.” That’s OK. Don’t settle until you find the right candidate. While it may take more time to find the right fit for your business and someone who truly wants to work there, it’s worth the wait. Or is having hard lines missing a diversity opportunity? What do you think?

The real risk is that you could find yourself recruiting for the same position again in six months.

‍

How to Reject Respectfully?

Rejecting a candidate is never easy—but how you do it speaks volumes about your company’s values and employer brand.

Whether a candidate is filtered out early or reaches the final interview stage, delivering the rejection with professionalism and empathy ensures a positive candidate experience, even if the outcome isn’t what they hoped for.

Here are a few best practices to help you handle rejections with care:

Be Prompt and Clear

Don’t leave candidates guessing. As soon as a decision is made, communicate it respectfully via email or phone—especially for those who reached the later stages. A short, thoughtful message is better than silence.

Personalize Your Response

Avoid generic rejection templates when possible. Address the candidate by name, refer to the position they applied for, and acknowledge the time and effort they invested in the process.

Provide Constructive Feedback

If the candidate reached the interview stage, consider sharing brief feedback. This could include areas of strength and one or two suggestions for improvement. Even minimal guidance is appreciated and can help the candidate grow.

Example: “While your technical skills are strong, we’re currently looking for someone with more leadership experience for this particular role.”

Express Gratitude

A simple thank you can go a long way. Appreciate their interest in the role and your company—it leaves a positive impression and makes the candidate more likely to reapply in the future.

Keep the Door Open

If the candidate showed promise but wasn’t quite the right fit, let them know you’d like to stay in touch. Consider adding them to your talent pool for future roles.

Don’t Ghost—Even If They’re Not the Right Fit

Every applicant deserves closure. Even a short automated message for early-stage disqualifications is better than no response. It shows respect for their time and effort.

Protect Your Employer Brand

Remember, candidates are potential customers, advocates, or future hires. A respectful rejection today could lead to a great hire—or referral—tomorrow.

In short: Rejections should be delivered with the same care as offers. Because how you treat candidates during the hiring process reflects how you treat people in general—and that’s what top talent really notices.

Conclusion

Effectively identifying and rejecting candidates who lack the necessary qualifications, skills, or cultural fit is crucial for maintaining a productive and harmonious workplace. By recognizing the red flags during the hiring process, such as poor time management, inadequate preparation, and lack of proper communication skills, businesses can avoid costly hiring mistakes. Implementing a structured and fair evaluation process ensures that only the best candidates are selected, ultimately contributing to the growth and success of the organization. For a streamlined hiring process, consider using our hr software. According to Amra Beganovich, founder of Amra and Elma and Colorful Socks, being late signals lack of commitment and low level of responsibility. If a potential employee cannot commit to a on-time interview, chances are that they are a very risky investment for an employer because this type of behavior will likely spill over to other segments of work.

FAQs

Is it okay to reject a candidate even if they meet all the qualifications?

Yes. Qualifications are just one part of the puzzle. If a candidate doesn’t align with the company’s values, work culture, or long-term goals, it’s valid to reject them. Hiring should consider both competence and compatibility.

Should I give feedback to every rejected candidate?

While it's not always feasible to provide feedback to every applicant, offering constructive feedback to those who reach the interview stage is highly encouraged. It helps candidates grow and reinforces your employer brand.

Can rejecting candidates affect employer branding?

Absolutely. The way you handle rejections directly impacts how candidates perceive your company. Clear, timely, and respectful communication—even in rejection—helps build a positive reputation and encourages future applications.