WHAT TO SAY · PAY AND PROMOTION
How to tell an internal candidate they did not get the job
Internal candidates stay with you after the decision, so this conversation shapes whether they stay engaged. Tell them in person, give useful feedback, and talk about their path.
Before you start
- Tell them before the successful candidate is announced.
- Prepare two pieces of specific feedback.
The script
- OPEN WITH
[Name], thank you for applying for [role]. I wanted to tell you in person that you were not selected this time.
It was a strong field, and your application [specific strength].
The deciding factor was [specific gap].
I would like to help you get there. Can we set up time to plan the next step?
Replace the [brackets] with real details. Say it in your own words; the structure matters more than the exact wording.
If they say…
“Did I ever have a chance?”
Yes. You were seriously considered. Here is what made the difference.
What to avoid
- An email or a generic HR letter only.
- Telling them after everyone else knows.