How to tell a great candidate they didn't get the job

[Yoyooo]

I recently got promoted and one of my first jobs is to hire a sort of replacement for my old job (it is a slight restructuring so it is a new role but essentially replacing me)

I interviewed 3 candidates, 2 who are within my department and 1 who isn't but does a similar role.

All were absolutely fantastic interviews to be honest, I can find little fault with any of them. I am also very close to all 3 as I have worked previously with all of them.

I think the best person really for the job is the person who most experience with the client so far. This also means I can promote the other candidate into this persons role (so win win there)

My problem is how do I tell the other candidate (who doesn't work in my department) they didn't get the job when actually they interviewed fantastically and they have come a long way since they started in the organisation. I would hate for this persons morale to be lost at all. I also told them about the job going and suggested they interview for it 😬

Any advise would be gratefully received!

Are there any areas of the job description or person spec that the person doesn't meet? If so, emphasise how they fitted much of the criteria, but someone with a better overall fit has been offered the role. This gives them the opportunity to work on developing the area they need to move upwards.

Well, you tell them just that really. That they gave really good interviews but you decided to opt for the candidate with the most experience.

Could you inform them simply so they can leave and collect feelings, but also say you would really like to meet for coffee and discuss the candidates career. Then mean it. Contact them and set it up. Then have the bigger conversation about how the interview went really well and you think they were a really strong candidate and you will support future applications.

Mentoring can be an important part of many jobs.

Thanks for everyone's reply.

I just don't want it to come across as it was a given someone from my department would be given the role, because it wasn't.

I really love the idea of suggesting supporting and mentoring the other candidate - they are too good to lose!

I think for this reason its never good to interview people you have already worked with. I don't think it will be a huge surprise to you the person who doesn't work in your department that they didn't get the job, especially if part of the reason the chosen candidate did was because they have worked with the client more; something the other person probably hasn't had a chance to do. Also promoting the other person, are you not going to advertise for that role?

You just say sorry you have not been successful. Up to you whether you offer feedback off of the bat or whether you reply if they ask.

I don't think most ppl mind hugely losing out on a job offer if the process seems fair & they have useful feedback afterwards. Tell them what they did well for sure.