The candidate rejection letter informs the candidate that you have not selected him/her for the position. Getting a rejection letter is always disappointing.
As an employer, you shouldn’t provide reasons or details regarding your decision; however, you absolutely don’t want to hurt the candidate’s feelings. This article provides samples of employer job rejection letters to an applicant.
If you concluded that the applicant doesn’t fit the position, you will want to send him the post-interview rejection letter right after an interview or after completing the interviewing/application process.
Therefore, the best way to do this is to get straight to the point by writing to the candidate that you haven’t selected him. It would be wise to add some words of appreciation, indicating how you were impressed by his/her skills. These may encourage him/her to continue his job search without having unwanted bad feelings about your company.
You may also thank the candidate for his or her time interviewing for the job in your company.
Here is an ultimate guide to writing a rejection letter that doesn’t hurt – with 7 tips for writing a rejection letter that leaves a positive impression.
Maintaining Professionalism in Candidate Rejection Letters
Here are the key points –
1. Express Appreciation and Acknowledgment:
Begin the rejection letter by expressing gratitude for the candidate’s time, effort, and interest in the position. Acknowledge their skills, qualifications, and the positive aspects of their interview to maintain a respectful and professional tone.
2. Keep the Message Clear and Concise:
Clearly communicate the decision to not select the candidate for the position. Avoid providing unnecessary details or justifications for the decision, as it may lead to misunderstandings or potential legal issues. Keep the rejection letter concise, focusing on the main message.
3. Offer Encouragement and Future Opportunities:
Include a positive note by encouraging the candidate to continue their job search and pursue other opportunities. Let them know that their skills and qualifications are valued, and they may be considered for future positions within the company.
4. Personalize the Rejection Letter:
Tailor the rejection letter to each candidate by addressing them by name and referring to the specific position they applied for. Personalization adds a thoughtful touch and demonstrates that their application was reviewed individually.
5. Avoid Generic Language:
Steer clear of using generic or overly formal language that may make the rejection letter sound impersonal. Strive for a tone that is empathetic, professional, and considerate to maintain a positive impression of your company.
6. Proofread and Edit:
Before sending the rejection letter, carefully proofread it to ensure there are no spelling or grammatical errors. A well-written and error-free rejection letter reflects positively on your company’s professionalism and attention to detail.
7. Timeliness is Key:
Send the rejection letter promptly after making the decision. Timeliness demonstrates respect for the candidate’s time and allows them to move forward with their job search without unnecessary delay.
Remember, a candidate rejection letter should always uphold the company’s reputation, treat candidates with respect, and leave a positive impression, even in the face of disappointment.
Sample Employer Rejection Letters – Template for Post Interview
Here are two samples of rejection letters after the job interview: Please edit according to your needs.
1st Sample:
Dear [Candidate’s Name],
Thank you for taking the time to apply for the position “name of the position”. We appreciate your professional experience and skills and enjoyed interviewing you for the position.
Unfortunately, we are not able to select you for this job position at this time. However, we are going to save your contact details and resume for future job opportunities. Please do not hesitate to apply for other open positions at our company.
We wish you success with your job search and in your professional career. Thank you for your interest in our company.
Best Regards,
HR Department
Signature
2nd Sample Rejection Letter:
Dear [Candidate’s Name],
Thank you for your time interviewing for the “job position” in our company. We wish we could hire you for the position, but after carefully evaluating your profile, we have decided against offering you this position.
Our interview team was impressed by your experience and the values you may bring to our company; therefore, please feel free to apply for other positions in our company.
Best Regards,
Human Resources Department
Signature