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The downside to hiring for a new position is having to reject all of the candidates that cross your desk. Some employers choose to skip sending rejection letters simply because they may not find it necessary. However, sending a professional rejection letter is a very important step in the hiring process and the overall brand of your company.
When an applicant doesn’t hear anything about a job they’ve applied for, they may still believe they’re being considered for the job or may even think their application was lost. This is a terrible position to put anyone in, even if you aren’t planning to hire them. A customized form letter is quick, easy, and allows you to reject candidates professionally.
Sending a rejection letter is a courtesy to any applicant. It’s important to do this to strengthen your reputation and is critical to your ability to attract the best talent to your business. It’s a simple task that can leave a great impression, even if your candidate is rejected. Remember, you never know who knows who or who could be a potential fit in the future.
What Is a Rejection Letter?
A number of things may come to mind when you hear the term rejection letter. Essentially, it’s a document that is sent to candidates if they aren’t being hired after their interview. Rejection letters may look different depending on the company or the job the applicant has applied for. Ultimately, it’s up to the employer to decide how the letter appears.
Typically, rejection letters contain the following information:
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Identifying information. This includes the company, candidate name, and job title so that the applicant knows exactly where the letter is coming from and that it is intended for them.
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Contact information. In case the applicant has any additional follow-up questions or is looking for feedback, it’s a good idea to include contact information for hiring or management staff.
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Reason for rejection. This is an important component to include in your rejection letter. The details don’t need to be long or drawn out; a simple reason is more than enough to let the candidate know they weren’t selected.
Depending on your company and brand, you may want to offer suggestions on how to improve for their next interviews.
How to Write a Rejection Letter
It might seem like an easy task to write a rejection letter, but you’ll want to be careful. Rejection letters can be as much of a reflection on your company as an offer of employment, so you want to be sure it’s written well and leaves a positive impression of your company if shared with other candidates.
Writing a thoughtful rejection letter is important. It allows you to maintain a positive relationship with the candidate, even if you aren’t hiring them. It’s critical to remain positive in your language and consider offering positive feedback, so your candidate learns how to do better in the future. Here’s how to break down your rejection letter.
First paragraph
The first part of your letter should be personalized and include the name and position for which your applicant applied. Thank them for their interest in your company and for taking the time to interview. However, it’s important to state that they did not receive the job in the first paragraph of your letter.
Although this is a rejection letter, you can still remain positive by using affirming language. Writing something like, “While your qualifications are incredibly impressive…” to let them know that while their skillset was up to par, there might have just been a better fit in the candidate pool.
Second paragraph
This paragraph is an option, but if you so choose, you can be a little more personal in this section for the right candidate. For example, if the candidate has gone all the way through to their final round of interviews, you’ll want to provide them with more context for their rejection.
This is the place to let the candidate know if you were impressed by their interviewing skills by including one or two strengths you remember. To add value, you may consider adding constructive feedback here as well, and any aspect of the job description they may not have matched.
Additionally, if the choice was close or a difficult decision, be sure to articulate that here too. It will help soften the blow of rejection.
Third paragraph
This paragraph doesn’t need to be more than a sentence or two where you wish them good luck in their job search and the best in all of their future endeavors. You can also thank them again for taking the time to apply to your company and interview with your team.
Types of Rejection Letters
There are a variety of different reasons for rejections, meaning there are a variety of different templates that exist for rejection letters. Here are some of the most common rejection reasons that can be articulated in a letter to unsuccessful applicants:
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Unqualified. These rejections happen simply because the applicant did not meet the proper qualifications necessary for the job opening.
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Mismatched. This rejection can be a bit more positive in that the candidate may have a great set of skills that are more appropriate for a different job.
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Post-interview. If your candidate is lacking in interviewing skills and are rejected because of it, this is the appropriate rejection for them.
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Internal. Sometimes internal candidates may apply for a job opening but may not be qualified for that position.
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Late. Oftentimes employers will impose a deadline on applications. Although a rejection letter is not always necessary in these cases, considering a cutoff date was provided, it’s a good idea to let the candidate know their application cannot be considered after the deadline.
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Undisclosed. If your company chooses not to comment on the reasoning for the applicant’s rejection, you may state that they were rejected for an undisclosed reason.
Sample Rejection Letters
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Sample #1
March 7, 2021
Dear Candidate,
Thank you so much for taking the time to apply and interview for the Marketing Manager position at Company. We are sorry to let you know that we will not be moving forward with your candidacy.
However, we wanted to let you know that your writing skills thoroughly impressed us, as well as your experience writing bylines for some of the most recognized magazines in our industry. Unfortunately, applicants for this position were extremely competitive, making this an extremely hard decision for us.
We appreciate your interest in our company. Please apply again in the future if you see a job opening that interests you. We wish you the best in your future endeavors.
Regards,
Stacey Richards, HR Manager -
Sample #2
September 5, 2021
Dear Candidate,
Thank you for taking the time to apply for the Project Manager position at Company XYZ. After reviewing your application materials, we have decided not to move forward with an interview.
We greatly appreciate your interest in Company. Please consider applying again should a job posting arise that catches your interest. Wishing you the best in your job search.
Best regards,
Leslie Hale -
Sample #3
December 1, 2021
Dear Candidate,
Thank you for taking the time to apply and meet with our team regarding the Engineering Associate position. We enjoyed learning about your past achievements and more about your skills and qualifications in the engineering field.
Unfortunately, we regret to inform you that we have selected another candidate for this position. We received many applications, and the competition for this role was very high.
Please feel free to reach out if you desire more detailed feedback.
Best regards,
Jenny Gate
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Rejection Letter FAQ
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How do you write a rejection letter for a job?
To write a rejection letter for a job, be sure you thank the candidate for their time, tell them they have not been considered for the position and why, and offer some positive aspects of their interview.
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How do you write a positive rejection letter?
To write a positive rejection letter, thank the candidate for their time, leave the door open, and try to provide an explanation with positive reinforcement as to why they didn’t land the job.
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How do you politely reject candidates?
To politely reject candidates, thank the applicant first, and then give them the bad news. If you can, try to explain the reasons why they weren’t selected and end on a positive note.
- Candidate Rejection
Author
Caitlin Mazur
Caitlin Mazur is a freelance writer at Zippia where she has written 140+ articles that have reached over 1 mil viewers as of June 2023. Caitlin is passionate about helping Zippia’s readers land the jobs of their dreams by offering content that discusses job-seeking advice based on experience and extensive research.