A well-written formal rejection letter is essential for letting job…
A well-written formal rejection letter is essential for letting job applicants down.
Why is Setting the Right Tone With Your Rejection Letter Important?
In the event that you want to consider the candidate for future jobs, you can strengthen your relationship with the candidate. You can keep their resume on file. When there are other roles that might better fit their skills and experience, you can contact them then.
Building relationships with candidates you’ve interviewed can speed up future hiring efforts. Since you have completed the process for at least one candidate, you’re going to spend less time reviewing resumes and contacting candidates.
The same is true if you send your company’s rejection letter in a timely manner. The chances of a candidate speaking well of a company, even when rejected is high when done in a sensitive manner. They may also get more favorable reviews online.
What to Write in a Candidate Rejection Letter
Express gratitude that the candidate took the time to apply
Always thank the candidate for the time they spent going through the application process.
This reaffirms that the candidate has invested their time in you, and they deserve an apology.
Expressing gratitude to the candidate gives you an opportunity to show your company in a professional light. Candidates any awkwardness as they leave.
Let them know you are “declining to move forward with their application
Don’t leave the candidate confused on this point. State your decision to move forward with specific language. Let them understand they are not the right fit.
Anything else is likely to give the candidate hope in a situation where the job application process is over.
Consider giving reasons you choose the final candidate
In tandem with the above, you can explain why you decided to choose the candidate you eventually did. It’s important to focus on that person’s strengths, so you’re not coming across as mean or unprofessional.
You don’t have to go into detail. You can tell the candidate why you chose the person you did. Don’t on’t spend too much time on this.
Avoid giving reasons for declining a candidate in your formal rejection letter
Do not go into reasons why you did not hire the candidate. Your letter should be professional and concise and should not be an attempt to express how you did not like the candidate.
Focus on the positive aspects of the candidate and his or her application. Be professional and courteous in your tone.
Use the word “declined” rather than “rejected
Language is everything. Sometimes it’s not what you say, but how you say it. This also rings true for rejection letters.
Using “rejection” is apt to be taken personally. The candidate comes away with the impression that something is intrinsically wrong with them.
The word “declined” on the other hand, is impersonal. It’s businesslike, and it’s appropriate when informing the candidate that they were not selected for the position.
Consider giving them some positive aspects of their interview
Let the candidate know that it wasn’t all bad. Give them some positive tips from their interview that they can use to build or improve their job search.
For example, you can tell them: “However, we were impressed with your ability to connect with the hiring team, which our company highly values.
Wish them luck on their search
Even though you’ve found your candidate, the ones rejected are still looking for a job. Acknowledge this and give them your good wishes.
To Wrap Up
A formal rejection letter is not a harsh letter that comes with a list of reasons why a candidate was declined. Instead, it requires care and sensitivity, because it involves people.
Regardless of how well you reject a candidate, you can always wish them luck and say that they were a pleasure to interview. This will show them that you are not a heartless person and that you do not want them to feel bad about leaving.
Frequently asked questions
How do you turn down a candidate in an email?
Thank you so much for your application for [company name]. Unfortunately, we are unable to [offer you an interview or pass you onto the next round] at this time, since we are looking for someone with more experience in [skills or job requirements] for this role.
How do you reject a rude candidate?
You have two choices: Tell him the truth or be vague. If you prefer to be vague, you can simply say, “We have moved forward with other candidates, but I appreciate your time.” (If you go this route, you could simply send him an email right now saying this instead of waiting to.
How do you tell a candidate they were not selected sample?
We regret to inform you that (organisation) will not pursue your candidacy for this position. Though your qualifications are impressive, the selection process was highly competitive and we decided to move forward with a candidate whose qualifications are better suited to our requirements at this point.
How do you write a good rejection letter?
- I warmly thank the candidate. I want to thank you for your application for the position at COMPANY.
- Leave the door open. Keep your application on file if another position is available.
- Provide a satisfactory explanation.
- Identify a strength
How do you let down a candidate?
- Immediately inform the candidate. Many hiring managers wait until the end of the hiring process to notify unsuccessful candidates.
- Don’t wait to hear from you.
- Keep it brief
- Personalize, personalize, personalize
- Be honest
- Ask for feedback
How do you reject someone nicely?
- Be honest. They say that honesty is not the best policy for nothing.
- Prepare yourself
- Face to face conversations.
- Stay true to “I” statements.
- Make sure the feeling you’re experiencing is normal.
- Don’t delay it
- Do not give up hope.
How do you reject an interviewee nicely?
Thank you so much for taking the time to review my application and inviting me to interview for the [job title] position at [Organization]. Yet, I regret withdrawing my application from this process at this time. I thank you again for your time and consideration, and I hope to keep in touch.
How do you say no to a candidate?
- Timing is everything. This applies to recruitment as well.
- How to choose the right medium. There are several ways you can tell someone they didn’t get the job: via phone or email.
- Keep it brief
- Be personal
- You may want to ask for feedback from them.
- Be honest
How do you tell a candidate they are not moving forward?
When You Can’t Call, Email If You Can. You should email the candidate and thank them for their time if you have limited time or are dealing with time zone constraints. Let them know they won’t move forward in the interview process. Candidates like email are often more convenient, quicker, and even well received.
How do you let a candidate know they didn’t get the job?
- Start with empathy
- We appreciate their time.
- Personalize your response
- Please explain that you are seeking other applicants.
- Provide constructive feedback
- Also mention the strengths of the other candidates.
- Let them know how many qualified candidates have applied.