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Aug 16, 2024 · It's polite and professional to send rejection letters to each unsuccessful applicant if you decide not to move forward with their application, so learning to write one is important as a hiring manager or recruiter. In this article, we explain how to write a rejection letter and include tips, a template and an example to inspire you.
A rejection letter is a formal communication, typically in writing, issued by an organization or HR professional to inform a candidate that their job application has been unsuccessful. The tone of a rejection letter is ideally polite and professional, and it may or may not provide feedback or reasons for the rejection.
- Overview
- Why is learning how to write a positive rejection letter important?
- How to write a rejection letter
- Rejection letter template
- Rejection letter example
When you're hiring for an open position, you'll likely review many resumes and interview several candidates, and you can only hire one person. Sending rejection letters to candidates who you're no longer considering is an important part of the hiring process. In this article, we describe the steps for writing a rejection letter and provide an examp...
A positive rejection letter can help you maintain a connection with the candidate in the event that you want to consider them for future jobs. You can keep their resume on file for other roles that might better fit their skills and experience, then contact them when you're ready. Keeping connections with potential candidates who you've already inte...
1. Create an informative subject line
When sending your rejection letter by email, write a simple subject line that stands out in the candidate's inbox. It can include your company's name and the position title so they know the purpose of the email.Example: •"PointBooster - Open Credit Analyst Position" Related: How to Properly Format a Business Email
2. Thank the candidate for their time
After your salutation, such as "Dear (Applicant name)," create a new paragraph that starts by thanking them for their time. Depending on where they are in the hiring process, you could thank them for taking the time to submit an application or for interviewing with you. It's helpful to be specific to show the letter is unique and sincere.Examples: •"Thank you for taking the time to submit an application for our open marketing coordinator role." •"Thank you for taking the time to interview with our team for the customer service representative position." Related: How To Write a Business Rejection Letter in 6 Steps
3. Tell them you're no longer considering them for the position
The next sentence should clearly inform them that you're moving forward in the hiring process without them. This is the purpose of the letter, so it's usually better to add this information toward the beginning of the email so the candidate can quickly get an answer.Example: •"Unfortunately, we are no longer considering you for this position." Related: How Long Does the Hiring Process Take? Answers to Frequently Asked Questions
You can use this basic template to create simple rejection letters:Subject: [Company name] - [Job title]Dear [Candidate name],Thank you for applying for our open [job] position. We appreciate the time you took to [submit an application or come in for an interview].We have decided to move forward with other candidates at this time. Specifically, we're looking for a candidate with [specific qualification]. However, your [one or two qualities] are impressive. [You can include a second sentence that describes another quality that you liked.]We would like to consider you for future opportunities if you're interested. We also encourage you to apply for any open positions that fit your qualifications.Thank you again for your time, and best of luck in your future endeavors.[Your name]
[Job title]
Here's an example of a rejection letter to help you craft your own:Subject: Tomato Imports - Open Shipping Clerk PositionDear Francesca Stafford,Thank you for applying for our open branch manager position. We appreciate the time you took to visit our bank and meet with our team.We have decided to move forward with other qualified candidates at this time. Specifically, we're looking for a candidate with more leadership experience. However, your leadership skills and knowledge of our financial products were impressive. We also appreciated your ability to connect with everyone on the interview team.We would like to consider you for future opportunities at all of your branches if you're available. We also encourage you to apply for any open positions that fit your qualifications.Thank you again for your time, and best of luck in your future endeavors.Raheem Mousef
Hiring Manager
Sunrise Banking
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Mar 11, 2024 · A job rejection letter is a formal communication sent to candidates who were not selected for a job position after the interview process. It serves as a professional and respectful way to inform applicants that they have not been chosen for the role.
- Generic rejection letter template. Dear Mr / Ms [Applicant's name], Thank you for submitting your application and resume for our [title of the position they applied for] position.
- Application rejection letter template. Dear Mr / Ms [Applicant's name], Thank you for submitting your application. We appreciate your interest in a position as a [job title] in our company and the effort you invested in reaching out to us.
- Screening stage rejection letter template. Dear Mr / Ms [Applicant's name], Thank you for your resume and application submission and for participating in our initial screening process.
- Early-stage interview rejection letter template. Dear Mr / Ms [Applicant's name], We truly appreciate you taking the time to meet with our hiring team to interview for our open [title of the job] position.
Learn how to respond to an unsuccessful application by sending a thoughtful rejection letter. Here are seven rejection letter samples to use for your business.
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Nov 28, 2022 · When you’re looking for potential candidates for an open job position, the inevitable downside is rejecting applicants who may not be qualified or fit for the job. Depending on your organization, you should consider sending rejection letters to those who do not qualify for the job.
