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Everyone has gone through the dreaded experience of applying for their dream job and then getting rejected. In this post, we will show you how to compose a rejection letter that is professional, polite, and not too harsh. We also provide free templates so you’ll be able to quickly address your situation should it arise again in the future!
A job rejection letter is a formal document that is sent to the candidate after they have been rejected for a position. The letter informs them of their status and offers any advice or help from the company.
A job rejection letter informs a prospective applicant that they are no longer being considered for the post. It may also act as legal paperwork and explain why you didn’t employ the individual. The sort of rejection letter you send is determined on the stage of the recruiting process at which the applicant is.
Basic and sophisticated post-interview job rejection letter examples, as well as simple and advanced applicant job rejection letter samples, are available for your use. The advanced templates, on the other hand, indicate a particular explanation why the applicant was not selected and Keep the door ajar for a future partnership. These templates may be customized to meet your specific requirements.
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What Should a Job Rejection Letter Contain?
Keep it basic when drafting a job rejection letter and deliver it within 24–48 hours following the interview. Job rejection letters are often sent by email so that prospects are aware of your choice as quickly as feasible. The following should be included in most refusal letters:
Candidate’s Address
Be sure to Candidate’s Address by name at the top of your job rejection letter (i.e., Hi Michelle). This personalizes the letter specifically to the candidate, instead of a general rejection letter. A salutation sets the tone for the rest of the letter.
Next, express gratitude for their interest in the post. List the exact job you apply for, as well as the name of your organization (i.e., Thank you for taking the time to speak to me and interview for the position of Marketing Manager at ABC Company). This shows that they took the time to apply for the job.
Explain why you’re writing the letter.
It’s time to get to the point of the letter now that you’ve addressed the applicant and thanked them for applying. There are two methods to do this. To begin, just inform the applicant that they will no longer be considered for the post (i.e., Unfortunately, we will not be moving forward with your candidacy). This approach is quick and easy to understand.
Explaining that you are heading in a different route (i.e., Unfortunately, you were not picked to continue in the recruiting process) is another approach to let the applicant know they are not being considered for the post. We’ve chosen to pursue additional individuals that are more closely aligned with our job needs and required competencies). This version informs the candidate of the reason for their rejection.
You may personalize the letter to add particular reasons, such as a significant skill gap (not enough marketing or technical knowledge). Fitting in with one’s culture or personality is a more complex matter. If your applicant is in a protected class—for example, someone over 40 or a minority—saying in a rejection letter that “you wouldn’t fit in with the team” might be viewed as discriminatory. We suggest keeping the letter skill-focused or omitting the explanation entirely.
Keep the door ajar
You might include language that keeps the door open for future chances after the reason for the rejection letter (i.e., We will keep your resume on file should we have a role open in the future that more closely matches your skills and experience). The recruiting requirements of your company may change, and a candidate who isn’t a good match today may be in six months or a year.
Furthermore, this is how you create a talent pipeline, which saves time and ensures quality recruits. If applicants had a positive interviewing experience, they may be able to suggest you to someone who can fill your vacant positions in the future.
Finish your letter.
Make sure to include your name, job title, and firm name in the last paragraph of your letter. The person who interviewed the applicant should write the rejection letter, making it more personal.
Using an application tracking system like ZipRecruiter might save you time by enabling you to send individualized rejection letters to several candidates at once. In addition, all paperwork and resumes are preserved inside the system for future reference. Sign up for a no-obligation trial.
ZipRecruiter is a website where you may find jobs.
What to Keep in Mind When Writing a Job Rejection Letter
A rejection letter for a job should be brief and to the point. This will assist you in avoiding any legal complications that may arise throughout the employment procedure. When writing your rejection letter, keep the following in mind:
- Don’t reveal any personal information, such as the fact that the applicant has three children, which may make you doubt his devotion to the position. If the applicant belongs to a protected class (gender, color, or ethnicity), such remarks cross a delicate line, and you risk being sued.
- Don’t state anything like “this round was a top candidate” or anything like that. Don’t say anything other than the bare minimum unless you have anything useful and beneficial to offer the applicant in their job quest. Maintain a professional tone in your email.
- If you don’t send a job rejection letter, don’t assume the applicant will realize they weren’t chosen. This may lead to a negative overall experience. Make sure you answer to all applicants as soon as possible.
You may minimize legal ramifications by conducting organized interviews, taking notes during phone screenings, and maintaining documentation.
Keeping Track of Your Job Rejection Letters
All steps of the employment process, including job rejection letters, should be documented. If you use ZipRecruiter as your candidate tracking system, you may send and save these letters directly from the platform. If you don’t have one of these systems, use an Excel spreadsheet or a Word document to keep track of all steps.
Clear documentation safeguards your organization against any EEOC discrimination regulations. Employers cannot refuse to hire someone based on their age, ethnicity, sex, religion, natural origin, or pregnancy under these rules.
Conclusion
It is a smart business practice to send a job rejection letter to an applicant informing them that they are not a suitable match for your vacant position. It shows them that you value their time and effort in applying for and/or interviewing for the job, while also protecting your organization from any legal difficulties. Make sure you maintain track of any letters you send.
The “automated rejection email template” is a free tool that allows users to compose an automated rejection letter. The tool includes a sample email and the instructions on how to use it.
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