Here are a few tips on how to write a job rejection letter:
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- Personalise your letter.
Whilst you might use a standard template for all rejection letters, take time to tailor it to the candidate by including their name, the position and something you recall from your conversations – such as something unique from the applicant’s professional or educational background. Whilst you might use a standard template for all rejection letters, take time to tailor it to the candidate by including their name, the position and something you recall from your conversations – such as something unique from the applicant’s professional or educational background. For example: “We were impressed with your experience of launching your own business” or “It’s always great to meet a fellow University of X graduate!”
- Personalise your letter.
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- Keep it concise:
It’s essential that you get to the point as quickly as possible. Don’t make the applicant read through several paragraphs of praise for their skills and experience only to discover that they’ve not been selected to move forward. Be respectful of their time and share the news early in the letter.
- Keep it concise:
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- Be professional and considerate.
Whilst it’s likely that the applicant will be disappointed no matter how you frame the rejection, using professionalism and consideration can diminish any negativity they may feel towards you or the company. Consider using the “sandwich method” where you deliver less welcome news between two positive messages. For example, you might start by letting the applicant know you’re impressed by a specific skill or experience, tell them you’ve chosen to move forward with another candidate and then finish by thanking them for their time and wishing them the best of luck in their future endeavours.
- Be professional and considerate.
- Send it as soon as possible.
According to an Indeed survey, there is a discrepancy between the average amount of time that employers say it takes them to respond to candidates and the length of time applicants say they wait to hear back. For example, 52% of employers say they respond to candidates within a week, whilst job seekers say it takes weeks and sometimes months..* The bottom line: Send the rejection letter as soon as you’ve made the decision. Applicants are likely to be anxious to hear from you – especially if they’ve already come in for an interview. By quickly offering your response, you can end the uncomfortable waiting period and stand out as an organisation that cares about the applicant experience. Often a rejection letter will give an applicant the nudge they need to explore other, better-suited opportunities.
Example rejection letter
To help put yours together, here is a rejection letter template using all of the tips mentioned above.
1 August, 20XX James Taylor, 1234 King Street, Melbourne, VIC, 3000 Dear James, Thank you so much for your interest in the Marketing Manager role here at ABC Company, and for taking the time to come in and meet with the team last week. It’s always great to meet a fellow University of Adelaide graduate! Whilst we were all impressed with your skill set and knowledge, we’ve decided to move forward with another candidate who has more leadership experience.
However, we feel that you’re an excellent culture fit and encourage you to apply for other positions that will be available in the marketing department in the coming months. Thank you again for the time you invested in applying and interviewing for this role. We wish you the best of luck in your job search and all future endeavours.
Sincerely, Jill Flores HR Director
A good rejection letter informs candidates that they will not be moving on to the next phase of the hiring process without ruining applicants’ impression of your company. By keeping the letter personal, concise, considerate and sending it as quickly as possible, you can ensure that the experience is as positive as possible.
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