Do you need to send an applicant rejection letter to a candidate who, unfortunately, did not make it? Well, writing a rejection letter could sound a bit frustrating for you, especially when you are to execute a candidate rejection for specific grounds pertaining to the candidate’s qualifications and the preferences of the employer. You may also see Letter Samples.
Even though rejection letter doesn’t seem to convey a positive feeling towards the applicant, sending such a document is still very important. One of the main reasons why this type of missive needs to be sent is to give the applicant a heads-up with regard to the status of their application.
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What is an Applicant Rejection Letter?
A job applicant rejection letter is a type a business letter that professionally convey to the job applicant whether or not he or she can proceed with the application process. Sending this type of document is necessary in order not to prolong the waiting and the expectation of a candidate who applied for the job. Other than this, here are some other reasons why applicant rejection letters matter:
- To show professionalism – The said letters are still being sent to those applicants who have been turned down. This is not to make them feel bad about themselves and of the application; but this is to show professionalism.
- To convey the employer’s appreciation and gratitude – Applicant rejection letter is not mainly about informing about the “rejection” but this is also a way for some employers to express their gratitude for being chosen as one of the companies the applicants applied for and want to share their expertise with. Rejection letter templates should thus be written in a positive manner.
Furthermore, a standard rejection letter observes a proper way of positioning thoughts and ideas to ensure that the addressee will have full understanding why he or she got rejected.
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How to Write Rejection Letter?
Hearing the word “rejection” doesn’t really sound so positive and uplifting for the recipient of the letter, but being able to position your letter well and if you only adhere to the measures of a standard rejection letter, then there will be no problem with that.
- Regarding the standard business letter writing, job applicant letter usually starts with a header which contains the date, the name of the applicant and the applicant’s full address.
- Then it should be followed by a salutation, it usually begins with “dear” followed by the applicant’s name or “Ma’am” or “Sir”. Remember, using the name is more personalized and friendly than using either “Ma’am” or “Sir”, which is too rigid and formal.
- The body of the letter should begin with a tone of appreciation. State that you are thankful for the interest shown by the applicant.
- Then slowly transition by informing that after further review and considerations his abilities does not match the position they are offering but is still the time and effort is being appreciated.
- In closing the letter, be honest yet sound motivational and encouraging.
In summary, a rejection letter follows a simple format:
- Say “thank you”.
- Break the news.
- Give reason for the decision.
- Encourage and offer hope.