Picking out one candidate to work in your company from among dozens of candidates is a tough job. You may have to look closely at the qualities and skills of each candidate and weigh in on which one is best. There will always be a winner while the rest will have to be declined. On this page, we have some samples on how to write an electronic message regarding declining a job offer to a candidate.
Unlike the traditional method, an email is a faster and more effective means of delivering a message from person A to person B. If you are planning on writing an Applicant Rejection Letter, the feel free to look around.
You should start your letter the same way your company does with other business letters, and you should use the company’s letterhead. On the first part of the letter, you can get directly to the point by stating that the job position has already been offered to a different candidate. If ever you called the candidate by phone beforehand, then this letter will serve as the confirmation.
The next part of the letter should be to thank the candidate for taking interest in the job position, for making an effort in submitting a cover letter to the company, and for patiently waiting for the company’s response. As with most formal letter templates, you should wish the candidate their best in their search for other opportunities. And then you should sign off by making your signature by hand over your typed name.
You may refer to our collection of rejection letter templates to make the process of writing a rejection letter easier for you.
Just as the letter you received from the company is formally written, you should also respond to the letter in a formal manner. While it may be a disappointment on your part, you should still thank the hiring manager for still giving you the opportunity to apply in their company and for taking the time to review your documents and credentials.
Then you may ask the hiring manager to provide you with some constructive criticism with regard to the cover letter and resume you submitted, as well as how you did in your interview. The most important thing to keep in mind when writing this response is to avoid negativity and not to take this as a source of discouragement.
For more letter templates, check out our collection of Job Applicant Rejection Letters.