How to Write a Rejection Letter for Interviewed Applicants

A company receives a lot of applicant resumes all the time, especially if there is a new position that needs to be filled. Those in the recruitment team or Human Resources have to deal with applicant interviews and assess each one of the applicants until they are able to find the people who meet the initial requirements. However, there will be applicants who will not make it through the selection process, and these candidates have to be informed of this fact through a professionally written rejection letter.

Best tips for writing rejection letters to interviewed applicants

No applicant wants to hear that they did not get the job, and no recruiter wants to be the person who has to deliver the bad news. But, by taking the extra time to actually think about how to make the rejection sting a little less, it will make it easier on everyone when the news has to be shared. So, here are the tips you should follow when writing that rejection letter:

Be sure that you thank the candidate warmly

Do not just say something like, “Thank you for applying for the position in our company.” It just makes you sound like a robot more than anything else. Instead, you can say something like, “Thank you for reaching out and considering our company as your choice. We are sure that there are others out there who are hiring for the job that you are most qualified for.” Always thank these applicants for taking time out of their schedules and trying to acquire a position in your company.

Always leave the door open for future opportunities

You want these applicants to know that even if you have rejected them, they are always welcome to try their hand again in the near future. Say something like, “We hope that you do not mind if we reach out to you in the future” as this will tell applicants that you are more than willing to give them another shot. Many rejection letters vaguely hint at a “future position” or provide a link to a jobs page telling the candidate to “stay informed”, but just about everyone knows that these are nothing but empty promises. Just remember to not make any promises if you really think that you will not reach out to the applicant for any future positions. If you really do think that this person is one who has certain qualifications that your company may need in the future, then be sure that the statement shows that you are willing to contact this person again.

Provide a good reason as to why the applicant was rejected

It is understandably frustrating whenever an applicant gets to the interview stage and gets rejected, but is not given any explanation as to why. These people have used up their time and made an effort to actually try and get into your company, so the best thing that they could get is a decent explanation as to why they were not selected for the job.

If you rejected the applicant because you chose another candidate, then state that there was another person who was more qualified to handle the job description.  If the applicant was under qualified, then mention that in the letter since that is useful information for the applicant to know in order to improve his qualifications.

Writing an applicant rejection letter does not have to be a trial. Just keep the tips we have outlined in mind and you should be able to compose a professional and well-written message.

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