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How to Write a Rejection Letter?

A rejection letter is a document that companies send to job applicants who didn't pass the initial exam or interview round. It explains why a candidate isn't the right fit for the company in a humble tone.

According to Zety, the average number of applicants per job in 2015–2016 was 52 to 59. Even in this average competition, companies still reject applicants. As a manager or someone who belongs to the HR team, this scenario is inevitable. You have to write a rejection letter to inform the candidate of his or her results properly.

If you need some tips in writing one, read more.

1. Thank the Candidate

Rejection is painful. Appreciate the candidates for their time in applying for the vacant job position. It may sound useless but it impacts applicants' thoughts and minds, a word of thanks will somewhat help in motivating them for further opportunities.

2. Be Direct and Neutral

Companies don't usually state the real reason for rejecting an applicant. With that, soften the blow of the bad news by saying that despite their excellent resume and credentials, you chose another candidate who comes close with the job requirement. This neutral approach is the safest one that you can apply in situations like this.

3. Point the Strength

Give the applicant a confidence boost. Point out his strengths and highlight his best qualities based on his application documents and interview. Doing such will give him a sense of encouragement to continue trying his luck for his future.

4. Express Hopeful Wishes

Lastly, give well-wishes to the rejected applicant. It's the best way to wrap up your letter. Encourage him to apply for other positions in your company if there are available ones in the future.

General FAQs

  • How do you take a rejection from a company?

  • Do all companies send rejection letters?

  • What are the reasons for companies for rejecting applicants?

  • Do you need to write a long rejection letter?

  • What are the kinds of applicants that companies usually encounter?

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