If you are an employer who has previously recruited employees, you would be aware of the tedious process for it. From the job applications to the interviews, there are many steps to follow for both parties. Let’s know more about Job Applicant Rejection Letter.
And if a candidate does not make it through the first step, then you must inform them as an employer. To do so, most people utilize letters or emails that they send to the candidates that have not made it through to the interview.
How Can You Inform A Candidate Regarding Rejection?
Usually, when firms have to notify a candidate that they got rejected, the method they use is an email. It is one of the simplest and most convenient ways to get any information to any person nowadays.
There are many other methods of communication between two people but emails are by far the best. However, some firms also utilize text messages or physical letters to get the message across.
You can choose the most convenient method according to you for informing a candidate that they have not made it through the interview. No matter which mode of communication you choose, you can follow a similar pattern for the letter of rejection.
Why Is There A Need For Job Applicant Rejection Letters?
Firms send out rejection letters to so many candidates who aren’t even selected, so it makes one wonder why? Well, they put in so much time and effort to ensure that the candidate can move on with their job search.
After applying for a job, the candidate waits for a response from the employer, even if it is a negative one. It can give them confirmation and they can then move on with their job search and look at other firms.
So even if it might seem like a time-consuming task, it is a necessary one so that the candidate is not left hanging. You must send out a rejection letter to all the candidates that you haven’t selected so that they don’t waste any more time waiting and applying for other positions.
What Components Should You Include?
There are certain things that you have to mention in your job application rejection letter to make it complete. These components make up the letter so that the flow of information from you to the candidate is crystal clear.
If you have never written a rejection letter to candidates before, you might not be well versed with the components. So we have compiled the necessary components that you should include in a rejection letter.
You might need to add other components to this list or remove some of these components according to your need.
- Name Of The Candidate
You must mention the personal details of the job applicant in the rejection letter. Although this is not a mandatory step, it is preferred so that the candidate can understand that it is indeed addressed to them and not have any confusion.
You can mention the name of the candidate in the greeting at the beginning of the letter itself. Otherwise, you can also include it in the body of the letter, though it won’t be as effective as the other method.
- Reason For Rejection
While there is much debate on whether or not you must mention the cause of rejection, you can safely mention it. The reason that you have not accepted a candidate may be slightly hurtful to them, but it is necessary.
If they do not know which shortcoming or issue was the reason why they lost an opportunity, how would they improve upon it? So try to mention the reason why you have not selected a candidate for the position, for their benefit.
- Gratitude For Applying
You can also add in your gratitude for the efforts that they put in while applying for the job. Rejecting a candidate is not good news for them, but your positive attitude might help them believe that it was a good effort.
You can say a small thanks or say that you appreciate the effort they put in to display your gratitude. Again, this is an optional step for you as an employer, but it can make the candidate feel a little better after the bad news.
- Invitation For The Future
Another thing to include in a rejection letter is the wishes for their future as well as an invitation for future applications. Suppose that you had to reject an ideal candidate for some reason, then if you have an open opportunity, wouldn’t you want them to have it?
If you let the candidate know that they are welcome to apply to the work in the future, you might acquire a skilled employee when you can afford to do so. It would also create a positive image of your firm and you in the mind of the candidate.
What To Avoid While Writing A Rejection Letter?
Just the content of a letter or any written piece does not make it whole, many aspects come into play. The tone of your letter and the way you write it make a huge difference in how the receiver interprets it.
So even while writing a rejection letter to a candidate, you must take care of these minor details so that you can get the message across clearly. If you’re delivering bad news to a person, you must take great care of how you do so.
If only you follow some tips and tricks for writing the letters, you can draft the perfect letter for rejection. Here are some things that you must avoid while drafting a rejection letter for the letter to sound better:
- Do not explain the reason for a rejection or anything in much detail and keep the letter crisp. To a candidate whom you haven’t selected for the post, wanting to know the reason for rejection would be crucial. But a lengthy email would not be the best way to deliver it. So in your rejection letter, try to keep the contents as concise as possible. And even though you would have to shorten a few things, it is far better than writing paragraphs over rejection.
- Do not sugar-coat the reason for rejection and be honest about it. The reason for rejection might not be saddening for most, but some candidates fall short due to their skills and experience. But you need to mention such disadvantages in their resume so that they are clear as to why they couldn’t get an interview. You might think that it would sound rude to them if you point out their mistakes, but they need that to improve upon the mistakes.
- Do not generalize the letter and specify the exact details or feedback. If you are dealing with a larger group of job applicants that didn’t make it through, you might want to write one letter and get it over with. But personalization is key in rejection letters since they are very helpful for the candidate. It would take you a little extra time, but do fill in the personal detail of the candidates. If you could, also give concise feedback to the candidates so that they can improve their performance later.
Sample Job Applicant Rejection Letters
We have already discussed the components that make up the rejection letter, as well as the rings an employer must avoid writing. Since we have covered the basics of writing, we can look at some examples to understand it better.
Sample letters are always the best way to look at the structure and tone of the letter that you need to write. Of course, you cannot use the sample letters exactly as is, but you can alter them and write your rejection letter with ease.
We have compiled a few sample rejection letters to fit differing circumstances in the job application process. Since your situation might also differ, try to use these only as a reference and write your letter according to your specific situation.
Sample Letter For Candidate Who Is Ideal But Not Selected
To: *applicant’s email ID*
Subject: Status of application at *firm name*
Dear *applicant’s name*,
I want to thank you for your enthusiasm in working with us for the post of *post name*. We have reviewed you job application that you had submitted and wanted to appreciate your efforts.
We found you ideal for this situation, with the relevant skills and qualifications for the work. However, unfortunately, we also had many other candidates with equally impressive skills. After much consideration, we decided to choose another candidate for this job position.
I regret to inform you that you couldn’t pass the process and acquire an interview. But we appreciate your skills and would love to work with you if you wish to apply again for another open post.
Regards,
*your name*
*your post in the firm*
Sample Letter For Candidate Who Is Not Ideal And Not Selected
To: *applicant’s email ID*
Subject: Status of application at *firm name*
Dear *applicant’s name*,
I have reviewed the job application that you submitted for the *post name* at *firm name*. I would like to thank you for the time and effort you put into applying for this post at our firm.
However, I must inform you that you have not qualified to achieve an interview for the same position. Your skills and qualifications were undoubtedly impressive, but I’m afraid that they are not relevant to this work.
I found your resume interesting and would want you to apply to the other posts that are open in the firm. I wish you all the best in your job search and thank you for taking your time to apply for this post.
Regards,
*your name*
*your post in the firm*
Sample Letter For Candidates In General
To: *applicant’s email ID*
Subject: Status of application at *firm name*
Dear *applicant’s name*,
I have received your application for the post of *post name* in *firm name* and reviewed it. Unfortunately, I must inform you that your application got rejected in the process, hence, you won’t be able to get an interview.
I would like to thank you for showing interest in our firm and applying to the open position. Even though we may not be able to work together, you can always apply again once you see a fitting job opportunity with us.
Until then, I wish you the very best in your job search and believe that your skills are truly impressive to an employer. If you have further queries or want to apply for another position, you can contact me.
Regards,
*your name*
*your post in the firm*
Conclusion
Rejecting a few applicants is a necessary step to move ahead with the job application process for the employers. But it is essential to inform the candidate about the rejection so that they can proceed to apply in other places.
So you can draft an ideal rejection letter and send it to the candidates that didn’t make it. By using the tips and tricks we have provided, you can ensure that you leave no communication gap and inform the candidates about their job application status.
Frequently Asked Questions
- Is it necessary to send out a rejection letter to an applicant?
Yes, although you might feel like it’s extra work to hand out rejection letters, they are crucial for the candidates. After receiving the letter, the candidates can move ahead from this job application and continue their job search.
- Can you inform the candidate through other means of communication?
Yes, you can opt for other means of communication like phone calls or texts if you cannot send an email. However, if possible, always opt for an email or physical letter while informing a candidate about their rejection.
- Should you include the reason for rejection in the rejection letter?
Yes, you must include the reason why the applicant has not made it to the interview in the rejection letter. Whatever their shortcoming is, you can mention it gently in the letter so that they know what they must improve upon or what the reason is.
