You are bound to receive various job applications from aspiring employees as an employer. If the particular job candidate does not qualify for the job position, it is necessary and respectful to inform them to continue with their job search. The best way to do that, as an employer, is by using a job rejection letter.
You will formally tell the candidate that they did not get the job with a job rejection letter. This will help create a good impression for you and your company or business. It will also improve your company’s brand and hiring experience. Therefore, it is best to write and send this job rejection letter as soon as possible.
The letter should always be positive and also encouraging for the aspiring employee. Apart from this rejection letter, you can also write them a job rejection email to save time and get the message faster. However, you will have a personalized and more professional way of informing the aspiring candidate that you are not considering them for the job with a letter.
A job rejection letter is usually a formal letter written by an employer and sent to a job applicant who did not qualify for the job position they applied for. This letter is also known as an employment rejection letter or a candidate rejection letter. It is essential to write this letter to inform the aspiring employee if they are still being considered in the hiring process.
Note:
You should send a job rejection letter immediately after realizing that the job candidate does not fit the job requirements. This should be within a week of interviewing them.
Significance of a Job Rejection Letter
An employer needs to write a job rejection letter for different reasons. It offers constructive and essential feedback that is useful for job candidates searching for other jobs. It also indicates to the aspiring employee how much you respect their effort, which helps to avert any negativity towards the company and its brand. With this letter, you will reduce the check-ins from job candidates who want to know about the status of their applications.
As an employer, you can help to ease the future hiring process by being in contact and on good terms with a candidate whose skills you might need in your company in the future. You will have connections to them and even have their resume, making future hiring processes more accessible and faster. Finally, not only sending a rejection letter but sending it early will help improve your company’s image.
Writing a Job Candidate Rejection Letter
A job rejection letter is essential as it benefits the job applicant and helps improve the image and brand of the company. Therefore, you need to write a positive and impactful job rejection letter as an employer.
Here is how to write this letter:
Header
The letter’s header is the first part written in a job rejection letter. It usually contains the following information: the date when the letter was written, the name of the candidate, the contact details of the candidate, a subject line then followed by greetings. You should always include a greeting to indicate your respect for them.
The subject line should be brief, informative, and easiest to spot in the letter.
For example:
“Subject: (Name of Organization) – Job Position.”
Introduction
For the introduction of the letter, you will need to include the following information:
- Thank the candidate for applying: You should thank the candidate for their time and efforts to apply for the job.
For example:
“Thank you for taking your time to send in your application documents and attend the job interview for the job position.”
Body
The body part of the letter is the most important and must contain the details highlighted below.
- Give them the total number of candidates who applied: You can inform them of the number of candidates who applied for the job. You can choose to mention “a large group of candidates” instead of giving an exact number.
For example:
“With the opening in the marketing and sales department, we received about 120 job applications here at ABC Company.”
- Tell them they are not selected: Inform the candidate that they were not chosen for the job. It would be best to inform them that they are no longer considered. It is best to say “declined” rather than “rejected.”
For example:
“We really appreciate the effort, but unfortunately, your application was declined, and hence you were not chosen for the position.”
- Explain why you didn’t select them: Give clear reasons why you did not choose them. This information should not be negative but should instead focus on what made you choose your final candidate. In addition, you can provide them with positive feedback on what they can do better next time.
For example:
“As a company, we are looking for a candidate with a higher education level than what your application documents indicated about you. That was the main reason why the final candidate was selected for the job.”
- Explain the positive qualities you observed during the interview: It is also essential to include the positive qualities that the candidate had during the interview. This will help them highlight their qualifications and strengths as they apply for another job.
For example:
“However, the hiring team appreciated your leadership qualities and team member abilities. You will be a great employee when it comes to handling projects that involve many people who require supervision.”
- Encourage them to apply again in the future: You should end the body part of the letter by encouraging them to apply again shortly. You should explain why you will consider them for future opportunities. Ensure your tone is positive ad sincere as you write this information.
For example:
“With your set of skills, abilities, and qualifications, our company will consider you in the future when the international projects are launched. So please feel free to apply for a job with us once again in the future.
Conclusion
The conclusion of a job rejection letter should include the following details: closing the letter with a positive note, signing off, and writing your name as the employer, your designation, and your contact information at the end. The ending should be positive and appreciative.
For example:
“Thank you once more for your time, and we wish you good luck as you embark on searching for a new job. “
Job Rejection Letter
Here is a template and sample you can use as a guide when writing a job rejection letter:
Template 01
[Date]
[Name of the candidate]
[Contact details of the candidate]
Subject: [Name of Company] – Job Position
Dear [Name of candidate]
[Start by thanking them for their time and appreciate the effort they took to apply for the job position].
We received [state the number of applications] for the [state the job position] here at [name of company]. Sadly though, [inform them that were not selected as the final job candidate for the job]. [Provide brief but detailed reasons why they were not selected].
However, [mention their positive skills, education level, and qualifications] observed during the interview [praise and give them positive feedback]. [Also, encourage them to apply in the future for other job positions at the company].
Once again, thank you for your time and effort, and we wish you all the best in your future activities.
[Employer’s name]
[Job title]
[Company]
Template 02
[Your First and Last Name]
[Your Company and Title]
[Your Company’s Street Address]
[Date]
[Candidate Name, First and Last]
[Candidate Street Address]
[Town,State,Zip Code]
Dear [Candidate Name],
Thank you for your interest in the [Insert Name of Position Here] position with [Insert Company Name Here]. As you know, we interviewed a number of candidates. It was a very difficult decision to make. We regret to inform you that you have not been selected for the position.
Thank you for taking the time to interview with us. The team appreciates your time. The candidate that was selected demonstrated [Insert Skill 1 Here] and [Insert Skill 2 Here]. We believe these are qualities of a good [Insert Name of Position Here] candidate.
We want to wish your luck with your ongoing job search. Thank you for your interest in [Insert Company Name Here].
Sincerely,
[If you are sending a handwritten letter, this should be signed]
[Insert Your First and Last Name]
[Insert Your Title]
[Insert Company Name]
Sample
23rd December 20xx
Monica Goodwill
[email protected]
XYZ Company- Graphic Designer
Dear Monica Goodwill
We appreciate you for taking the time to send in your application documents for the Graphic Designer position here at XYZ Company. Thank you for your time and the effort you put in during the interview. The hiring team believed that you were impressive and extraordinary.
Due to the opening in the advertising department, we received a large number of job applications for the graphic designer job. However, we are truly sorry to inform you that you could not secure this position. We are looking for a more experienced individual, and your documents indicate that you are just out of school.
The good news is that the hiring team found your education level, creativeness, and communication skills to be outstanding and excellent. With more experience, you will make an excellent addition to our advertising department. We want to retain your professional and application documents to consider you for future opportunities here at our company based on your excellent skills.
Thank you so much for your time and efforts, and XYZ Company wishes you success in your future endeavors as you continue with your job search.
Emily Walton
Hiring Manager
XYZ Company
Free Sample Letters
As an employer who needs to write a job rejection letter to an aspiring candidate, you can use the samples given below:
Letter Writing Tips
There are some special considerations that you should always have in mind when writing a rejection letter. You will write a proper and positive letter to the job candidate with these tips.
Here are some of the tips you need to consider:
Thank them
It would be best always to thank the job candidate when writing a job rejection letter. Appreciate them for applying for the job. Also, you can thank them for taking their time to attend the job interview.
Personalize the letter
As an employer, you should personalize the job rejection letter. This will ensure it sound more truthful and authentic. Also, it is more beneficial to you if you do not send an aspiring employee a “cold” rejection letter.
Give feedback
The job rejection letter must not only stop at informing them that they were not picked for the job. You should provide the job applicant with feedback regarding the decision you made. The feedback should be about what caused them not to qualify and highlight the qualities suitable for another job.
Frequently Asked Questions
In a rejection letter, you should include the following information: the date when the letter was written, the full name of the job candidate, thank the candidate, provide the number of job applications that arrived at the company, give the reasons why you cannot hire them and wish them well as they continue with their employment search.
To politely reject a candidate, you should first appreciate their effort to apply for the job. The next step is to thank them and provide them with valid reasons why they were not picked for the job position. Finally, your rejection letter should be brief and contain sensitive words that will not sound abusive to the candidate.
When you sign a rejection letter, ensure a polite tone to leave the candidate with a good impression. Also, always be thankful for the efforts before signing off the company’s name and letterhead.
For your subject line, when it comes to writing a job rejection letter, you will need to include the name of the candidate, the position title, and the name of the company.
