There are times when you must write a rejection letter, although it is never an enjoyable task. If you have conducted interviews for a job opening, it is good business practice to send a rejection letter to those who did not get the job. Even though it may seem like a negative task, there is usually something positive about every job candidate that can be mentioned in the rejection letter, making it easier on you and the individual who receives the news.
1. Type your rejection letter. Never hand write any type of business letter. Use business letterhead stationery, and write your letter using a business format.
2. Keep your letter brief and concise. Explain your decision briefly, and avoid going on and on about how sorry you are that the recipient was not chosen for the position. Placing the focus on your regrets will only make the recipient feel inadequate or not up to par. Be concise and include only relevant information.
3. Review your rejection letter. In all business situations, you want to review your work for spelling and grammar errors. Also make sure that the information included is correct.
Sample rejection letter
City, State, Zip
Dear (name of applicant),
In your introductory paragraph, express your appreciation for the recipient’s interest in the company and the job for which they applied. Explain that after reviewing the resumes and conducting interviews, the recipient was not selected for the position.
If there were aspects of the candidate or skills that you found positive, state that in the main body of your rejection letter.
Let the reader know that you found a candidate with more experience and qualifications; this lets the recipient know that they were not rejected simply because you did not feel they were a good fit. Also express your appreciation for the effort and time the recipient put in to pursuing the job. Let them know if there are other available jobs within the company that you feel they may qualify for, and encourage the recipient to apply for any future jobs that may become available.
In closing, wish the recipient the best in their job search and future endeavors, and thank them for their interest in the company.
Sincerely or Best Regards,
As you can see, writing a rejection letter is not that difficult a task. You do not have to write using a negative tone; a letter written in a positive tone of voice lets the recipient down easily, without making them feel inadequate or inferior. Put the tips and guidelines above to work for you when faced with the task of writing a rejection letter.