A good applicant rejection letter is sent promptly, thanks the candidate, gives a short and honest reason, and, where it is true, leaves the door open for future positions. Keep it polite and simple.
If you recruit new people for your company, you do not only pick the best candidates from the crowd: you also have to turn down the rest. Doing that with a well-mannered rejection letter matters, because every candidate leaves with an impression of your company.
4 rules for a rejection letter
Here are four rules of thumb for writing a rejection letter. They are not set in stone, but they help you write a good one.
1. Send it promptly
Once you have decided to reject an applicant, send the rejection letter right away.
Many job seekers know the awful feeling of sending out application after application and hearing nothing back. Do not be one of the companies that leave applicants hanging. Send the letter as soon as you can, so that candidates can move on with their job search instead of waiting for an answer that never comes.
2. Say thank you
It is simple courtesy to thank candidates for taking part in your hiring process. Here is one way to phrase it:
Thank you for your interest in joining [Company Name]. We wish you all the best in your future career.
Be sincere, and do not overdo it. A thank-you that goes over the top can sound as if you are mocking the candidate for failing.
3. Give the reason
Be direct, and tell candidates briefly why they did not make the cut. Keep the reason honest and factual. For example:
We were impressed by your educational background, but we have decided to move forward with candidates whose work experience more closely matches the requirements of this position.
4. Leave the door open
A candidate who is not right for this position may be right for another one later. If a candidate has qualities your company is looking for, tell them so.
To show that not all is lost, you could write:
We would like to keep in touch with you about future positions at our branch office. Please let us know whether you would be open to working at another location.
That is how you write a rejection letter that is direct yet polite. Before you send it, check it for spelling and grammar mistakes, for example with the Spell Checker: a careless typo in a rejection letter makes a poor last impression. For more on writing at work, see how to write a business email.