For every new hire, there are dozens or even tens of dozens of rejections; no one likes to be the bearer of bad news, but it must be delivered.
Why?
Rejection letters are disappointing, but they are a sign of respect the applicant deserves. Failure to draft respectable rejection letters reflects poorly on an organization. Alternatively, a well-written rejection letter reaffirms its good name.
In this article, we’ll explore the value of rejection letters, what they are, and how to write them. By its conclusion, you’ll have a blueprint to represent an organization’s core values through a well-written rejection letter.
What is an employee rejection letter?
A rejection letter is a formal notification to a job applicant that they are no longer in consideration for an open position. Because they are an integral part of the hiring process, drafting and circulating rejection letters is an HR responsibility.
When to send a letter of rejection
The hiring process has multiple phases, so candidate rejection letters develop differently depending on an applicant’s progress.
Early in the application process
Rejection letters are sent most frequently early in the application process. The first threshold in the hiring process for applicants is the application itself. Human resources assess an applicant’s qualifications based on their submitted materials: cover letters, CVs, resumes, etc.
If these materials do not meet the position’s requirements, the applicant is rejected, a decision that ought to be accompanied by a rejection letter sent to the applicant.
After a phone screening
Phone call screenings are the next phase in the hiring process. Because phone screenings consist of a personable interaction between the job candidates and recruitment, rejection letters are necessary if said applicant is vetted out at this stage of the selection process.
After an interview process
A job interview is the most personable stage of the recruitment process. Applicants’ hopes are much higher if they make it to this stage. The disappointment of rejection after the interview process is painful. Write a thoughtful rejection letter for applicants phased out after an interview.
Main types of rejection letters
Applicants might be rejected for several reasons. These reasons become more nuanced further along the hiring process. Each stage grows more discerning than the last. Employers reject applicants because they aren’t a good fit.
Here are rejection letter or email types HR should be prepared to send during the hiring process:
- Unqualified applicants
- Late applications
- Mismatched applicants
- Filled positions
What makes rejection letters important?
Sending a rejection letter after an interview exemplifies an organization’s values, not only through the quality of their content but the fact they are even sent at all. Many HR departments don’t bother with them, potentially to the organization’s detriment.
Job seekers are in a vulnerable position; they aren’t simply looking for a job; they’re looking for the financial stability a job provides. While rejection letters are disappointing, they are still useful to job applicants. It’s better to know they’ve been rejected so they are able to continue their search.
Benefits of sending rejection letters
Rejection letters benefit not just the candidate experience; employers benefit from a professionally-driven rejection letter program. Here are a few reasons why:
Building relationships
Just because a company has rejected an application once doesn’t mean they can’t apply again. Rejection letters are a friendly gesture that maintains working relationships, allowing employers to follow up and fill future positions.
Improving recruitment experience
Abiding by a strict protocol—like writing a job rejection letter to every applicant—provides a guiding structure to the recruitment experience.
Strengthening employer branding
Professionally written rejection letters connote a high level of credibility for the employer’s brand; an HR department that distributes finely crafted letters run like clockwork.
Building a talent pool
A helpful byproduct of a rigorous rejection letter protocol is the creation of a reliable talent pool for future opportunities. Return to the paper trail from former applicants the next time you have a similar opening.
Impact brand reputation
Consistent, professional rejection letter protocols bespeak a careful consideration that sets a brand apart; they broadcast that the organization takes care of its people, from applicants to veteran staff.
Provides closure for applicants
Applicants jilted by an organization sometimes feel slighted. Considerate rejection letters give applicants closure, settling potential misgivings about the organization.
Consequences of not sending rejection letters
Writing employment rejection letters seem unnecessary to some, but they are a fundamental component of the hiring process. Failing to write rejection letters has drastic consequences for an organization, especially if they are neglected in later recruitment phases.
Here are a few consequences organizations face if they fail to send rejection letters:
- Damaged brand reputation
- Diminished talent pool
- Potential legal ramifications
- Missed opportunities to improve diversity, equity, and inclusion
How to write a rejection letter: What to include
If you need some tips on how to write a comprehensive and compassionate letter, consider including the following elements:
Date
Mark the date you wrote the rejection letter to indicate the promptness of the response and speak to the due consideration given to the decision.
Candidate name
Boilerplate letters smack of disingenuousness, while including a name adds a personal touch.
Reason for rejection
Let the candidate know the reasons for rejection. Adding a reason for rejection establishes the basis for the decision, which creates credibility.
Sender’s name and company name
Candidates need to know who they’re hearing from as they have multiple ongoing applications. Additionally, including the letter writer’s name creates authority and authenticity.
Thanking the applicant for their interest
Positivity goes a long way in a rejection letter. Thanking the applicant for their interest conveys earnestness and lessens misgivings about the rejection.
Notifying them of rejection
Naturally, recipients need to know that they’ve been rejected. Notify them early in the letter, otherwise, the letter presents detrimental, false expectations.
Providing feedback (optional)
While not necessary, providing the candidate feedback generates goodwill between them and the employer—giving them an earnest assessment of where they succeed or how to fare better in later applications.
Encouragement to apply again in the future
Encouraging applicants to apply again or for another job opening sustains a potential talent pool recruitment to return to in the future.
How to structure a rejection letter
Following a formal, consistent structure to a rejection letter is important for several reasons.
With a proven structure, letters effectively write themselves; when writers depend on a reliable structure, they have more time to make personalized flourishes that convey the letter’s consideration. Additionally, the structure is important because HR returns to it quite often. For every accepted candidate, there are far more rejected applicants who need rejection letters.
In short, a set structure for your rejection letters contributes to higher levels of professionalism, both in the quality of the letter and HR’s ability to consistently distribute them.
The general structure of a successful rejection letter text flows like this:
- Header
- Opening
- Body text
- Closing paragraph
- Final salutations
The header includes establishing information like the organization’s address, the date, the candidate’s address, and the subject line (typically the candidate’s name and job application status).
The opening includes a professional salutation to the candidate, followed by a warm appreciation of their time and interest in the position—establishing a considerate tone in the opening.
The body text needs to alert the candidate of the rejection status; getting straight to the point mitigates false hope and respects their time. HR often includes reasons for their decision and feedback following a rejection notification.
The closing paragraph might contain personalized information about the candidate, especially if they progressed further into the hiring process. Following the closing paragraph, you’ll include the final salutation, thanking them again for their time with a sign-off from the sender.
Tips for writing rejection letters respectfully
1. Tailor letters for each stage of the hiring process and type of candidate
Rejection letters reflect how far along the hiring process candidates have reached and the specifics of the position; they represent the level of development of each in kind within the letter.
2. Use a professional tone
Employing a professional tone is of the utmost importance; it reflects better on the employer and respects the emotional sensitivity of the situation.
3. Be clear and concise, but gracious
Beating around the bush doesn’t help a rejected candidate. Be upfront with them but do so graciously and respectfully.
4. Honesty is key
Minced words and white lies only hurt rejected candidates. By being honest with them, you’re respecting their professionalism and possibly helping them along in their journey.
5. Offer feedback (if possible) starting with something positive
Constructive feedback helps candidates find renewed direction in their job search. What’s more, positive feedback is a kindness and a confidence boost they’ll appreciate.
6. Avoid giving false hope
Don’t leave any room for false hope. Raising a rejected candidate’s expectations only does more harm. Do them a favor and notify them promptly of the letter’s purpose.
7. Tailor the letter to the specific applicant
You get to know applicants fairly well during the hiring process. Tailoring letters specifically to the applicant is a personalized flourish that helps decrease their disappointment.
8. Avoid unnecessary fluff
Unnecessary filler weakens the objective of a rejection letter and only wastes the readers’ time—avoid fluff and stay on topic.
9. Keep your brand in mind
Remember that you’re speaking on behalf of the entire organization when you draft a rejection. Write in a way that casts a good reflection on you and the brand.
10. Be fast
While you should write rejection letters with consideration, write them fast. Recipients ought to know sooner than later for their benefit.
Two useful rejection letter templates
Below, find two rejection letter samples to help you create your own:
Template 1
Company name
Company address
Date
Candidate address
Subject line
Dear {candidate’s name},
Thank you for applying to our open [job title]. We appreciate your time and eagerness to join our team at [Company name].
Unfortunately, this particular role has become very competitive due to the high number of applicants. After much deliberation, we regret to inform you that you have not been selected to move on in the hiring process.
Our hiring managers were impressed by your experience and qualifications, though they were not quite the right fit for the demands of the [job position] role.
Please apply again in the future; [Company name] may be a better fit for your talents at a later date.
Thank you again for your interest in joining our team. All the best in your journey forward.
Sincerely,
[Sender’s name]
Template 2
Company name
Company address
Date
Candidate address
Subject line
Dear [Candidate name],
I hope this letter finds you well.
While getting to know you has been a pleasure as you’ve progressed through our hiring process, regrettably, we have decided to go with someone else for the [job position] role.
Throughout your interviews, you made a lasting impression on our hiring managers. Your numerous certifications in [X] and previous successes at [Y] demonstrated your proficiency in your field.
Unfortunately, your skill set wasn’t quite the fit [Company name] is looking for at this time.
We encourage you to reach out in the future or apply for a similar role. I’ve attached my email and office phone number to this email. Though we’ve chosen a different route for this position, we think you would make a strong member of our team.
Best of luck in your future endeavors.
Sincerely,
[Sender’s name]
Conclusion
A thoughtful, professional rejection letter is a must-have for any hiring or recruitment program. It’s more than just a reflection on the organization; it cannot be understated how this simple courtesy makes all the difference in a candidate’s life.
Everyone knows how exhausting the job search is. For all the disappointment a rejection letter represents for an applicant, not hearing back at all or a poorly written one is even more demoralizing.
A well-written rejection letter acknowledges and respects their dogged pursuit of job stability—that is not a trifling matter. Organizations should never lose sight of how it treats their people, be they employees or applicants.
In addition to sending rejection letters, there are plenty of other ways to keep your organization grounded and attuned to your people’s needs—learn more with Payscale today!
