How To Write a Professional Rejection Letter (+ FREE Samples)
If you’re human (and we know you are, or HR wouldn’t be your calling), rejection letters are never easy. Here’s the good news. Handled well, a rejection letter can leave candidates feeling good about themselves and your brand. And that’s a win-win.
In recruitment, the final act in the interview process is often the most delicate: the rejection letter.
An employment rejection letter is a simple, often brief, document that carries the weight of finality, which is why writing a rejection letter is not just about delivering bad news. It’s an art form that, when executed with tact and empathy, can leave a lasting, positive impression on candidates.
Whether you’re an experienced HR professional or new to talent acquisition, this article and free template samples will help you turn saying ‘no’ into an opportunity for kindness and brand loyalty.
Contents
What is a rejection letter?
Why (and when) should you provide a rejection letter?
How to write a rejection letter
3 types of rejection letters + free templates
The dos and don’ts of writing a rejection letter
What is a rejection letter?
A rejection letter is a formal communication, typically in writing, issued by an organization or HR professional to inform a candidate that their job application has been unsuccessful. The tone of a rejection letter is ideally polite and professional, and it may or may not provide feedback or reasons for the rejection. The purpose is to give closure to the recipient and allow them to move forward with other opportunities.
Why (and when) should you provide a rejection letter?
Would you believe us if we told you that rejection letters can give you a competitive edge when it comes to talent acquisition and becoming an employer brand of choice?
Let’s take a look at some key statistics around candidate experiences and talent acquisition:
- 34% of candidates do not hear back from employers two months after applying for a role
- Only 7% of candidates say they hear back from an employer if they don’t get the job – the other 93% are ghosted
- Candidates who receive notifications throughout the hiring process rate the candidate experience 50% higher than those who receive no communications (including hearing whether they did or did not land the position)
- Candidates who receive timely feedback are 52% more likely to engage with an employer again
- Over 69% of job seekers will share negative candidate experiences online.
Candidates want positive recruitment experiences. If they receive them, they will share their positive sentiments about a brand and even consider another position advertised down the line.
The opposite is also true. No news is far worse than bad news in the recruitment game, and candidates will share their poor experiences, particularly if they feel ignored or ghosted. Perhaps a candidate wasn’t the right person for the role being filled. Perhaps they were lacking in experience. Possibly, there was a more qualified person in the running. These are all reasonable reasons not to hire an individual – at that moment.
But what about in the future? In the war for talent, nurturing a future talent pool is as critical as finding talent today.
Did you know?
Research from Kindess.org reveals that kindness is the foundation of job satisfaction and employee happiness. Showing candidates respect, communicating clearly and timeously, and providing an efficient hiring experience influence how candidates view your organization and what they share online. Yes, rejection letters are difficult to write, and we naturally want to avoid them, but what can show more kindness than a respectful, empathetic rejection letter?
The benefits of candidate rejection letters
For candidates
From a candidate experience perspective, a rejection letter:
- Conveys respect and appreciation for the effort the candidate has put into their application
- Closes the loop on the process, ensuring that the candidate is not left wondering about the outcome
- Can lead to a lasting positive impression of the company, even in rejection.
It’s also a matter of common courtesy to inform candidates promptly if they have not been successful, which can reduce their anxiety and allow them to move on to other opportunities with clarity.
For employers
Rejection letters contribute to the overall image and reputation of your company. They show that your organization values professionalism and demonstrates that it treats people with dignity and kindness, which can be shared through word of mouth or on employer review sites, potentially influencing future job seekers.
The timing of when to send a rejection letter versus making a phone call often depends on the stage of the recruitment process.
How to write a rejection letter
We will provide you with sample rejection letters and dos and don’ts later in this article. For now, just keep these four key points top of mind:
- Say thanks
- Deliver the news
- Give the main reason
- Offer hope.
HR tip
Offering hope does not mean giving false hope. Hope is simply a good piece of advice that they can use going forward. It’s a way of subtly implying there are many opportunities out there
Writing a rejection letter requires a careful balance between clarity, professionalism, and sensitivity. Here’s a step-by-step checklist for creating one that is the most effective:
Checklist: Writing a rejection letter
Each type of rejection letter provides closure while aiming to leave the candidate with a positive impression of the company. This is important for maintaining the organization’s reputation and candidate relationship management.
Legal considerations and tips
- Ensure that the language used in the letter cannot be construed as discriminatory based on race, gender, age, disability, or any other protected class.
- It’s usually safer not to provide specific reasons for the rejection to prevent misinterpretation or legal action.
- Treat all candidates who are rejected at the same stage in the process similarly to avoid claims of unfair treatment.
- Keep records of all communications with candidates and internal decision-making processes for accountability and in case of legal challenges.
3 types of rejection letters + free templates
Recruiters issue rejection letters to candidates at various stages of the hiring process. Not every applicant will make it past the pre-screening phase, for example.
As an HR professional, if you handle these communications with care and empathy and maintain professionalism, you will uphold the organization’s reputation and even create brand loyalty if you handle the situation particulary well.
Did you know?
87% of candidates change their mind about a company they didn’t like if they had a positive candidate experience.
– Deloitte research
1. Pre-screening rejection letter
This type of letter is sent when a candidate does not meet the basic qualifications or requirements for the position. Since there has been no personal interaction, the letter is usually standard and to the point, thanking the candidate for their interest and informing them that they will not be moving forward in the selection process.
Sample pre-screening rejection letter
Subject: Your application to [Company Name]
Dear [Candidate Name],
Thank you for your interest in the [Job Title] position at [Company Name]. We appreciate the time you have invested in your application.
After reviewing your qualifications, we have concluded that we will not be moving forward with your application at this time. We receive a large number of applications, and unfortunately, we cannot offer interviews to all applicants.
Please do not be discouraged, as this does not reflect on your skills and accomplishments. We encourage you to apply for future openings that match your qualifications and interests.
Thank you again for considering a career with [Company Name]. We wish you success in your job search and professional endeavors.
Best regards,
[Your Name]
[Your Job Title]
[Company Name]
2. Post-screening rejection letter
A more personalized post-screening rejection letter is sent after a preliminary online interview or phone screen if a candidate is not selected for further consideration. It acknowledges the time spent during the screening and may include brief feedback on why the candidate was not advanced to the next stage.
Sample post-screening rejection letter
Subject: [Position Name] at [Company Name] – Application Status
Dear [Candidate Name],
Thank you for taking the time to participate in the preliminary screening process for the [Position Name] at [Company Name]. We are grateful for the chance to learn about your skills and experiences.
We have completed our screening evaluations, and we regret to inform you that we will not be proceeding with your candidacy for this position. This decision was challenging due to the high caliber of candidates this year.
We are honored to have had the opportunity to consider you for our team and hope you will not be disheartened by this news. We invite you to apply for future positions with [Company Name] that fit your qualifications.
Again, thank you for your interest in [Company Name], and we wish you the best in all your future endeavors.
Warm regards,
[Your Name]
[Your Job Title]
[Company Name]
3. Rejection letter after interview
When a candidate has undergone one or more in-depth interviews but is not chosen for the role, a rejection letter is sent to communicate the decision.
In this case, a phone call is a more respectful and direct method of delivering the news. It provides an opportunity for more personalized feedback and helps maintain a positive relationship. However, a carefully composed rejection letter is sent if attempts to reach the candidate via phone are unsuccessful. This letter should express appreciation for the candidate’s time and effort, provide feedback, and encourage them to apply for future positions matching their skills.
Sample rejection letter after interview
Subject: [Job Title] Position at [Company Name]
Dear [Candidate Name],
Thank you for the time and effort you dedicated to the interview process for the [Job Title] role with us at [Company Name]. It was a pleasure to discuss your background and aspirations.
After careful consideration, we have decided to move forward with another candidate for this position. This decision was not an easy one given the impressive set of candidates we interviewed.
We appreciate the opportunity to get to know you and are thankful for the interest you’ve shown in joining our team. We will keep your resume on file and if a suitable position arises that aligns with your skills and experience, we hope to consider you for future opportunities.
We wish you all the best in your career and hope you find a position that is a perfect fit for your talents.
Kind regards,
[Your Name]
[Your Job Title]
[Company Name]
The dos and don’ts of writing a rejection letter
Do
- Send the rejection letter as soon as the decision is made
- Maintain a professional and polite tone throughout the letter
- Thank the candidate for their time and interest in the position
- Offer constructive feedback if appropriate and feasible
- Encourage the candidate to apply for future opportunities if you believe they could be a good cultural fit
- Be succinct yet thoughtful in your message
- Ensure the rejection is communicated privately
- Keep the language neutral to avoid any misunderstandings
Don’t:
- Give false hope. Avoid language that could be misinterpreted as an invitation to apply for the same role again
- Provide too much detail about the selection process or why others were chosen
- Be generic. Tailor the letter to address the candidate by name, avoiding overly generic templates
- Dont delay sending the rejection notice unnecessarily
- Use language that might come across as insensitive or personal
- Invite further negotiation or discussion about the decision. The letter should be conclusive
- Compare the recipient to other applicants or disclose information about them
- Share the candidate’s status or your feedback publicly or with other candidates.
Remember, the goal is to be respectful and professional, ensuring the candidate feels valued despite not getting the job.
Mastering the rejection letter
A rejection letter is more than just a formal notice of non-selection; it’s a critical piece of communication that reflects an organization’s professionalism and empathy. It provides closure for candidates and upholds the company’s reputation as a considerate and respectful employer.
As an HR professional, you have the power to ensure rejection letters are timely, allowing candidates to redirect their efforts quickly. With a bit of thought and time, you can personalize candidate rejection letters to acknowledge their unique efforts and qualifications. Always maintain a positive and encouraging tone, leaving the door open for future opportunities.
A well-composed rejection letter ends the current recruitment interaction on a positive note and lays the groundwork for a continuing relationship with potential talent.
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