Job Rejection Letter (Sample & Template)

After conducting a series of interviews for a job position, every company must accept some candidates and reject others. Most employers, however, tend to disregard the latter. No communication on a job rejection to a candidate, otherwise called ghosting, is unprofessional. It sheds you in a bad light as an employer. It can also be devastating to the applicant who won’t know how to proceed with their job search.

If you have decided to go with another candidate, it is polite to send the other candidates a rejection letter. The letter should be formal, courteous, and professional. Here is all you need to draft an effective job rejection letter that your candidates will appreciate.

If you have decided to go with another candidate, it is polite to send the other candidates a rejection letter. The letter should be formal, courteous, and professional. Here is all you need to draft an effective job rejection letter that your candidates will appreciate.

Factors to Consider when Drafting a Job Rejection Letter

A job rejection letter offers constructive criticism. The advice provided could help the candidate fix any mistakes that might prevent them from getting a job in the future. While every rejected job candidate deserves this, some situations call for more effort when drafting a rejection letter. Some of these scenarios include when the:

  • Applicant is someone with whom you have a professional relationship.
  • Recruitment process took a lot of time.
  • Candidate invested a lot of effort, including traveling great distances to attend interviews.
  • Candidate is more suited to a different position.

Tips for Writing a Job Rejection Letter

Essentially, an effective rejection letter should not alienate the recipient. It should leave them feeling valued and hopeful. It should also not break their spirit in their ongoing job search. Observe the following guidelines when drafting a job rejection letter:

  • Send the message promptly once the decision has been made.
  • Thank the candidate for their time, effort, and interest.
  • Mention why the candidate has been rejected for the job
  • Mention the candidate’s positive qualities
  • Provide useful feedback about the candidate’s skills and experiences
  • Offer constructive advice on any changes the candidate could make
  • Encourage the candidate to apply for a different position or look out for future openings.
  • Maintain a polite and professional tone
  • Include your official name, signature, job title, and company letterhead
  • End on a positive note

Job Rejection Letter Format

{Date}

{Applicant’s Name}

{Applicant’s Address}

{City, State, Zip Code}

Re: Application for {Job Description} Position

Dear {Mr./Mrs./Ms. Last Name},

Thank you for your application for the {job designation} position at {company name} and for attending the interview on {date}. We appreciate your interest in working with us. Unfortunately, I am writing to inform you that the selection committee has decided to proceed with another candidate.

We found your application {mention positive qualities}. The committee also reports that our performance during the interview was {state positive qualities}. However, the company is currently looking for {mention why the applicant was rejected}.

We encourage you to apply for future positions for which you qualify. Otherwise, thank you for your time and interest.

Sincerely,

{Your Name}

{Job Title}

{Company Name}

Sample Job Rejection Letter

12 September 2020

John McKenzie

345 Factory Road

Huntington Beach, CA 34567

Re: Application for Senior Technician Position

Dear Mr. McKenzie,

Thank you for your application for the Senior Technician position at Adept Technologies and for coming in for an interview on 7 September 2020. We appreciate your interest in working with us. Unfortunately, I am writing to inform you that we have decided to award the job to a different candidate.

On behalf of the selection committee, I would like to affirm that your application was stellar. Your performance during the interview was also to our standards. However, we found you lacking in experience, which is critical to this position.

As we believe you are a strong candidate, we encourage you to apply for the currently open Junior Technician position for which you are better suited.

Feel free to contact us with future applications.

Thank you for your time.

Sincerely,

Maureen Anderson

Hiring Manager

Adept Technologies

Job Rejection Letter (Word Template)

Details
File Format
  • MS Word

Wrapping Up

Ghosting a candidate after an interview is both unkind and unprofessional. On the other hand, a simple rejection letter should go a long way in helping the candidate plan their job search. It can also help build their faith in your company. In your job rejection letter, thank the applicant for applying and attending the interview. Briefly mention why they were rejected and invite them to apply again if you think they are a good fit for your company. That said, remember to use a polite tone and courteous language. Finally, send your rejection letter promptly, so you don’t keep the candidate in limbo for too long.


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