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Receiving a rejection letter is never easy for aspiring candidates. But a positive rejection email after an interview is better than not hearing from the hiring company. A candidate deserves to know that they didn't get the position they hoped for, allowing them to continue their job search.
You are likely to receive a sizeable number of applications for every job post you advertise. Responding to these applications can be an arduous task, but giving feedback to unsuccessful candidates after an interview makes you a desirable employer.
Today, we'll discuss the importance of writing a rejection letter, as well as how to write one, and why you should. We'll also give you sample rejection letters you can customize and use.
Writing a post-interview rejection letter is a kind and professional way to address your job applicants. It helps you keep an open communication channel, and you can later reach out to them for future positions. A candidate feels valued and respected when they receive a well-thought-out rejection letter.
Every task you perform reflects back on the company and may affect your company's brand image. Sending a post-interview rejection letter is an excellent way to maintain your brand in a positive and influential way, just as writing a rejection letter before an interview gives a better impression of the company to the candidate, too.
Writing a rejection letter gives you an opportunity to add value to your candidates. You can give them tips on how to send their résumé or the best way to present themselves for an interview. For instance, you can highlight sections in their résumé they need to work on or refer them to online platforms that can help them improve how they answer interview questions.
Writing a rejection letter to unsuccessful candidates after an interview takes time, and it may be the last thing on your to-do list. However, sending post-interview rejection letters after hiring the best candidate adds a unique personal touch to your hiring practices. Here are six reasons to write rejection letters to candidates.
Recruiters who don't write rejection letters miss a golden opportunity to improve their company's brand and build strong connections with candidates.
A rejection letter must send a clear message to the candidate that they didn't get the job. It should also have a friendly and positive tone to reduce the disappointment that rejection causes. Here are six essential elements to include in your letter or email:
Taking time to draft a post-interview rejection letter prevents the candidate from feeling disregarded and increases their chances of applying again for a future position.
A rejection letter can be a challenge to write because it bears bad news for a candidate who hopes to get the job. Learning how to write a rejection letter from experts will ease the burden and help you accomplish the task effectively. Here is a step-by-step process of how to write a compassionate post-interview rejection letter.
A rejection letter sent by email needs to stand out from the rest of the candidate's mail. It must explicitly show that it's an email from your company. Including your company's name and the position they had applied for on the subject line will capture the candidate's attention.
Starting the letter with the candidate's name shows them that you took your time to personalize the letter. It also makes it clear that they are the ones being addressed.
Thank the candidate for taking the time to apply for the position. Name the specific hiring process they went through — such as sending their résumé and coming for the interview. Use positive language that shows you valued their time even though you didn't pick them.
The most important part of the letter is informing the candidate that you're declining to move forward with their application, or their interview didn't meet your standards. Include this information at the beginning of the letter so that the candidate can know the results immediately. The statement needs to have a positive tone and show empathy, which assists the candidate in handling the news better.
Providing the candidate with specific reasons for choosing someone else can help them pinpoint areas they need to improve on for future job applications. They can also discover additional skills they need to add to improve their chances next time. Giving reasons also leaves a positive impression about the company, and they may consider applying again.
Sustain the connection by encouraging them to apply for more positions that come up in your company. Prompting them to apply again increases the candidate's confidence and pushes them to keep going.
Your last statement needs to leave a positive impression on the candidate. Thank them for their time and wish them well in their subsequent job search.
Candidates long to receive communication on their status in the hiring process. The following sample letters will help you send a clear message to them in a polite and friendly manner. You can even tailor-make some sections to suit your company's brand.
Final thoughts
A successful recruitment process should end by informing unsuccessful candidates after an interview that they haven't been picked. A rejection letter is hard for a candidate to receive and accept. However, you can make the experience less stressful by writing it using a positive tone and appreciating their effort of going through the hiring process. A well-written rejection letter passes on the information respectfully and energizes the candidate to continue their job search.
Join the conversation! Have you had to write a rejection email before? What information did you include? Let us know in the comments below!
This is an updated version of an article originally published on 18 June 2018.
Joanna Zambas - Content Manager and Career Expert
Joanna joined the CareerAddict content team in 2017, and her role has evolved into a multifaceted one over time. In between managing our content strategy and orchestrating our digital marketing efforts, she takes the time to share her expertise in a variety of insightful and thought-provoking articles about résumé writing, HR, recruitment, social media, job search strategies and more. Joanna holds both a BA and an MA in journalism, and previously worked within a variety of fields including HR and recruitment, travel, fashion and entertainment. She’s also our in-house fashion guru and enjoys cooking up a storm in her spare time.
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