Writing a rejection letter to job applicants

They require plenty of preparation beforehand, and the actual interview itself could last a while. There may even be multiple steps for the interview process in which you have to meet several people within the company. All that hard work is worth it if you are able to land the job.

Writing a rejection letter to job applicants

Rejection Letter to Applicant Writing a rejection letters can be a difficult job for an employer. However, it is still a task that has to be done without hurting the feelings of the applicant.

This article will give you some tips on writing one, along with a sample of the same. Penlighten Staff Though facing rejection is quite difficult, it is said that the person who has to send the news of rejection to the other individual has to face the highest dilemma.

This is one of the reasons why many companies do not even bother to call back or send a rejection letter to applicants who have not been shortlisted.

writing a rejection letter to job applicants

However, this is quite unfair for the applicant who must be waiting to know the result of an interview, may be without even applying to other companies. Sometimes, with so many applications, it becomes a difficult task for the company to send a rejection letter to each and every applicant.

However, doing so does have many advantages. However, there is certain etiquette that needs to be followed when writing such a letter after an interview. So, if you are given the responsibility of writing a rejection letter, you can take a look at some of the tips that are given below, followed by a basic sample.

Important Considerations One of the reasons why a company should send a rejection letter to an applicant is to build a relationship with that person.

For instance, if you do not write a rejection letter or write a bad one, you are likely to develop hatred in the mind of that person towards you and your company. Due to this, they may not think favorably of your company, and sometimes, may express hatred openly to other people.

Applicant Rejection Letter Sample | Example Letters| MightyRecruiter

Now, as you know how important it is to write one, here are some of the guidelines that you can follow. The letter should be short and to the point. It is important to notify the applicant clearly, but politely, that he has not qualified for the position which he had applied for.

Though companies have to write a lot of rejection letters, it would be great if you can personalize each of them. Some companies which want to avoid rudeness give false hopes to apply for the same position in the future. However, this can be taken seriously by the candidate and can cause legal problems.


You should suggest such a thing only if you are sure that the applicant would be able to fit into your organization well. If not, such a thing should never be mentioned. One must never mention the name of the person who has been hired for the position.

writing a rejection letter to job applicants

This can cause legal problems for the company. The rejection letter should be sent soon after you have made the decision.

Rejection Letter to Applicant

However, there are people who say that it should not be done too quickly, because the candidate may think that his case was not given adequate consideration.Writing application rejection letter is similar to writing application approval letter. Many authorities do not write rejection letters and that is a non-professional attitude.

It is a norm or a part of ethics to informapplication rejection to the respective applicants. These days fewer and fewer employers bother to send rejection letters to job candidates, even when candidates have progressed through multiple rounds of interviews, tests, and reference checks.

Sending rejection letters to unsuccessful applicants will also show high professionalism, protect your company from discrimination and also provide the feedback for the candidate’s improvement. Three steps are paramount when writing a rejection letter; make it brief, considerate, and straight.

Applicant Rejection Letter Sample

Sending a candidate rejection letter to the applicants who were not selected for the job is an extra, but positive step, your company can take to build goodwill with candidates and establish yourself as an employer of choice. The job applicant rejection letter should then close with a formal signature.

In between the expression of appreciation and the wish for success, letters could include invitations to apply to other current jobs or to apply for jobs in the future.

The rejection letter is a professional way to let that applicant know that they have been removed from the hiring process, and it allows them to spend their time applying to other jobs rather than waiting to hear back about your open position.

Applicant Rejection Letter Sample | Example Letters| MightyRecruiter