?? Crafting Thoughtful Rejection Letters: A Guide to Delivering Respectful Feedback to Job Applicants

A recruiter is likely to review many resumes and interview several candidates when hiring for an open position. Only the ideal candidate gets selected while others get rejected. Sending rejection letters to candidates who were not selected is an integral part of the hiring process as well.

It is no secret that no candidate wants to hear they did not get a job, they spent hours applying and interviewing for, and no recruiter likes delivering this bad news. Rejection letters are often robotic, ambiguous, and cold. A lifeless, templated rejection can highly demotivate a candidate who has gone through a pleasant interview process with a company. Putting in just a little extra effort to inject a human touch into rejection letters can make the process substantially better for everyone involved.

A positive rejection letter is important, not only to maintain a connection with the candidate for future opportunities but also to maintain your company image. A curt or poorly written rejection letter can be detrimental to the company’s image.

A timely and positive rejection letter is a professional courtesy that allows candidates to move forward with their job search with a definitive answer from your company. This leaves a good impression of the recruiter and their business, further strengthening your connection with them. Candidates who receive positive rejection letters are more likely to say pleasant things about your business and/or leave favorable reviews on job search websites.

The job market, today, is a cutthroat feeding frenzy, with millions of people everywhere applying daily to jobs they might not even hear back from. And even when they do, it is usually through a dreaded rejection letter.

A rejection letter is considered a piece of correspondence, usually sent via email, letting candidates know that they either did not advance to the next round of interviews or that they are going forward with someone more suited for the role.

The fact that a candidate spends hours in preparation, and a rejection letter may crush their hopes and dreams, sending this negative correspondence is not easy for any recruiter. It is indeed very difficult to write a good rejection letter. Every recruiter is faced with questions like, how do you tell someone that they did not cut it? Should you show sympathy? Should it be short and dry? What should be the ideal tone of the message?

It is imperative to communicate to the candidates that were not selected for a job, that under no circumstance were they inadequate. The message should clearly convey that their elimination was not a result of their skills or talent, but rather because they are not the right fit for the company at present. As the person composing the rejection letter, it is your responsibility not to depress a candidate any more than they already will be.

An ideal rejection letter must be written in a manner that does not inadvertently suggest any form of discrimination, and the safest strategy while compiling such a letter is to avoid giving any form of justification for the company’s decision, as well as, refraining from the promise of future consideration. An effective message for rejecting a job applicant must follow the below-mentioned principles:

When formulating a rejection letter for a candidate the following tactics should be borne in mind:

? Create an informative subject line: The subject line can include the company's name and the position title the candidate had applied to so that they know the purpose of the email. For example, ABC Pvt. Ltd. - Team Leader Position

? Thank the candidate for their time: The opening paragraph should start by thanking the candidate for their time and for considering your company. Depending on the stage of the hiring process, you can thank them for taking the time and effort to apply or for interviewing. This shows that the letter is unique and sincere. For example, Thank you for taking the time to submit an application for our team leader role. Or, We really appreciate you taking the time to consider us.

? Clearly tell them you're no longer considering them for the position: With no ambiguity inform them that you are moving forward in the hiring process without them. Since this is the purpose of the letter, it is better to add this information at the beginning of the letter itself. For example, Unfortunately, we are no longer considering you for this position.

? Try to provide a satisfying explanation: It is frustrating when candidates who make it to the interview stage, get rejected, without an explanation why. They’ve invested their time and energy, and deserve more than a platitude. In short and simple sentences explain to them your company’s needs and the type of candidate best suited for the role. For example, We are currently focusing on hiring more senior team leaders.

? Offer some positive aspects about their qualifications or interview: Highlight one or two qualities about the candidate that you liked from their resume or interview. This not only leaves a good impression on the candidate but also helps them better understand the strengths they have. For example, However, your knowledge about the role and communication skills are impressive.

? Explain but don’t promise them consideration for future opportunities: Explain to the candidate that you want to place them in another role if you like the skill set, they exhibit. This is a good way to maintain a connection with them and keep the tone of the letter positive. For example, We hope you don’t mind if we reach out to you in the future for another job opportunity.

? Close with a positive message: A positive closing of the letter is the last impression you can make on the candidate. In just one or two short sentences, thank the candidate again for their time, and wish them luck in their career and/or future. For example, Thank you again for your time, and we wish you good luck in your career.

? Send it as soon as possible: When sending a rejection letter, send it as soon as possible. Candidates appreciate knowing that they are not a good fit in a timely manner so that they can move on. This is a great way to save and respect everyone’s time.

Final thoughts

A rejection letter always feels disappointing, however, what they shouldn’t feel is diminished or devalued. For good business correspondence, a rejection letter should be warm and forthcoming and should have at least one specific touch. A positively written rejection letter can not only make delivering bad news just a little bit better, build a healthy connection with the candidate, and invite them to apply again but also boost your employer branding.

A recruiter that takes the time to formulate and timely send a positively toned rejection letter, instead of using a monotonous template, guarantees that the candidate, although disappointed will respect the former and the company they apply to. And that again can help keep the company’s image positive.