Dear.....

Over the years, I have seen many rejection letters from employers.? Analog paper rejection letters have mostly been replaced with rejection emails.? That is if the employer takes the time to send an email.? “Ghosting” is not an unknown in the job applying world.? However, a recent rejection email just gave me a visceral reaction.? The email greeted me with “Dear Applicant.”?

Stunned I just stared at the computer screen.? It took an hour to fill out all of the blanks on the application, upload the requested documents, and answer the follow up questions the employer sent.? Only to be addressed as “Dear Applicant” and given a generic “thanks but no thanks” email.? When I told this story to a few colleagues they were just as stunned as I.? Rude, impersonal, cold-take your pick of how to describe this email.?

Is that how you want your organization portrayed?? Rude, impersonal, cold?? Who would want to work for an organization that cannot even address the person by their name?? I read an article written by a recruiter with tips such as addressing the cover letter to an actual person not “Dear Sir or Madam/To Whom It May Concern.”? The writer said we should connect with the recruiters online and send them a personalized message.? Yet, people cannot reciprocate in their rejection correspondence.?

Recently a person had five interviews and three board interviews only to get a form letter through a website. ?Has communication devolved to this level of impersonal correspondence?? What does that say about our society?? I am mindful that companies may receive hundreds of applications for one job.? I am mindful that the companies have to whittle the pool down to a certain number of candidates for interviews.? I understand that out of those, one will only come out as the winning candidate.? I am mindful that for legal reasons, companies stick to a generic rejection letter and will not give feedback.

However, I strongly believe that the companies should take the time to properly do a rejection letter addressing the person by name.? Also, the name should be spelled correctly.? The letter should be sent in a timely manner.? This one came months after applying.? I waited patiently for a month before inquiring about the status of my application.? The short reply said the job was still open.? I waited a few more weeks and emailed the Human Resources department asking if the position was still open.? Yes, however they were finalizing the hiring of the candidate they selected.?

If I am given the opportunity to interview for a position, I send a handwritten, personalized thank you note via “snail mail.”? Why?? Why not just send an email?? Because I believe it is impersonal.? I believe the person who took the time to give me a chance at a new job should receive a nice card with a colorful commemorative postage stamp.? Hiring is tough work.? A handwritten card can brighten someone’s day.

After a visit to the doctor’s office, I sent the nurse a pretty thank you card for the excellent care she gave me.? When I visited the doctor’s office a month later, she had the card propped up next to her computer. ?She made a point to thank me for the card.? She explained, “We don’t get many of those.”? Nursing is a difficult and underappreciated field.? It only took five minutes of my time and yet the end result for the nurse earned it a place of honor on her desk.?

I understand companies may not be able to go this “old-fashioned” route in their rejection correspondence.? However, good manners never go out of style.? Take the time to do it right.? It is the kind thing to do and these days we certainly need more kindness in the world.