Job applicants make decisions about your company based on how you treat them. While it may be easiest to end communication with all applicants once you’ve made your selection, it’s certainly not the wisest choice. Ending contact after the interview translates to: we don’t care about you. And who wants to work for a company that doesn’t care?
It’s hard enough being rejected, but receiving a standard form letter meant for the masses just adds insult to injury.
Starting with one of these rejection letter templates makes personalization easier. During the interview, take notes on all of your applicants. Write down successes or strengths that catch your attention. If you don’t end up hiring them, at least you’ll have personalized content to include in this part of the process.
1. Classic Letter
Dear [candidate name],
Thank you for taking the time to meet with our team about the [role title] role at [company name]. It was a pleasure to learn more about your skills and accomplishments.
Unfortunately, our team did not select you for further consideration.
I would like to note that competition for jobs at [company name] is always strong and that we often have to make difficult choices between many high-caliber candidates. Now that we’ve had the chance to know more about you, we will be keeping your resume on file for future openings that better fit your profile.
I am happy to answer your questions if you would like any specific feedback about your application or interviews.
Thanks again for your interest in [company name] and best of luck with your job search.
2. Short & Sweet Letter
Hi [first name],
We appreciate your interest in [company name] and the time you’ve invested in applying for the [role title] opening.
We ended up moving forward with another candidate, but we’d like to thank you for talking to our team and giving us the opportunity to learn about your skills and accomplishments.
We will be advertising more positions in the coming months. We hope you’ll keep us in mind and we encourage you to apply again.
We wish you good luck with your job search and professional future endeavors.
3. Feedback Letter
Dear Ms. Job,
I want to thank you for your interest in the RPN position at Anytown General Hospital and for all of the time you have put into the interview process. Unfortunately, we will not be offering the position to you. While your education qualifications are very impressive, we have chosen a candidate who has more hands-on experience. We will keep your resume on file, and if any other job positions become available we will keep you in mind. After you have gained some experience through volunteering, or another job position, we hope that you will re-apply at Anytown General Hospital.
On behalf of Anytown General Hospital, I thank you for your time, interest, and effort, and I wish you the best in your future career endeavors.
If you have any questions, please do not hesitate to contact me at 123-456-7890.
Paul Itionfilled, Human Resources Manager
You may also want to check out this blog post:
What to Say to Employees You Don’t Hire