Why send a rejection letter after an interview
Sending a rejection letter is an opportunity to thank candidates for showing interest in your company, attending interviews, and letting them know they’re no longer in contention for a particular position. It’s a polite way to bring closure for those concerned about their interview’s outcome. A thoughtful and empathetic rejection letter may even make your company or brand look more favourable because it shows you’re committed to honesty, transparency, and communication.
Additionally, a rejection letter can serve as an invitation to apply for other opportunities within your company. You may use this method of communication to inform candidates they won’t be advancing in the hiring process with one position but that they impressed you with their skills or background, and you hope to see their application for another more relevant position later.
5 tips for how to send a rejection letter after an interview
1. Be personal
While using a general template for rejection letters is helpful, it’s essential to personalize them for each candidate. Be sure to include the candidate’s name, the position they applied for, and a memorable moment from their interview. Additionally, consider providing feedback that could assist the candidate in future interviews with your company or similar roles in other organizations. This approach can make the rejection process more constructive and valuable for candidates. For example, you may say to a candidate:
“Patsy, thank you for taking the time to interview for the Assistant Manager’s position. While your ambition to take the initiative and attend training sessions impressed our hiring team, we feel you may benefit from a few more years of mentorship experience before advancing to this role.”
2. Be clear and direct
Be respectful of the candidate’s time and feelings by stating the reason for your letter as early as possible. Start with a personalized greeting, thank the candidate for their interest in the role, and then gently share the news of their rejection. Use a friendly and polite tone while being clear that you are pursuing other candidates and that their time in the hiring process for this position has ended.
Related: How to Develop Emotional Intelligence to Become a Better Leader
3. Be punctual
Send your rejection letters as soon as you have decided which candidates will advance to the next level of the hiring process. It is courteous to inform all applicants of their application status within a week after the final interview. Consider sending rejection letters at the same time you send congratulatory letters or make phone calls to those moving on to the next phase. This approach helps you stay organized by managing all correspondence at once. Sending rejection letters promptly also allows candidates more time to explore and apply for other job opportunities.
4. Be encouraging
Being professional and kind in your rejection letter can help candidates feel more confident about their interview performance and demonstrate your company’s values. It may also encourage them to make improvements for future opportunities, whether with your company or elsewhere. Consider using the following approach to deliver the news: start with a positive comment, then relay the unpleasant news, and conclude with an encouraging message. This method can help candidates accept the rejection more easily. For example, you may say something like:
“Paul, I appreciated getting to know you during our interview and learning about your extensive marketing experience. Unfortunately, we’re going to pursue other candidates for this role. However, you have many admirable qualities, and we hope you’ll consider applying for other open positions with our company in the future.”
5. Keep it short
There is no definitive rule regarding the length of a rejection letter, but shorter letters are generally more common. Typically, one to three brief paragraphs are sufficient. Focus on including the essential information: clearly state the rejection, mention any qualities you appreciate in the candidate, provide suggestions for improving their skills or interview presence for future opportunities, and share information about any additional roles for which you might encourage them to apply.
Related: How to Reduce Time-to-Hire With Indeed’s Recruiting Automation
Example of an appropriate rejection letter
Here is a sample rejection letter template to help you craft and personalize your document.
September 14, 20XX
Samantha James
1224 Chester Hill Road
Toronto, ON, M4K 3Z1
Dear Samantha,
Thank you for taking the time to apply for the Community Manager position at Mercury Communications. We enjoyed meeting with you during the interview process. It’s always exciting to meet another ambitious University of Toronto graduate!
We’re pursuing a working relationship with another applicant who has more experience dealing with social media management. However, with your marketing degree and interest in film, we’d like to encourage you to keep watching our job listings and apply for other positions in the future.
Once more, we want to say thank you for applying for this role. We wish you the best of luck. I hope you find an exciting role that aligns with your skills and personal goals.
Sincerely,
Jamie Thompson
Mercury Communications Marketing Director
When you send a rejection letter, you inform a candidate that they have not been selected for a specific position. Delivering this news tactfully can help the candidate handle it better and maintain your company’s reputation. By keeping the letter concise, timely, polite, and clear, you can ensure that the candidate receives your message in the most professional manner possible.
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