The importance of effective communication in the hiring process

During the hiring process, clear communication can show applicants that you value their time and care about creating a positive candidate experience. Effective communication can also help improve your company’s reputation, especially when informing an applicant that they won’t be moving to the next stage of the hiring process.

Utilizing a well-crafted rejection letter template can help you inform candidates of their status while maintaining a professional demeanor. This approach might potentially streamline the hiring process, allowing employers to redirect focus to the right candidate while helping other applicants move on to different employment opportunities.

What is a rejection letter?

A rejection letter is a formal notification that an applicant hasn’t been selected for a role. You can send one of these letters if a candidate doesn’t make it past the initial screening process or isn’t chosen after they’ve completed an interview or preemployment assessment.

A rejection letter is also appropriate if a candidate receives a job offer but fails to pass a background check or a reference check.

Rejection letters typically contain the following details:

• Company name
• Candidate name
• Contact information for the hiring manager
• Job title or position
• Date of application or interview
• Reason for rejection (optional)

Rejection letters can vary in length depending on how much information you wish to share. You can also include tips for improvement in a polite manner.

The importance of rejection letters

Rejection letters are more than a formality as they can show respect for a candidate’s time and effort. Sending a timely and thoughtful rejection letter demonstrates that you value each applicant, even if they weren’t selected for the position.

Using rejection letter templates ensures every candidate receives a consistent and professional response. These letters can also include helpful feedback or suggestions, supporting candidates as they continue their job search. Ultimately, well-written rejection letters reflect positively on the company.

Types of rejection letters

Employers send rejection letters for several reasons, including:

• Skill or experience gap: The applicant isn’t selected because they don’t meet the minimum requirements for the job.
• Mismatched applicant: The applicant isn’t suitable for one role, but another open position may be a better fit for their skill set.
• Internship rejection: The applicant isn’t a good fit for an internship. You may want to send a rejection letter if the applicant can’t commit to your desired work hours or isn’t interested in working on a specific project.
• Post-interview rejection: You may want to reject a candidate if another applicant’s qualifications or interview responses better align with the role. It’s also common to send a post-interview rejection when another candidate performed slightly better.
• Internal candidate rejection: A candidate who already works for your company applied for a different job and wasn’t selected.
• Late application: The applicant possesses the desired qualifications, but they applied too late to be considered for the role. If the candidate is still interested, you might want to assist them with early resubmission for a future opening.
• Undisclosed reason: The applicant was rejected, but your company doesn’t comment on the nature of the rejection.

How employers benefit from rejection letter templates

Efficiency is one of the biggest benefits of using rejection letter samples. Using a template rejection letter allows you to spend more time reviewing other applicants.

Since templates are typically customizable, they help streamline your hiring workflow and create consistency for each candidate. Many of the basic details in sample rejection letters don’t change from one candidate to another, so it’s much faster to edit templates than to write a new letter each time.

Tips for writing a good rejection letter

A rejection letter should be honest, clear and to the point. How you communicate can reflect positively or negatively on your business, so it’s crucial to use a professional tone and language.

Consider these tips to write an effective rejection letter:

• Address rejection immediately. Not receiving feedback or any explanation for the rejection may leave candidates wondering what went wrong. A clear rejection letter lets candidates know where they stand and prevents them from waiting for updates, especially when they’re applying for multiple jobs.
• Avoid unnecessary details. While many candidates might appreciate sincere personal thanks, it’s best to focus on objective details.
• Use a template. Rejection letters can be relatively short, but it can be beneficial to include details about why the candidate wasn’t selected, when appropriate. A template provides enough customization options to keep your letter from sounding generic.

You can use one of the following rejection letter samples as is or create your own template. If you’re writing a traditional letter, include a formal header (first and last name, address, contact information, etc.). If you plan to send the message via email, use the job title in your subject line. For example: “Update on Your Application for the Senior Project Manager Role.”

Customizing rejection letter templates

While rejection letter templates offer a convenient starting point, customizing them is essential for creating a meaningful message. Tailoring each letter to the candidate or making small references, such as a skill or interview discussion, might show that you gave their application careful consideration. Including constructive feedback and words of encouragement can help candidates understand the decision and motivate them to improve for future opportunities.

By taking the time to personalize your rejection letter templates, you demonstrate professionalism and respect, which can enhance your employer brand and encourage top talent to apply again in the future.

Sample letter #1

Dear [Applicant Name],

We interviewed several candidates for [Job Title]. Although you demonstrated in-depth knowledge during your interview, [reason for rejection]. However, we’d like to offer you the opportunity to interview for our [Job Title], as we feel it’s a better fit for your skills and experience. I’ve enclosed a job description for you to review.

If you’re interested in discussing this second opening, please contact me at [email and/or phone number] to schedule an interview at your earliest convenience. We’re currently conducting first-round interviews, so we’d appreciate a prompt response.

Thank you for your interest in joining [Company Name] and for taking the time to meet our interview team. Please feel free to apply for other positions that match your skills and interests.

We wish you the best of luck with your job search.

Regards,

[Your First and Last Name]
[Your Job Title]

Sample letter #2

Dear [Applicant Name],

Thank you for applying for an internship at [Company Name]. Regrettably, we have only one opening for an intern, and we received many applications. We’re writing to inform you that you have not been selected.

Although we were impressed by your academic record, we decided to move forward with another candidate because [reason for rejection].

We encourage you to apply for another internship this summer, as we anticipate having three openings. Please feel free to reach out with any questions or concerns.

Sincerely,

[Your First and Last Name]
[Your Job Title]

Sample letter #3

Dear [Applicant Name],

Thank you for applying for the [Job Title] position at [Company Name]. We appreciate your interest in joining our company and are pleased that you invested so much time and effort in your application.

We reviewed your application carefully. Unfortunately, we will not be able to invite you to the next stage of the hiring process. While your resume was impressive, we’ve decided to move forward with a candidate whose qualifications are better suited to this particular role.

However, we hope you’ll apply again in the future if you see a job opening that aligns more closely with your background.

If you have any questions or need additional information, please don’t hesitate to contact me by email at [email address] or by phone at [phone number].

We wish you success in your future endeavors.

Once again, thank you for your interest in working with our company.

Sincerely,

[Your First and Last Name]
[Your Job Title]

Sample letter #4

Dear [Applicant Name],

Thank you for your interest in the [Job Title] position. Unfortunately, we’ve decided to move forward with another candidate.

We appreciate the effort you put into your application and your desire to take on a challenging new role, but at this time, we’re looking for someone with [list relevant qualifications].

Based on your skills and experience as a [Candidate’s Current Job Title], we hope you’ll consider applying for [Alternative Job Title] as soon as we begin accepting applications on [Date]. Please don’t hesitate to apply for any other positions that interest you.

The team at [Company Name] wishes you all the best.

Regards,

[Your First and Last Name]
[Your Job Title]

Sample letter #5

Dear [Internal Candidate Name],

Thank you for taking the time to apply and meet with our team about the [Job Title] role. We enjoyed discussing your past achievements and qualifications.

While we appreciated learning about your approach to [details from job interview], another candidate had more experience with [reason you selected another candidate].

We’ll contact you if we have another opening that matches your background.

Regards,

[Your First and Last Name]
[Your Job Title]

Sample letter #6

Dear [Applicant Name],

I want to thank you for your interest in the [Job Title] position within the [Department Name] as well as the time you devoted to the interview process.

Although we were impressed by your [specific skills or abilities], we’ve chosen a candidate with more [qualifications or experience]. However, we’ll keep your résumé on file in case a position better suited to your talents becomes available. If it does, you’re welcome to reapply at that time.

You may also be able to gain more [lacking skill or qualification] experience by working with [Name of Recommended Mentor].

If you have any questions, please don’t hesitate to contact me at [phone number and/or email address].

Sincerely,

[Your First and Last Name]
[Your Job Title]

Sample letter #7

Dear [Applicant Name],

We appreciate your interest in [Job Title]. Although you have impressive qualifications, we’ve selected another candidate.

In the coming months, [Company Name] will be advertising similar positions. If you’re still interested, we encourage you to apply for another role when it becomes available.

Best of luck with your job search and your personal and professional endeavors.

Regards,

[Your First and Last Name]
[Your Job Title]

Moving forward with applicants

After completing the interview process, employers decide which candidates will advance or which to reject. Using a rejection letter template allows you to promptly inform applicants who weren’t selected for further consideration, ensuring transparency and closure.

Rejection letters can also serve as an invitation for candidates to apply for other positions within the company or to stay connected for future opportunities. By maintaining a positive relationship with rejected candidates, you enhance your company’s reputation and build a pool of potential applicants for future roles.

Rejection letters to send declined applicants: Templates for Microsoft Word

Rejection letter templates can help clearly communicate your message, build a positive reputation for your brand and attract potential employees in the future.

* Indeed provides these examples as a courtesy to users. Please note that we aren’t your HR or legal adviser, and none of these documents reflect current labor or employment regulations.