Tips for Writing Effective Candidate Rejection Letters
Posted November 2nd, 2010
Sending out rejection letters to job candidates is never a pleasant task. But there are ways of handling it so that it’s less painful to the applicant and also helps in building goodwill for your company so that you become a place that candidates want to apply to.
Rule number one is to avoid a form letter, which only makes matter worse. Personalizing the letter is always better. You can start the letter with a lead-in, such as thanking the candidate for applying, or telling the candidate that you appreciate that he or she thought so highly of your firm to have applied.
Then you want to explain to the candidate why you made the decision that you did, and give some details. You need to make clear that there were other candidates who were more qualified for the job, but do so in a courteous way. For example, you might say something like the position required someone with 15 years of managerial experience, and the job was filled with someone who met the requirements. You do not want to say that the candidate was not hired because he or she did not meet the requirements. That is understood when you say that the job was filled with someone who did meet the requirements. This is a more tactful way of putting it.
You may also want to tell the candidate that you will be keeping his or her resume on file should he or she want to apply for another position. You can encourage the candidate to keep in touch, and apply again. Try to avoid using words like unfortunately, or regret, which are too downbeat.
You should close the letter on a positive note, such as wishing the candidate luck in his or her job search. This will be the last communication you will have with this person. You want to leave a good impression of your company with him or her.
You should also send out rejection letters promptly – it is a sign of professionalism. Use formal company letterhead for the letter. Address the candidate by name. You can personalize the letter further by referring to the particular job the candidate was applying for and with a complimentary comment about the candidate’s qualifications, experience, or enthusiasm.
Close the letter formally, with “sincerely” or” best wishes.”
Candidates who were interviewed, but not selected for the job, should get a phone call notifying them that someone else was selected. This is just a professional and courteous thing to do – to show your appreciation for someone who took the time and effort to travel to your firm to interview.
If you need help interviewing candidates for positions within your San Francisco-area company, contact Bayside Solutions. We can help you source, interview, perform background checks and manage the interview process from start to finish. Contact Bayside Solutions today!
