How to Write a Candidate Rejection Letter

Rejection is never easy. But sending a formal rejection letter to the applicants who could not make it to the final selection is a great gesture by the company. It shows their concern towards the applicant and makes them stand out. Such a company is always appreciated and loved by employees.

Writing a candidate rejection letter is not so easy as you need to pick the right words which inform the candidate about the news and also motivate him to work harder in future. It has to be polite and encouraging. Here are some steps which will make this task a little easier for you. While writing your own draft, keep these important points in mind and write a personalized formal rejection letter.

Tips for Writing Formal Candidate Rejection Letters

  • Say it Straight

There is no need for you to make your letter long. Keep it short, simple and strictly to the point. There is no need for you to make your letter long. Keep it short, simple and strictly to the point. Rejection letter should be clear and straightforward without being rude.

  • Personalize It

Make sure that you mention the name of the candidate, the position for which he applied and other subjective details to make it look personalized.

  • Gracious and Polite

If the candidate could not make it to the final selections then he must be informed about it in a pleasant and polite manner. Do not make it look like dry or unpleasant. Keep the tone soft and encouraging.

  • Cut the Crap

Do not mention anything in the letter that is not needed. Remember to keep it strictly to the point. Every sentence has to be meaningful.

  • State the Reason

It is always good to state a reason for not selecting the candidate. This makes him aware of what he lacks or where he needs to improve. This is a constructive way of dealing with it. If you want to keep it simple then you can always state that this position has been filled by someone whose credentials suit best for the profile.

  • Mark an Impression

You must remember that rejection letter is a wonderful opportunity for you to create an impression about your company. You can impress him by writing a formal letter of rejection. Do not take it easy or consider it as unimportant.

  • End it With a Positive Note

It is always the best thing to do. The candidate must not feel rejected after reading the letter rather he should have a positive feel. If you think him to be a good choice then you can always ask him to apply in future or for other post. Also thank him for investing his precious time in the process of recruitment by being a part of it.

  • Wish Luck For Future

Do not forget to wish the candidate good luck for all his future ventures. This is a good way of ending the letter.

These are some of the points you must keep in mind while writing a professional candidate rejection letter. Keep these tips in mind and you will not go wrong.