An employment rejection letter lets an employee know they have not been chosen for a job. It gives your company a template to respectfully inform job candidates of the bad news. It allows them to continue their job search instead of waiting around to hear if they got a position with your company.
How you treat a potential employee’s rejection can have a significant impact on your company’s reputation. Individuals you reject now may be talented people you may want to hire later when more positions are available. A job rejection letter sample provides a useful way to end the application process without simply “ghosting” rejected applications. You can get started drafting your own rejection letter with this downloadable form.
What is an Employment Rejection Letter?
An employment rejection letter is a formal method to inform an applicant they have not been picked for the position. A rejection letter after an interview is a courteous way of letting the potential employee know they should continue their job search elsewhere. It allows that person to move on without waiting to see if they will ever get a response.
A formal letter prevents the practice of ignoring applicants who don’t make the cut. Failing to contact applicants to let them know they have not been chosen is a common practice and one that breeds unhappiness with a company. Applicants who don’t feel respected are likely to share these sentiments with others and harm your company’s reputation. With a job rejection template, you can create a simple and easy-to-use letter for your hiring process.
How to Reject a Job Offer
When you reject a job offer, it should be respectful and kind. A job applicant rejection letter sample outlines how you can appropriately handle employment rejections. The letter formally notifies the applicant they were not chosen for the job in writing. Notifications in writing make it official and leaves no doubt in the applicant’s mind.
It also gives the company the ability to personalize the letter as much as it likes. A form letter gives you a great place to start, but personalization increases the feeling that the applicant’s time was valued. This can be invaluable in creating good employment relations and enhancing the company’s overall reputation.
How to Write a Rejection Letter for a Job
It is easier to use a template to create your document. You can edit the template and personalize it, but you don’t have to start from scratch. Legal Templates has a free employment rejection letter template for you to use. Below are some tips to get you started in the drafting process.
1. Format as a Formal Business Letter
A quality job applicant rejection sample is formatted as a formal business letter. It will start with the applicant’s name and address from his or her resume at the top. Other contact information you know may also be included. Depending on your preferences, you may send this “letter” as an email, but this formal format delivers respect to the rejected applicant.
2. Use a Standard Salutation
Use a typical salutation such as “Dear Alice” to begin your letters. This simple addition puts their name right at the beginning and shows you care about them personally—even though you did not pick them for the job. Simple additions like this go a long way.
3. Thank the Applicant
The first sentence should thank the applicant for their time and application. A sentence like: “We greatly appreciate your application and your interest in our company” or “Thank you for applying for the position of [insert position].” This simple thank you shows your company cares about the effort it took to even apply.
4. State the Reason for the Rejection
The employment rejection letter should inform the applicant why he or she was denied the position. It should be carefully drafted and make the reason for the rejection very clear. Do not state that you found a more qualified candidate, as this could result in a request for that individual’s qualifications. Instead, statements that “many quality applicants were considered” or “we moved forward with another candidate” express the same sentiments without creating the same potential issues.
If an applicant did not meet the qualifications for the position, this may be included in the rejection letter. It helps the applicant know why they were rejected and may prompt them to get the experience they need for the future.
5. List the Next Steps
The final paragraph should encourage the employee to apply again in the future if you desire, or simply say your goodbyes. This does not have to be complicated. Simple statements are often best and prevent any miscommunication. You may also choose to:
- Keep the applicant in the hiring pool for the future
- Encourage the applicant to apply for a different position
- Ask that they apply again when they meet the qualifications for the position
You can format the end of the letter how you want to fit your individual needs.
6. Sign the Letter
A company representative should personally sign the letter and provide their title. This gives a personal touch to the letter that demonstrates you care.
Job Rejection Letter Sample
A standard employment rejection letter sample can help you get started. You can download this free rejection letter template in either Word or PDF format for easy use.
Tips for Writing an Employment Rejection Letter
Certain tips may be useful in drafting your rejection letter after an interview.
- Utilize a template builder to make drafting easy
- Personalize the letter to the person and the position
- Don’t make promises of future consideration
- Encourage applicants to apply again if you want them to
- Thank the applicant for their effort
Writing a customized letter makes you a better business and a place people want to apply.
Why Should You Send a Job Rejection Letter?
Best business practices encourage you to draft a formal letter because:
- It prevents “ghosting” potential applicants
- It demonstrates respect for the hard work an applicant put in
- Applicants are more likely to apply again in the future
- Applicants can move on knowing they did not get the job
- It improves your company’s reputation
- You can attract much-needed talent in the future
Not sending a letter is disrespectful and demonstrates that the company does not care about its employees. This simple letter may protect your valuable reputation.
