Overview of a Rejection Letter (Internal Employee)
Essentially, writing a good internal rejection letter is hard. However, providing a clear and concise rejection to a candidate is much more important than just not providing any communications as to the status of the job candidate’s application. Importantly, this level of professionalism and transparency will build a good rapport with the candidate in the future. In addition, it gives you, as a hiring manager, a way to reflect on your own organization’s needs.
Key Points to Include in an Internal Rejection Letter
- Be gracious. Always make sure that you thank the applicant for the time that they’ve taken to apply or even to go through the interview process
- State the news. Typically, this can be simple and straightforward. Importantly, there is no reason to apologize. Essentially, things don’t always work out and it’s no one’s fault.
- State the reason (optional). Generally, you may decide to provide reasons for the rejection. However, this is optional. Although, if you do decide to provide a reason, make sure to use neutral and professional language. Note that most localities have equal opportunity and employment laws. Subsequently, you do not want to run afoul of those laws
- Keep the door open (optional). Oftentimes, it’s not necessarily a qualification issue. Genuinely, it could just be that there is no fit. Additionally, if you’re a big enough company, there may be other areas that will fit better for the candidate.
Conclusion on Internal Rejection Letter
Communicating with job candidates in a professional tone is important for any business setting. Keep formal rejection letters short and simple. But be gracious about the person’s time and effort.
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