Rejection Letter – Position-Filled

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 a 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.

How do you respond to an email about a position being filled?

Whilst it is quite disappointing to receive an email about a position that you applied for being filled. Responding to it in an amicable manner could leave a positive impression as well as keep the door open for the future. Here is how you can respond to such as email.

Firstly, thank them for the response and time. Make sure you express your regret to hear that the position has been filled. You could also let them know that you’d be interested to hear feedback regarding your application.

Lastly, wish them the best and end it on a good and friendly note.

Conclusion on 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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About Author

Daniel Walker

Daniel Walker is the Founder and Chief Executive Officer of Zegal, the trusted legaltech firm. Prior to founding Zegal, Daniel practised at DLA Piper, Stephenson Harwood and Clyde & Co, in Hong Kong, Singapore, and the UK.

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