Overview of a 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.

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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