How to Write Denial Letters for Job Applicants
On your way to hiring the right person for a job, you may have to reject a few good contenders. You may also need to decline unsolicited applications for which no employment opportunities exist. Either way, respond with empathy; most job applicants will have spent much time researching your business, composing letters, organizing credentials, testing and interviewing. Deliver the bad news of a rejection honestly and constructively. Your response will build goodwill, promote a good reputation as an employer and encourage choice candidates to reapply when they are better qualified. Adapt the following basic letter pattern to suit.
Other People Are Reading
Instructions
-
-
1
Personalize your communications. Address job applicants by name and mention the specific job vacancies for which they applied. Express sincere thanks for the effort and time that they enthusiastically applied toward working for you. Thank even unsolicited applicants for their interest.
-
2
Explain the reasons for rejections frankly but sensitively. For candidates who didn't make your shortlist, clarify that their credentials, though impressive, fell short of your needs. Treat unsolicited job applicants similarly and, if applicable, mention that no vacancy exists.
-
-
3
Reassure the job applicants who made it through to the interview stage. Though they may have been edged out by more qualified applicants, point out that their credentials remain strong, noteworthy or promising. Share interview and test ratings, if any, as well as your objective impressions and advice on items such as licensing, certifications or further areas of training. This information will help candidates in short- and long-term employment pursuits.
-
4
Encourage strong applicants to reapply when other similar job opportunities open or when their qualification deficiencies have been resolved. If it is your practice to keep job applications on file for reference or a better-suited position, mention that in your letter.
-
5
End with positive well wishes for the candidate's future job searches and career development. Offer again your genuine gratitude for their time, efforts and interest. Print the letter on your letterhead and sign your name on it before sending it via regular mail.
-
1
Tips & Warnings
Send your rejection letter promptly. This respectfully gives job applicants closure and prompts them to move ahead with other job search efforts.
To save time, you can create a form letter or template to deny or reject job applicants. However, customize each letter sufficiently to speak personally to candidates.
Promising to keep rejected applicants' résumés on file or specifying why someone else got the job can lead to legal issues. Handle these items tactfully or forgo them if you have any doubts.
Avoid emailing rejection letters. But if you must do it, attach the letter as an un-editable "pdf" document to prevent copying any part of it, including your signature.
References
Resources
- Photo Credit young businessman thinking image by Kovac from Fotolia.com
