How to Write a Letter Rejecting a Job Applicant

Employers send rejection letters through the mail to candidates who did not get a job.

Writing a job rejection letter is part of the hiring process for many companies. Rejection letters notify job applicants who interview for a position but are ultimately not chosen that the job has been filled. The letter itself contains negative information for the job seeker; however, writing the letter in a positive light, outlining why the applicant was not a fit and thanking him or her for applying will help alleviate the blow. Keep the letter short, sweet and to the point to address the situation properly.

Instructions

1. Start the letter with a formal introduction to the applicant. Introductions may include "Dear John Doe," or simply, "John Doe."

2. Write the first paragraph as a buffer to help ease the discomfort the letter will cause. Buffers are always positive and compliment the applicant, such as "Thank you for meeting with us last Monday" or "We appreciate your traveling to see us regarding the position of medical secretary." The buffer thanks the applicant for his or her time.

3. Provide your rationale for a decision in the second paragraph. The reasoning comes before the rejection to help prepare the applicant. Reasoning may include the experience of the applicant versus the amount required for the position. Other explanations may contain something said within the interview, such as an unwillingness to relocate if the job demanded it or the applicant's way of handling a hypothetical circumstance.

4. Deliver the rejection within the second paragraph, directly after the reasoning. At this time, the reader knows that he has lost the job. Use subordination in the letter to provide a small cushion after the rejection, such as "Although your qualifications do not match our needs at this time, we will retain your application for up to one year."

5. Close the letter on a positive note and thank the applicant for applying with the company. You may also want to wish the applicant well in future endeavors and job searches. If you have a referral for the applicant to another company or headhunter, then include that information within the closing. Sign your name at the bottom of the letter.

Tips & Warnings

• Always type the letter for a professional appearance.

• Print the letter with the company letterhead at the top.

• Include a business card for any referrals to the applicant.

References

• Business Owner Idea Cafe: Letter to Acknowledge Applicant Not Accepted for Position
• BNet: Thank You For Interview You Didn't Get The Job