As an employer, it is an important factor to communicate with your candidates when they have not been successful in landing a job in your community to provide them with a good employer branding experience. Rejecting an applicant is not an easy task for any organization but providing a rejection letter will help in alleviating confusion and disappointment while establishing a positive brand reputation and attracting potential candidates in the future.
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What is an Application Rejection Letter?
An application rejection letter is a type of formal business letter that is sent to applicants who did not qualify for a certain position within an organization. Rejection letters are one of the factors that affect the positive and negative employer branding and improvement of their candidate experience. Also known as employment rejection letters or candidate rejection letters, a job rejection letter formally and respectfully informs a candidate that they can continue their job search.
How to Write an Application Rejection Letter
As a company that is actively hiring for a particular position, it is most likely that you have to review a number of job application cover letters, application letters, letters of recommendation, and professional resumes and interview different types of candidates while only needing one person. One of the important parts of the hiring process is sending rejection letters to applicants who are no longer considered qualified for the position. Writing and delivering a concise and positive application rejection letter also expresses the professional ways of addressing the applications you have received.
Step 1: Provide an Informative Subject Line and Express Your Gratitude
Start writing your rejection letter by providing a simple but informative subject line so it could stand out in the applicant’s inbox. You can include the name of your company and job title to inform them of the email or letter’s purpose. Then, express your gratitude for submitting their application forms or letters after your salutation.
Step 2: State that the Applicant is No Longer Considered for the Position and Explain Why
In the next section, provide a clear statement that you are continuing your hiring process without them. Make sure to provide an explanation of why the applicant was rejected like missing skills, education, and experience.
Step 3: Explain That You Will Consider Them in the Future
Provide a description of their positive aspect to help them understand the strengths that they can highlight for their next application. You can also express an explanation of why you are considering the applicant for future opportunities within your organization.
Step 4: Conclude the Letter With a Positive Message
Before your end your letter, you can encourage them to send more applications to other companies they are interested in. Then, conclude your application rejection letter with a positive message, thank the applicant for their time, and wish them luck in their future endeavors.
What are the basic details that a rejection letter contains?
The basic information or details that a rejection commonly contains include the company’s and candidates’ names, contact lists, job titles or positions, the date of the interview or application, and the reason for rejection.
What are the different types of rejection letters?
The different varieties of rejection letters include unqualified applicants, mismatched applicants, internship rejections, post-interview rejections, internal candidate rejections, late applications, and undisclosed reasons for rejection.
What are the best practices for rejecting candidates?
The best practices for rejecting candidates include informing them as soon as possible about the rejection, personalizing your application rejection letter, writing it in a concise and polite manner, and being honest with your reasons.
Writing a good application rejection letter establishes the qualities you want from your employees while also making clear what your organization needs. Rejection letters are usually written in a brief and direct manner and the reason for rejection is not provided in great detail. A company’s application rejection letter reflects their brand and if badly written can leave a negative impression that could spread to other potential candidates.
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