Have you ever written a rejection letter to an applicant? Have you experienced receiving one? Do companies still send out this kind of letter?
It is not easy to write something that you knew would bring bad news to the recipient. As much as possible, you would want to state rejection in a tone that would not be so discouraging to the applicants. Here are some guidelines that would help you make a better rejection letter.
- Make it personal. Use the name of the applicant on the address and or salutation.
- Be grateful for his interest. Your advert for hiring would be a failure if nobody showed interest so thank the applicant for his time and effort.
- Point out his good qualities. This will help him be motivated despite being rejected.
- Never mention that the reason for rejection is due to failure in meeting job qualification. You can always state that you found someone with better qualification.
Here is an example of a rejection letter
Hello Andrea,
Greetings!
We wish to thank you for taking time to take our written exam and participate in the interview. We recognize your effort and interest to be a part of our growing team. Your background in E-commerce programming would really be a great help in a company such as ours, however, we found someone else with better qualifications and experience.
We will however keep your resume on file and notify you should there be future job openings that would fit you.
We wish you good luck in your career development.
Best Wishes,
Trisha Jaranilla
HR Manager
