Candidate Rejection Letter

A rejection letter is an optional step, but sending one ensures candidates aren’t left in the dark and helps maintain your company’s positive reputation. By creating a template, you can speed up and simplify the notification process for applicants.

When to Send a Rejection Letter? #

Send rejection letters to candidates you are no longer considering for the role as soon as you realize they are not a fit. Try to send rejection letters within one week of the interview.

What Should Be Included in a Rejection Letter? #

A rejection letter should include the following elements:

• Gratitude
  Always thank the applicant for their interest in the company and for the time spent completing the application or attending the interview. Your message should be not only polite, but also show candidates that your company values other people’s time.
• Personalization
  Use the candidate’s name and the job title. If possible, include a note from your conversation or mention a specific positive detail you liked.
• Feedback
  Applicants appreciate feedback from employers they interviewed with. Such interaction offers insight into areas for improvement, and feedback can also help them reflect on their next job search steps. For example, if you turn down a candidate in favor of someone with more experience, the candidate can apply for roles that better match their career level.
• An Invitation to Reapply
  If you feel the candidate is a good cultural fit for the company in another capacity, let them know you’d welcome their application for other roles in the future. However, if you believe the candidate doesn’t fit the corporate culture or lacks the necessary skills, there is no need to include this invitation in your message.

Candidate Rejection Letter Template #

Subject: Your application for the [JOB TITLE] position at [COMPANY NAME]

Hello [CANDIDATE NAME],
Thank you very much for your interest in the [JOB TITLE] position at [COMPANY NAME]. We appreciate you taking the time to visit our office and interview with our team.
Although we were impressed by your skillset, we have decided to move forward with another candidate who has more experience in [SKILL/FIELD].
Thank you again. We value your time and wish you the best of luck in your career.
Best regards,
[YOUR NAME]

By adding these templates to your ATS account, you can significantly speed up communication and streamline your daily routine. You can learn how to set this up in PersiaHR during an online system demonstration hosted by our manager.