A “Sample Letter To Decline Someone A Position” is a formal way to tell a candidate they didn’t get the job. Companies use it after interviews are done. It’s a polite way to say “no,” even after someone has spent time applying and interviewing.
Writing this letter can be tough. You want to be kind but clear. That’s why we’re here to help make it easier for you.
We will share letter templates and examples. These samples will help you write your own rejection letters. You can customize them to fit your needs.
Sample Letter To Decline Someone A Position
[Your Name]
[Your Address]
[Your Email]
[Your Phone Number]
[Date]
[Applicant Name]
[Applicant Address]
Subject: Regarding Your Application for [Position Name]
Dear [Applicant Name],
Thank you for your interest in the [Position Name] position at [Company Name] and for taking the time to interview with our team. We appreciate you sharing your experience and qualifications with us.
We received a large number of applications for this role, and the selection process was highly competitive. After careful consideration, we have decided to move forward with other candidates whose qualifications and experience more closely align with the specific requirements of this position.
This decision is not a reflection of your skills or potential, and we encourage you to continue pursuing opportunities that match your career goals.
We wish you the best of luck in your job search.
Sincerely,
[Your Name]
How to Write a Letter to Decline Someone a Position
Subject Line: Clarity is Key
- Be upfront. A straightforward subject line such as “Regarding Your Application for [Position Name]” avoids ambiguity.
- Refrain from overly effusive language. “An Update on Your Application” works better than “Exciting News About Your Application!” (when it’s not).
- Personalize it slightly. Including the position they applied for shows you paid attention.
Salutation: Keep it Professional
- Use “Dear Mr./Ms./Mx. [Last Name]” unless you know the candidate well and have a pre-existing rapport.
- Avoid overly casual greetings like “Hi [First Name]” unless your company culture is exceptionally informal.
- If unsure of gender, “Dear [Full Name]” is a safe and respectful option.
Acknowledge and Appreciate: Gratitude Goes a Long Way
- Begin by thanking the candidate for their interest in the position and your company.
- Acknowledge the time and effort they invested in applying and interviewing.
- For example: “Thank you for your interest in the [Position Name] position and for taking the time to interview with our team.”
The Declination: Deliver the News with Grace
- State clearly and unequivocally that you will not be moving forward with their application.
- Avoid hedging or using euphemisms that could be misinterpreted.
- Example: “After careful consideration, we have decided to move forward with other candidates whose qualifications and experience more closely align with the specific requirements of this role.”
Provide a Reason (Optional, but Recommended): Offer Constructive Feedback
- Offering a brief, generalized (and *honest*) reason for the rejection can be helpful, but be cautious.
- Avoid overly specific or critical feedback that could be misconstrued or lead to disputes.
- Focus on the needs of the role, not perceived shortcomings of the candidate. For instance: “While your background is impressive, we were seeking a candidate with more experience in [Specific Area].” Or, “The competition for this role was exceptionally fierce, and we received a surfeit of highly qualified applications.”
Offer Encouragement: End on a Positive Note
- Wish the candidate well in their job search.
- Express your appreciation for their interest in your company.
- Consider adding: “We were impressed with your [Skill/Quality] and encourage you to apply for other suitable positions at [Company Name] in the future.”
Closing: Formal and Respectful
- Use a professional closing such as “Sincerely,” or “Best regards,”.
- Follow with your name and title.
- Ensure the tone remains consistent with the rest of the letter – avoid sudden shifts to overly familiar language.
Frequently Asked Questions: Declining a Candidate
Navigating the process of informing a candidate that they have not been selected for a position can be challenging. This FAQ provides guidance on crafting a professional and respectful rejection letter.
What key elements should a rejection letter include?
A rejection letter should include a thank you for the candidate’s interest, a clear statement that they were not selected, a brief positive note about their qualifications (if appropriate), and a polite closing.
How specific should I be about the reason for rejection?
Generally, it is best to avoid being overly specific to minimize legal risks. A general statement such as “other candidates more closely aligned with the requirements” is usually sufficient.
Is it necessary to provide feedback to the candidate?
Providing detailed feedback is not required and can potentially create liability. If you choose to offer feedback, keep it brief and objective, focusing on skills and experience rather than personal attributes.
When is the appropriate time to send a rejection letter?
Rejection letters should be sent as soon as a final decision has been made and the selected candidate has accepted the offer. Timely communication is crucial for maintaining a positive employer brand.
Can I use a template for rejection letters?
Yes, using a template can save time and ensure consistency. However, be sure to personalize each letter to some extent to show the candidate that their application was seriously considered.
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