Sample Letter To Notify About Final Decision Unchosen Candidates

A “Sample Letter To Notify About Final Decision Unchosen Candidates” is a formal way to tell applicants they weren’t selected. Companies use it after a job interview process. This letter closes the loop with those who invested time and effort in applying.

Need to write one? We’ve got you covered. Creating these letters can be tricky. You want to be professional and respectful.

That’s why we’re sharing letter templates. These samples make it easy. You can tailor them to your specific situation.

Sample Letter To Notify About Final Decision Unchosen Candidates

[Date]

[Candidate Name]
[Candidate Address]

Subject: Update on Your Application for [Position Name] at [Company Name]

Dear [Candidate 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.

The selection process was highly competitive, with many qualified candidates. 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.

This decision does not reflect negatively on your skills or experience. We were impressed with [mention a specific positive attribute, e.g., your enthusiasm, your specific skill].

We wish you the best of luck in your job search. We encourage you to apply for other suitable positions at [Company Name] in the future.

Sincerely,

[Your Name]

How to Write Letter To Notify About Final Decision Unchosen Candidates

Subject Line: Clarity is Key

Be forthright. A clear subject line respects the candidate’s time and reduces ambiguity.
Examples: “Application Update – [Your Company Name]” or “Regarding Your Application for [Position Name]”.
Avoid overly optimistic or misleading language. Honesty is paramount.

Salutation: A Touch of Professionalism

Address the candidate by name. “Dear [Mr./Ms./Mx. Last Name]” showcases respect.
If unsure of gender, use “Dear [First Name Last Name]”.
Steer clear of impersonal greetings like “To Whom It May Concern”.

Opening Paragraph: Gratitude and Candor

Express sincere appreciation for their interest in the role and your company.
Acknowledge the time and effort they invested in the application process.
Example: “Thank you for your interest in the [Position Name] position at [Your Company Name] and for taking the time to interview with our team. We appreciate you sharing your experience and qualifications.”

Body Paragraph(s): The Difficult News, Delivered Deftly

Convey the decision clearly and concisely. Avoid euphemisms or jargon.
State unequivocally that they were not selected for the position.
Example: “While your qualifications were impressive, we have decided to move forward with other candidates whose skill sets more closely align with the specific requirements of this role.”
Optional: Offer brief, generic feedback. “The selection process was highly competitive,” is acceptable.
Refrain from providing specific criticisms of their interview or resume. This opens the door to debate.

Maintaining a Positive Tone: Diplomacy is Indispensable

Highlight the candidate’s strengths without making false promises.
Example: “We were particularly impressed with your [Specific Skill], and we wish you the best in your job search.”
Avoid language that suggests future opportunities unless you genuinely intend to follow through.
Emphasize that the decision is not a reflection of their overall abilities.

Closing: Professionalism and Goodwill

Reiterate your appreciation for their interest.
Offer best wishes for their future endeavors.
Example: “We wish you the very best in your job search and future career endeavors.”
Avoid inviting further communication, as this can prolong the process unnecessarily.

Sign-off: Formal yet Approachable

Use a professional sign-off such as “Sincerely,” or “Best regards,”.
Include your full name and title.
Ensure your contact information is readily available for any essential follow-up (though discourage unnecessary contact).

Frequently Asked Questions: Notification to Unchosen Candidates

This FAQ section addresses common questions related to notifying final-stage candidates who were not selected for a position. It aims to provide clarity on best practices and considerations for communicating this decision professionally.

What is the best way to deliver the news to unchosen candidates?

A personalized email is generally considered the most appropriate method. A phone call may be suitable for very senior roles or when a strong relationship was built during the interview process.

What information should the letter include?

The letter should express gratitude for the candidate’s time and interest, clearly state that they were not selected, and offer brief, constructive feedback if appropriate and permissible. You may also wish to wish them success in their job search.

When should the notification be sent?

It is best to notify unchosen candidates as soon as possible after the final decision is made and the chosen candidate has accepted the offer.

Is it necessary to provide feedback to unchosen candidates?

Providing feedback is generally advisable, but it should be carefully considered, especially regarding legal implications. Ensure feedback is objective, factual, and avoids subjective opinions or potentially discriminatory statements.

What tone should be used in the notification letter?

The tone should be professional, empathetic, and respectful. Acknowledge the candidate’s effort and convey appreciation for their participation in the selection process.