A “Sample Letter To Tell Someone They Didn’t Get The Job” is exactly what it sounds like. It’s a formal way to inform a candidate they weren’t selected. Hiring managers or HR professionals often need to write these after interviews.
Crafting rejection letters can be tough. You want to be kind but clear. That’s why we’ve gathered some helpful templates.
This article provides sample letters you can easily adapt. Use these examples to write your own rejection letters. Make the process smoother and more professional.
Sample Letter To Tell Someone They Didn’T Get The Job
[Your Company Letterhead]
[Date]
[Applicant Name]
[Applicant Address]
Dear [Applicant Name],
Thank you for your interest in the [Job Title] position at [Your Company]. We appreciate you taking the time to apply and interview with our team.
The selection process was highly competitive, with many qualified candidates. After careful consideration, we have decided to move forward with another applicant whose qualifications and experience more closely align with the specific needs of this role.
This decision does not reflect negatively on your qualifications or interview performance. We were impressed with [mention a specific positive attribute, e.g., your enthusiasm, skills, or experience].
We wish you the best of luck in your job search. We encourage you to apply for other suitable positions at [Your Company] in the future.
Sincerely,
[Your Name]
[Your Title]
[Your Company]
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How to Write Letter To Tell Someone They Didn’t Get The Job
Subject Line: Brevity is Key
- Keep it concise. Something like “Update on [Job Title] Application” or “Regarding Your Application for [Job Title]” suffices.
- Avoid anything misleading. Don’t use language that could suggest they got the position. Ambiguity breeds false hope.
Salutation: A Touch of Formality
- Use their name. “Dear Mr./Ms./Mx. [Last Name]” is generally a safe bet unless you’ve established a more familiar rapport.
- If unsure of gender, use “Dear [First Name] [Last Name]”. This demonstrates respect and inclusivity.
Acknowledge Their Effort: Gratitude Goes a Long Way
- Begin by thanking them for their interest in the company and for taking the time to apply.
- Specifically mention something positive, like “We appreciated learning about your experience in [Specific Skill/Industry].” This shows you genuinely considered their application.
The Crux of the Matter: Delivering the News
- State clearly and unequivocally that they weren’t selected. Avoid euphemisms.
- Use direct language: “We regret to inform you that we will not be moving forward with your application at this time.”
- Resist the urge to over-explain. A lengthy justification can feel disingenuous.
Provide a Rationale (Briefly)
- Offer a succinct reason without divulging confidential information.
- Example: “The selection process was highly competitive, and we received an exceptional number of qualified applications.”
- Focus on the overall caliber of applicants, not perceived deficiencies in the candidate.
Offer Encouragement: A Parting Gesture
- Wish them well in their job search. This is a simple but impactful way to end on a positive note.
- Consider offering a general piece of advice, such as “We encourage you to continue pursuing opportunities that align with your skills and experience.”
- If appropriate, and if you genuinely mean it, mention you’ll keep their resume on file for future openings.
Closing: Professional and Polite
- Use a formal closing such as “Sincerely,” or “Best regards,”.
- Follow with your name and title.
- Ensure your contact information is readily available should they have any follow-up queries (though anticipate few).
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Frequently Asked Questions: Sample Letter to Tell Someone They Didn’t Get the Job
Navigating the hiring process involves both extending offers and delivering difficult news. This section provides answers to common questions about composing a rejection letter that is professional, respectful, and informative.
What elements should a rejection letter include?
A rejection letter should include an expression of gratitude for the applicant’s interest, a clear statement that they were not selected, a brief, general reason for the rejection (optional), and a polite closing.
How can I soften the impact of a rejection letter?
Use a warm and appreciative tone, avoid negative language, and focus on the strengths of other candidates. Consider offering encouragement for their future job search.
Is it necessary to provide specific reasons for the rejection?
Providing specific reasons can be risky as it may open the door to legal challenges or debates. A general statement is usually sufficient.
Should I include feedback on the applicant’s performance?
Generally, avoid providing detailed feedback unless you are confident it is constructive and legally defensible. Unsolicited feedback can be misconstrued.
What is the best way to close a rejection letter?
End with a polite and professional closing, thanking the applicant again for their time and wishing them success in their job search.