A “Sample Letter To Turn Down A Job Applicant” is a rejection letter. Companies use it to inform candidates they didn’t get the job. It’s needed after interviews when you have to say “no.”
Writing rejection letters can be tricky. You want to be kind but clear. That’s why we’re here to help.
This article offers templates and examples. These samples make writing rejection letters easy. Use our resources to craft the perfect letter.
Sample Letter To Turn Down A Job Applicant
[Your Company Letterhead]
[Date]
[Applicant Name]
[Applicant Address]
**Subject: Regarding Your Application for [Job Title]**
Dear [Applicant Name],
Thank you for your interest in [Company Name] and for taking the time to interview for the [Job Title] position. We appreciate you sharing your experience and qualifications with us.
The selection process was highly competitive, and we received a large number of applications from 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 something specific you liked, e.g., their enthusiasm, a particular skill, etc.].
We wish you the best of luck in your job search and future endeavors.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
How to Write Letter To Turn Down A Job Applicant
Subject Line: Brevity is Best
- Keep it concise. A subject line like “Update on Your Application for [Job Title]” is sufficient.
- Avoid ambiguity. The applicant should immediately understand the email’s purpose.
- Refrain from superfluous language. “Re: Your Application” works well.
Salutation: Professional Courtesies
- Address the applicant by name. “Dear [Mr./Ms./Mx.] [Last Name],” demonstrates respect.
- Avoid overly casual greetings. “Hi [First Name],” might be too informal, especially for initial correspondence.
- If unsure of gender, use “[First Name] [Last Name],” or research their preferred pronouns.
Express Gratitude: Acknowledge Their Effort
- Begin by thanking the applicant for their interest in the position and your company.
- Acknowledge the time they invested in applying and interviewing.
- Example: “Thank you for your interest in [Company Name] and for taking the time to interview for the [Job Title] position.”
Deliver the News: Honesty and Clarity
- State the rejection clearly and directly, but with empathy.
- Avoid euphemisms or beating around the bush. Clarity prevents misinterpretation.
- Example: “We regret to inform you that we will not be moving forward with your application at this time.”
Provide a Rationale: Offer Insight (Optional)
- If possible, provide a brief, generic reason without being overly specific.
- Avoid comparisons to other candidates; focus on the company’s needs.
- Example: “While your qualifications are impressive, we have decided to pursue candidates whose experience more closely aligns with the specific requirements of this role.”
- Caution: Consult with HR or legal counsel before including this section to mitigate potential risks.
Offer Encouragement: End on a Positive Note
- Wish the applicant well in their future endeavors.
- Express confidence in their job search.
- Example: “We wish you the best of luck in your job search and future pursuits.”
Closing: Maintain Professionalism
- Use a professional closing such as “Sincerely,” or “Best regards,”.
- Include your full name and title.
- Provide contact information (optional), usually a generic HR email address, for any potential follow-up questions.
Frequently Asked Questions: Declining a Job Applicant
We understand that communicating a rejection to a job applicant can be challenging. This FAQ section aims to provide guidance on crafting professional and respectful rejection letters.
What is the best way to start a rejection letter?
Begin by expressing gratitude for the applicant’s interest in the position and acknowledging their time and effort in applying.
Should I provide a reason for the rejection?
While not always necessary, providing a general reason, such as “another candidate’s qualifications more closely aligned with the role’s requirements,” can be helpful.
Is it necessary to mention the candidate’s qualifications?
Acknowledging specific skills or experiences that stood out can soften the rejection and leave a positive impression.
What language should I avoid in a rejection letter?
Avoid language that could be interpreted as discriminatory or that implies any guarantee of future opportunities if none exist.
How should I end the rejection letter?
End the letter with a positive closing statement, such as wishing the candidate success in their job search.