A “Sample Letter To Turn Down An Applicant” is a pre-written template. It helps you tell a candidate they didn’t get the job. You might need it after interviews. You’ll need it when someone isn’t the right fit.
We know writing these letters is tough. So, we’ve gathered some samples. These will make the process easier. You can quickly adapt them.
Ready to see some examples? We’ll give you templates for different situations. Find the perfect letter for your needs. Let’s get started!
Sample Letter To Turn Down An Applicant
[Your Company Letterhead]
[Date]
[Applicant Name]
[Applicant Address]
[Applicant City, State, Zip Code]
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.
We received a large number of applications and interviewed many qualified candidates. While your skills and experience were impressive, 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 is not a reflection of your capabilities, 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]
[Your Title]
[Your Company]
How to Write Letter To Turn Down An Applicant
Subject Line: Clarity is Key
- Employ a straightforward subject line. “Application Update” or “Regarding Your Application” works well.
- Avoid ambiguity. The applicant should immediately understand the letter’s essence.
- Brevity is your ally. Keep it concise and professional.
Salutation: A Respectful Opening
- Address the applicant by name if known. “Dear Mr./Ms./Mx. [Applicant Last Name]” is standard.
- If unsure of gender or name, “Dear Applicant” is acceptable, though less personalized.
- Maintain a formal tone. This isn’t the time for colloquialisms.
Acknowledge Receipt: Express Gratitude
- Begin by acknowledging receipt of their application and expressing appreciation for their interest.
- Example: “Thank you for your interest in the [Job Title] position at [Company Name] and for taking the time to submit your application.”
- Keep it brief and sincere.
The Rejection: Deliver with Diplomacy
- State the decision plainly but kindly. Avoid euphemisms that might confuse the applicant.
- Example: “While your qualifications are impressive, we have decided to move forward with other candidates whose profiles more closely align with the specific requirements of this role.”
- Emphasize that the decision isn’t a reflection on the applicant’s overall abilities.
Provide a Reason (Optional, But Recommended): Offer Context
- Offering a generalized reason can soften the blow. However, be cautious not to provide specifics that could be construed as discriminatory or actionable.
- Acceptable examples: “Due to the high volume of applications, we were only able to interview a limited number of candidates,” or “The selection process was highly competitive.”
- If omitting a reason, simply state that you are unable to provide individual feedback.
Closing: Maintain Professionalism
- End on a positive note. Wish the applicant well in their job search.
- Example: “We wish you the best of luck in your job search and future endeavors.”
- Reiterate gratitude for their interest in the company.
Sign-Off: Formal but Friendly
- Use a professional closing such as “Sincerely,” or “Regards,”.
- Follow with your name and title.
- Ensure the letter is proofread for any grammatical errors or typos.
Frequently Asked Questions: Declining a Job Applicant
Navigating the process of informing unsuccessful job applicants can be delicate. This FAQ provides guidance on drafting a professional and respectful rejection letter.
What information should I include in a rejection letter?
A rejection letter should include a thank you for their interest, a clear statement that they will not be moving forward, and a brief, neutral reason for the decision.
How do I avoid legal issues when rejecting an applicant?
Focus on job-related qualifications and experience. Avoid any language that could be interpreted as discriminatory based on protected characteristics.
Should I provide specific reasons for the rejection?
While not required, providing brief, constructive feedback (e.g., “another candidate’s qualifications were a closer match”) can be helpful, but keep it concise and avoid subjective opinions.
Is it necessary to send a rejection letter to every applicant?
Best practice is to send a rejection letter to all applicants who were interviewed. For those who only submitted an application, it’s still a good practice, but may not always be feasible.
What is the best way to deliver a rejection letter?
Email is generally acceptable and efficient. For senior-level positions or candidates who progressed far in the interview process, a phone call followed by an email may be more appropriate.