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Rejection Letter Sample Template

Friday, September 27th 2024. | Templates

rejection letter template samples formats

Okay, here’s an HTML-formatted sample rejection letter template and some context, aiming for around 500 words, while avoiding unnecessary tags:

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

Dear [Applicant Name],

Thank you for your interest in the [Job Title] position at [Company Name] and for taking the time to apply. We appreciate you sharing your experience and qualifications with us.

We received a large number of applications for this role, and after careful consideration of all candidates, we have decided to move forward with other applicants whose qualifications and experience more closely align with the specific requirements of this position.

[Optional: Add a sentence or two providing a *generic* reason for the rejection. Be careful not to be too specific as it can open the company up to legal challenges. Examples include: “While your skills are impressive, we were seeking a candidate with more experience in [Specific Area].” or “The competition for this position was exceptionally strong.” Avoid commenting on age, race, gender, or other protected characteristics.]

This decision is not a reflection of your skills or potential, and we encourage you to apply for other positions at [Company Name] that may be a good fit for your background.

[Optional: If the candidate interviewed, acknowledge the interview. For example: “We especially appreciated the opportunity to speak with you during the interview process.”]

We wish you the best of luck in your job search.

Sincerely,

[Your Name/Hiring Manager Name]
[Your Title]
[Company Name]
[Contact Information, optional]

Key Considerations When Using this Template:

Personalization (Within Limits): While a template is efficient, try to personalize it slightly. Using the applicant’s name correctly is crucial. If you interviewed the candidate, mentioning that interview shows you valued their time.
Timing: Send rejection letters promptly. Leaving candidates in limbo is unprofessional and can damage your company’s reputation.
Brevity and Clarity: Keep the letter concise and easy to understand. Avoid jargon or overly complex language. The purpose is to inform the candidate of the decision.
Positive Tone: Maintain a respectful and encouraging tone. Rejection is never easy, so express gratitude for their interest and wish them well.
Legal Compliance: Be extremely careful about the reasons for rejection. Avoid any language that could be interpreted as discriminatory. Stick to objective criteria related to the job requirements. Generic statements are safest.
No False Hope: Don’t suggest there *might* be another opportunity if there isn’t. Saying “we will keep your resume on file” is often perceived negatively if no follow-up occurs.
Proofread: Always proofread carefully for errors in grammar and spelling. A sloppy rejection letter reflects poorly on the company.
Applicant Tracking System (ATS) Integration: If you use an ATS, leverage its automated rejection letter features. These often allow for some level of personalization.
Consider the Candidate Experience: Receiving a rejection is disappointing. Think about how you would want to be treated in the same situation. A well-crafted, respectful letter can leave a positive impression, even in rejection.

This template provides a solid foundation. Remember to adapt it to your specific needs and always prioritize respectful and legally compliant communication.