Writing a rejection email or letter is a task that should be performed wisely. This letter serves the purpose of informing a job applicant that they will not be joining your company. However, it is wise to tell them politely without inflicting emotional damage or inciting a lawsuit. Writing an interview rejection letter is not a task that anyone enjoys. Yet it should be done rather than going silent and risking your company’s brand when it comes to candidate experience. In a time when competitive advantage is at its peak in the business market, a well-written rejection letter contributes positively to the company’s brand image. It communicates that your company respects all its applicants and can find the time to indicate the reasons for rejecting someone. Such a letter expresses respect and ensures that in the future, should an opportunity arise, the company can reach out to the applicant. A carefully crafted rejection letter ensures that you don’t burn bridges that you may need tomorrow.
There are some basic rules to remember when writing an interview rejection letter. These include:
“The competition for the position was stiff. Making a choice was not easy. However, a decision was made.”
After this, you can proceed to explain why the candidate was not selected for the position.
Below is an example you can use and customize to meet your specifications.
Hiring Manager,
Name of the Company,
Company Address,
City, Zip code
Dear [name of candidate],
Thank you for your interest in [name of company] and for taking your time to go through the recruitment process.
This is to inform you that we have selected another candidate whom we believe closely matches our requirements for the position. The competition for the job was high, and we often have to decide after reviewing a pool of highly talented candidates. We do appreciate you finding time to interview with us and encourage you to apply for other vacancies at the firm in the future.
If you would like to connect with our organization, you can sign up for our newsletter. Alternatively, you visit our website or chat with us via social media. Thank you for your interest in [Company name]. We wish you success in all your future endeavors.
Sincerely,
Hiring Manager
An interview rejection letter is part of the recruiting process. This integral stage makes up the applicant’s experience, from the time they send their application to the time they realize they have been selected or not. By submitting a rejection letter, the company minimizes this anxiety and helps the applicant to decide their next steps.
Approximately 80% of employers agree that failing to send a rejection letter reflects poorly on their organization. A company’s failure to submit a rejection letter negatively influences the applicant. It turns them from one who desired to work for the company to a person who is ready to bad mouth it. At one point the candidate was like “I can’t wait to be part of the team at XYZ.” When the company fails to send a rejection letter, the candidate’s rhetoric may change to, “There are better companies than XYZ. Besides, they do not pay as well as the ZZW firm.”
It helps you retain a pool of candidates. It is highly likely that today’s rejected candidate is tomorrow’s best candidate. This is why it is integral that you do not sever ties with the rejected candidate. Maybe in the not so distant future, this candidate will have the relevant skills and experience to take on a role at your company.
As the saying goes, “bad publicity is like a wildfire. It spreads faster than good publicity.” Customers who have bad things to say about a company can significantly dent your image. This is also true about a discontented candidate. Through social media platforms such as Glassdoor, this candidate can communicate their bad experience thereby discouraging others to apply for the job. Conversely, by sending a well-written rejection letter, the company can avoid negative publicity.
The negative experience that a job applicant has in your company can extend to a negative attitude towards your product. The candidate may not want to associate with a company that they feel has mistreated them. Imagine the extent of this damage on several candidates, or the risks that the company may incur when the negative experience is communicated to other candidates or customers.
A recent survey shows that nine out of ten candidates want to get feedback after an interview. Imagine going for an interview and leave thinking all went well. The hiring manager nodded their head when you answered the questions. Their facial expression communicated that they were satisfied with your answers. They even told you that out of the ten interview questions they ask candidates, you had managed to answer them all impressively. They indicated that they would communicate further about the next steps. You can imagine that after the whole process, you got no feedback whatsoever. They never reached out to you to explain their reasons for rejecting your application. Such negative experiences are not suitable for all parties.
Be prompt with your communication to the candidates, even though the news is terrible. This timely communication indicates that you value their time and can willingly take time to give them feedback. Although you may have a large number of candidates to reject, try as much as possible to provide the candidates with specific feedback concerning their performance. However, be tactful in how you present your reasons to avoid legal issues.
In the end, the post-interview letter is your chance to open up to candidates, communicate your decision, and show them that you look forward to future collaboration if you see potential in them.
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