Also known as “thanks, but no thanks” letters, rejection letters to job candidates who are not selected for hire often are overlooked. Employers may neglect proper follow up because they are wary of legal action, because they are keeping their possible future hiring options open, or simply due to the sheer volume of applicants for a position.
Think twice before you take this approach.
Your candidate rejection letter is your last opportunity to build a relationship with an individual and leave them with a favorable impression of your company. Sending a professional, courteous letter helps you foster good will and establish yourself as an employer of choice.
Candidates form their opinions of your company based on how they are treated – whether or not you ultimately hire them. And they quickly spread the word via their personal and social networks. Your process for turning a candidate down should include:
- A phone call: This is the first step to take after you’ve decided that a candidate is not the most qualified person for the job. Speak with them personally and thank them for their time and interest. State clearly that you have offered the position to someone else.
- A formal letter: Follow your phone call with a letter that states the same information. This contact should occur as soon as possible after your decision has been made. If you believe the individual might qualify for a different job at your company in the future, encourage them to reapply. But if not, don’t lead them on. Personalize the letter with the candidate’s name, the position, and possibly a referral to something specific that was discussed during their interview.
Your candidate rejection letter should be concise, simple and to the point. Here’s a sample:
Dear Candidate Name,
Thank you very much for your interest in employment opportunities with ABC Company.
I am writing to inform you that we have selected the candidate whom we believe most closely matches the job requirements of the position.
We appreciate you taking the time to interview with us and wish you the best of luck in your future endeavors.
For additional assistance as you source and hire the best talent for your temporary and full-time needs, consider working with a recruiter from CPS Recruitment. Contact us today at firstname.lastname@example.org or (315) 457-2500 to learn more.