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Rejection Letter to Applicant

Rejection Letter to Applicant

Writing a rejection letters can be a difficult job for an employer. However, it is still a task that has to be done without hurting the feelings of the applicant. This article will give you some tips on writing one, along with a sample of the same.
Deepa Kartha
Though facing rejection is quite difficult, it is said that the person who has to send the news of rejection to the other individual has to face the highest dilemma. This is one of the reasons why many companies do not even bother to call back or send a rejection letter to applicants who have not been shortlisted. However, this is quite unfair for the applicant who must be waiting to know the result of an interview, may be without even applying to other companies. Sometimes, with so many applications, it becomes a difficult task for the company to send a rejection letter to each and every applicant. However, doing so does have many advantages. However, there is certain etiquette that needs to be followed when writing such a letter after an interview. So, if you are given the responsibility of writing a rejection letter, you can take a look at some of the tips that are given below, followed by a basic sample.

Important Considerations

One of the reasons why a company should send a rejection letter to an applicant is to build a relationship with that person. For instance, if you do not write a rejection letter or write a bad one, you are likely to develop hatred in the mind of that person towards you and your company. Due to this, they may not think favorably of your company, and sometimes, may express hatred openly to other people. This will affect your company's reputation as a potential employer. Now, as you know how important it is to write one, here are some of the guidelines that you can follow.
  • The letter should be short and to the point. It is important to notify the applicant clearly, but politely, that he has not qualified for the position which he had applied for.
  • Though companies have to write a lot of rejection letters, it would be great if you can personalize each of them. For instance, you can use the person's name rather than the term 'Dear applicant', as well as mention the position that was applied for.
  • Some companies which want to avoid rudeness give false hopes to apply for the same position in the future. However, this can be taken seriously by the candidate and can cause legal problems. You should suggest such a thing only if you are sure that the applicant would be able to fit into your organization well. If not, such a thing should never be mentioned.
  • One must never mention the name of the person who has been hired for the position. This can cause legal problems for the company.
  • The rejection letter should be sent soon after you have made the decision. However, there are people who say that it should not be done too quickly, because the candidate may think that his case was not given adequate consideration.

Sample Letter

02 April, 2010

Barry Whiting
Crown Park Street

Dear Barry Whiting,

Thank you for applying for the position of Assistant Manager at Micro Sales and Marketing. We had received a number of applications for this position and among them, we have selected an applicant who is the most qualified for the position. This letter is to inform you that you have not been qualified for the position.

If there is an opening for a position in the company where your qualifications would be required, we would definitely contact you. We wish you success in your endeavor for looking for a job and for the future too.


John Kurtis

It is extremely important to end the letter on a positive note. The most important thing is to be polite while sending the news to the candidate.