Free job rejection letter samples are provided here on this page for your use. If you are in a position where you have to write a job rejection letter quite often, you can use the job rejection letter templates given here in Microsoft Word and PDF formats. So, make sure to scroll down and also check out other important details related to a job rejection letter.
What is a Job Rejection Letter?
A job rejection letter is a letter that is written and sent by the employer to a job applicant to inform them about their rejection of the job position for which they had applied. Whenever a candidate’s job application is rejected, he/she must be notified or informed of such rejection at the earliest. Writing a rejection letter makes this notification official.
A job rejection letter usually includes reasons for the rejection such as overqualification or under qualification of the applicant, or lack of work experience, etc. Whatever the reason might be, the employer should clearly mention such a reason in this letter. This type of letter may also include suggestions for the candidate for their improvement or encouragement to apply for positions in the future.
The letter should also appreciate the candidate for their valuable time and effort to apply for the position. It is because there are chances that you may hire a candidate for another position in the future whom you are rejecting now for the time being. So, it is important that a job rejection letter must be written in a professional manner and with the viewpoint of maintaining a positive relationship with the candidate.
Importance of Writing a Job Rejection Letter
Writing a job rejection letter is an important aspect of the hiring process. Following are some basic reasons why writing a job rejection letter might be important:
- Writing a job rejection letter in a proper way depicts the professionalism of the company or organization.
- It is a great tool to acknowledge and value the efforts and time of all applicants, even those who are not selected for the job.
- A job rejection letter is a great way for the organization to express its courtesy to the applicant and to wish them good luck in the future.
- One of the main purposes of writing a job rejection letter is to maintain a positive and effective relationship, especially with the candidates who were not selected for the job.
- A job rejection letter gives a signal to the job applicant to keep on continuing their job hunt. Without a rejection letter, it is possible that the applicant may be left waiting for a response from the employer.
- The feedback provided through a job rejection letter might be helpful for the applicants to learn from their mistakes and to improve themselves.
- Notifying the applicant of the outcome of the recruitment process in writing might be a legal requirement in some countries.
Job Rejection Letter Format Example
TEXT VERSION
Dear Mr. / Mrs. [Applicant’s Name],
Thank you for applying for the role of [mention Job Position] at our organization, [mention Organization Name]. We appreciate your interest in joining our team. However, I would like to inform you with deep regret that your job application for the position of [mention Job Position] has been rejected.
The position received a great number of applications from qualified people, hence we had to make a very difficult decision. We sincerely appreciate your interest in our company and wish you all the very best for your future. We will keep your application on file and contact you if any other job opportunity arises in the future.
Once again, we appreciate your interest and thank you for your time and effort to apply for the job.
Best of Luck!
Sincerely,
[Your Name]
[Designation]
[Contact Details]
TEMPLATE
Sample Job Rejection Letter Template
TEXT VERSION
Dear Mr. / Mrs. [Applicant’s Name],
Thank you for taking the time to apply for the position of [mention Job Position] in our company [mention Company Name]. We appreciate your interest in our organization.
With great distress, I have to inform you that our recruitment team has decided not to move forward with your application. Hence, we have not shortlisted your name for the final interview. Unfortunately, your qualifications and experience does not match our job requirements.
We appreciate your consideration and would encourage you to apply for future job openings at our company. Feel free to contact us to discuss anything related to your application.
All the very best to you!
Sincerely,
[Your Name]
[Designation]
[Contact Details]
TEMPLATE
How to Write a Kind Job Rejection Letter - Basic Tips
Using a free job rejection letter sample can save a lot of your time and effort. With the help of a pre-formatted sample, all you have to do is to edit the details of the sample, save it, and send it to the candidate. However, if you want to write a job rejection letter yourself, make sure to consider the following simple yet effective tips:
- Make sure to keep the letter brief and direct. Try to be straightforward but not rude in your writing. It should clearly state the employer’s decision of not hiring the applicant.
- Make sure to write the job rejection letter in a courteous and professional manner.
- Avoid any kind of criticism and try to use positive language throughout writing the letter.
- Briefly state the reason or reasons why the applicant was not selected for the job. Such feedback will surely help the applicant to improve himself to apply for any upcoming job openings.
- Acknowledge and appreciate the applicants for the time and effort that they put into the application process.
- Add a statement to encourage the applicant that he/she will surely be considered for any job opening in the future.
- The timing of the letter is very important. The employer should try to write the job rejection letter as soon as the decision of not hiring a particular applicant is made.
- The sender must include his/her contact details in the letter so that the applicants can easily communicate with him/her for any queries or details in the future.
- The letter must be proofread for any mistakes or omissions.