MightyRecruiterAnyone in the business of sourcing passive candidates for positions will most likely tell you that just getting the targeted person to open a job proposal email can be about as challenging as climbing Everest. These types of candidates are not actively looking to change jobs, so they’re inclined to ignore correspondence from recruiters, which is why it’s essential to make the email as compelling and captivating as possible, starting with the subject line.
It’s recommended that you communicate the message unambiguously and state an objective reason as to why their application won’t go further (this should be very succinct). Be careful that your wording does not suggest unfair treatment, and be sure to thank the candidate for their effort. You can use the letter of refusal email to alert applicants to other vacancies, but only do so if you feel they have a fair chance of being considered.
When appropriate, you can attach the job specifications of other suitable career opportunities at the company to the email. forget to include a clear subject line that the applicant won’t overlook.
Example of a Letter of Refusal Email
Subject: Your application for the Features Writer position at Wave Magazine
Dear Diego,
We hope this email finds you well.
We’d like to thank you for coming into the office last week to interview for the position of Features Writer at Wave Magazine. It was a pleasure meeting you and discussing the opportunity in more detail – it’s always great to chat to individuals who are so passionate about the industry.
We gave your skills and experience much consideration, and while we were impressed with your writing abilities, we’ve decided to pursue another candidate for the role.
That said, our sister magazine, Flow, is currently looking for a Features Writer, and you may want to consider applying for this vacancy – we’ve attached the job specifications so you can learn more. Otherwise, please keep an eye on the careers section of our website for other opportunities.
Thank you again for your interest in working for us and for the time and effort you put into sending your resume and completing the writing assignment. We hope you find great success in your search for new career opportunities.
Sincerely,
Patrick Olsen
Recruitment Leader
Media Incorporated
{Alternatively insert email signature here}
Want to use this letter?
This example of a letter of refusal email starts with a detailed subject line that states the position title and company name – this is important because applicants have likely applied for multiple vacancies, so you want them to know which position you’re referring to immediately.
The email is cordial and includes a personalized, humanized element so that the applicant feels that the company genuinely valued and considered their application. It also mentions the candidate’s strengths without sounding disingenuous or offering false hope. The reason for rejection given is clear, but doesn’t reveal too much private company information or suggest thinking that might be construed as discrimination.
As the letter is sent via an online platform, various documents can be attached, as is implied above, and links to web pages can be included (a careers section of a business website, for example). Remember to CC any relevant colleagues, and save a copy of the email for future reference if required. It’s also advisable to request a read receipt on the email so you know that the jobseeker has received the news and the mail hasn’t landed in the wrong folder. Finally, before sending, always double-check the applicant’s email address to ensure you’re sending it to the right person.