MightyRecruiterEnding an at-will relationship with an employee is no walk in the park. No matter the reason, the termination will likely cause your former colleague a great deal of anxiety, and so you it’s vital that any communication you have in this regard doesn’t create any additional confusion or chaos.
Whether a candidate has sent an unsolicited application, submitted their resume for an advertised position, or already been through multiple interview rounds, they deserve to be told in writing if they haven’t been selected. A rejection letter allows the applicant to move forward with other opportunities, and suggests that your company appreciates the trouble they’ve gone to.
A letter of refusal should always include a word of thanks; a firm, clear indication of your decision; and an objective explanation as to why the applicant wasn’t selected (the latter can be short and succinct). Always be wary of being too vague or offering false hope. If you feel a letter isn’t sufficient, consider supplementing it with a phone call. And if you’re unsure whether your wording is legally safe or clear enough, ask a superior to review it for you.
For the sake of ease, use the letter of refusal template below to notify unsuccessful candidates of their status.
Letter of Refusal Template
{Date}
{Applicant’s Name}
{Applicant’s Address}
Re: Your application for the position of {Name of Position} at {Company Name}
Dear {Applicant’s Name},
We received your application for the position of {Name of Position}, and would like to sincerely thank you for your interest in working for {Company Name} and for taking the time to submit your resume and cover letter.
We received a large number of strong applications for this role, which has made developing an initial shortlist a challenging task. After reviewing your skills, experience and qualifications and weighing these up against the job demands, we feel there are other candidates who more closely meet the requirements of the position at this time and therefore have decided not to move forward with your application.
Please do not let this deter you from applying for other future vacancies at the company if you are interested and find you meet the job criteria.
We acknowledge that the job search process can be a laborious one, so we do appreciate the fact that you selected {Company Name} as a prospective employer and invested time and energy in putting together an application.
We wish you well in your job search – may you find a suitable position soon.
Sincerely,
{Your Name}
{Your Job Title}
{Company Name}
{Your Signature}
Want to use this letter?
The above is an effective letter of refusal template to use because it expresses that the company does value the applicant and their time, even though they haven’t been successful. It also clearly states the final decision (“We have decided not to move forward with your application”) and offers a reason that is succinct but objective and just. It leaves no room for uncertainty and doesn’t suggest the door is still open.
If you’d like to include a more specific explanation of exactly where the candidate fell short, you can do so, but be very careful not to share any information that the applicant could construe as discrimination and use against the company in a legal battle.
Although this particular letter of refusal template does encourage the applicant to apply for other jobs at the organization in future, it doesn’t mislead them into thinking they would definitely be successful, and reiterates that the job criteria must be met.
It’s also important to note that the tone of the letter is earnest and respectful – the phrasing is not flippant and doesn’t suggest the applicant is just another number, but it’s also not too sentimental or familiar.