What is a Rejection Letter and Why is it Important?

A rejection letter is a formal notification sent to job candidates, informing them they will not be considered for a specific position. While delivering a rejection can be challenging, sending a rejection letter is essential for maintaining a positive employer reputation. It provides closure, prevents negative feelings from arising, and sets the stage for future interactions.

According to a study by Flowrite, 75% of candidates never receive a response after submitting an application, and 60% don’t receive feedback after an interview. This lack of communication can lead to negative experiences for candidates. Conversely, a well-crafted rejection letter helps employers maintain professionalism, respect the candidate’s efforts, and keep the door open for future opportunities.

Why Employers Should Send Rejection Letters

Closing the Loop

A rejection letter closes the communication loop between employers and candidates. It demonstrates that your company values transparency and respects the time the candidate invested in the application process. For more on candidate communication, refer to Indeed’s Guide to Writing a Rejection Letter.

Maintaining Employer Brand

Candidates who feel overlooked may damage your company’s reputation through negative reviews. A thoughtful rejection letter helps preserve your brand’s integrity, even if the candidate was not the right fit. Glassdoor reports that a poor candidate experience can lead to negative reviews, harming your employer brand.

Future Talent Pipeline

Even if a candidate isn’t the best fit for a current role, they may be an excellent match for a future position. A considerate rejection letter can leave a lasting positive impression, increasing the likelihood that candidates will apply for future opportunities at your company. Discover more about maintaining a future talent pipeline in the LinkedIn Talent Blog on Rejection Letters.

How to Write a Rejection Letter: Tips and Best Practices

1. Start with a Professional Subject Line: Your subject line should include the company name and job title, such as “Re: Process Engineer Role at [Company Name].”
2. Thank the Candidate: Acknowledge the candidate’s time and effort.
   Example: “Thank you for your time and interest in our company.”
3. Deliver the News Politely: Be clear, concise, and empathetic in your rejection.
   Example: “After thorough consideration, we have decided to move forward with another candidate.”
4. Offer Constructive Feedback: If appropriate, provide feedback that the candidate can use for future applications.
   Example: “While we were impressed by your skills, we felt that your experience didn’t align as closely with our needs for this role.” For more insights, see SHRM’s Article on Rejection Letters.
5. Close on a Positive Note: End the letter with a message of goodwill.
   Example: “We wish you the best of luck in your future endeavors and hope you will consider us for future opportunities.”

Rejection Letter Templates

Standard Rejection Letter Template

Dear [Name],

Thank you for applying for [position]. After careful consideration, we have selected another candidate. We encourage you to apply for future openings that align with your qualifications.

Sincerely,  
[Your Name]

Feedback Rejection Letter Template

Dear [Name],

Thank you for interviewing for [position]. While we were impressed with your [skills], we’ve decided to move forward with another candidate whose experience aligns more closely with our current needs. We appreciate your time and effort.

Sincerely,  
[Your Name]

Short Rejection Letter Template

Dear [Name],

Thank you for your interest in [position]. After careful review, we have decided to move forward with another candidate. Best of luck in your job search.

Sincerely,  
[Your Name]

If you’re looking for top-tier staffing solutions, contact Eastern Staffing & Recruiting today to learn how we can support your hiring needs!

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North Charleston, SC 29405
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