How to mail a candidate that he is not selected
The not-so-fun part of the hiring process! Here's a step-by-step guide on how to mail a candidate that they are not selected:
Before you mail the rejection letter:
- Be honest and clear: Make sure you're being honest with the candidate about why they weren't selected. Be specific, but also be kind and respectful.
- Keep it professional: Use a professional tone and language in your letter. Avoid using jargon or overly technical terms that might confuse the candidate.
- Proofread: Double-check your letter for spelling, grammar, and punctuation errors. A well-written letter reflects positively on your company.
- Include a thank-you: Express gratitude for the candidate's interest in the position and for taking the time to interview.
The rejection letter template:
[Your Company Logo] [Your Company Name] [Date]
[Candidate Name] [Candidate Address]
Dear [Candidate Name],
I am writing to inform you that, after careful consideration, we have decided not to move forward with your application for the [Position] role at [Your Company Name].
We appreciate the time and effort you took to interview with us and share your qualifications. Your skills and experience are impressive, and we were pleased to learn more about your background.
However, we have decided to pursue other candidates whose qualifications and fit are a better match for our current needs. Please know that this decision is in no way a reflection on your abilities or potential as a candidate.
We appreciate your interest in [Your Company Name] and wish you the best of luck in your job search. If you have any questions or concerns, please don't hesitate to reach out to me directly.
Thank you again for considering [Your Company Name] as a potential employer.
Sincerely,
[Your Name] [Your Title] [Your Company Name]
Additional tips:
- Keep it concise: Aim for a letter that's one to two pages long, max.
- Use a standard font: Stick to a standard font like Arial, Calibri, or Times New Roman.
- Include a clear subject line: Use a subject line like "Update on Your Job Application" to help the candidate quickly understand the purpose of the email.
- Send it promptly: Try to send the rejection letter within a week or two of the interview, while the candidate is still interested in the position.
- Consider a phone call: If you have a good relationship with the candidate, consider calling them instead of sending a letter. This can be a more personal and empathetic way to deliver the news.
Remember, rejection is a part of the hiring process, and it's essential to handle it professionally and respectfully.