Job Rejection Letter: How to Write a
Rejection Letter to a Job Applicant
Rejection letters are generally unpleasant to write and to
receive. But this does not mean that one cannot strive to make
the letter more pleasant for the job applicant to read.
It is very important to learn how to write a rejection letter to
a job applicant. The job applicant should have a positive view
of the company and the writer of the rejection letter.
Before writing a rejection letter, it would be good to imagine
yourself in their situation. If you were to receive the letter, how
would you feel? Being able to feel empathy may help you to
write a better rejection letter.
Below are some general guidelines. Learning how to write a
good rejection letter to a job applicant may involve gaining
knowledge of some general guidelines.
1. Be Sincere
Write the letter as if you called the person on the phone, and
you were providing the bad news in a sincere manner. People
may respect others who are sincere.
2. Be Specific
If a more qualified candidate was hired, it may be good to
explain why the candidate was hired. A decision may seem
better if it is clearly justified. Many job applicants may view a
form letter with empty words negatively.
3. Express Empathy
People may wish to feel understood. Moreover, they may wish
that others feel what they feel. Thus, it is very important to
express empathy. You could state that you have been in the
situation that they are in, and you know how it feels to receive a
rejection letter. You could mention that it is an unpleasant task
to write a rejection letter, and that you can imagine how the
applicant feels when he or she receives a rejection letter.
4. Express Gratitude
It would be a good idea to thank the job applicants for the time
and effort in applying for the job. Moreover, you can thank
them for an interest in working at the company.
5. Be Respectful
It would be good to make sure that you are not sounding
condescending. Moreover, because some people may not wish
to be addressed by their first name, you could address them by
"Mr.," "Ms.," or "Dr." If the person has a doctoral degree, then
the proper way to address them is using "Dr." It is disrespectful
to address someone by "Ms." or "Mr." if they have a doctoral