3 Steps For A Good Rejection Letter After Interview

Sending a job rejection letter after an interview is increasingly valued in the recruitment process among most companies, whether the business is small or big. It helps not only build a positive reputation for the organization but also keep in touch with potential employees for future positions. While the candidate deserves to know the feedback after the interview, a professional HR recruiter is the one who will politely respond to unsuccessful applicants through a letter or an email.

There are several factors to consider while writing a rejection letter that we will cover in this article. We strongly recommend reviewing our rejection letter samples to get an idea before drafting your document. In addition, we’ve rounded up helpful tips for writing a professional letter that we believe will benefit you while preparing it yourself.

Edit Your Rejection Letter After Interview reject offer letter template

What is a rejection letter?

This letter is an official document sent to candidates who weren’t selected for a particular job after interviewing. Its primary purpose is to inform the rejection formally and respectfully so that the applicants can move on and continue their job search.

Rejection letters commonly include the following essential points for your overview:

  • Company name: including logo. If you use company letterhead, you do not need to include the sender’s address.
  • Contact information of HR department or hiring employer.
  • Job title or position 
  • Date of application or interview
  • Applicant’s name
  • Reason for rejection: unqualified applicant, post-interview rejection, internship rejection, or even undisclosed reason
  • The intention is to keep in touch for a new role in the future.

How employers benefit from rejection letter templates

  • Writing an entire letter is time-consuming. Therefore, if employers want to send a letter for an undisclosed reason, using a standard rejection letter template allows them to give short and polite responses to candidates. On the other hand, they will have more time to review other suitable applicants. 
  • Since this template is easy to customize, recruiters can simultaneously use one standard format rejection letter to send to various candidates via email.
  • Some employers prefer to send formal job rejection letters after an interview by postal mail or email for professional performance. This way usually aims for job offers of high positions such as CEO, Director, etc.

How to Write a Good Job Rejection Letter

Do you want to create a standard rejection letter form for your organization? The following is our guide (step by step) to writing a simple and polite job offer rejection letter.

1. First Paragraph

  • Add company letterhead or logo.
  • Include the Salutation. 
  • The first sentence is to express your thanks to the candidate for applying to your company. Mentioning the job title, they used it to clarify what the letter is about.
  • Emphasize that you have gone through a rigorous process, for example, indicating “a large number of candidates,” or you can mention the specific number of applications.

2. The main body of the letter

  • The second paragraph is the most challenging part, where you have to tell the candidate they were unsuccessful with this job offer. You can consider giving reasons or not depending on your HR department policy. Some companies require an unrevealed reason stated in the letter unless the applicants request feedback on why they got rejected.
  • However, suppose your company size is small/medium, and you do not receive many CVs or do interviews. In that case, you can customize your letter with reasons to help candidates improve their experience or skill to be more successful in their following interview. 
  • Avoid directly giving reasons why the final decision did not choose this candidate. 

3. Close your letter

  • Wish them luck in their following interview or job research.
  • Attach your contact information at the end of the letter to reach out if candidates have further questions. 

💡 Tips for writing a professional rejection letter 

  • A standard letter length is recommended on 1 page only, no matter how much information you wish to share with the unsuccessful candidate. Keep it short!
  • You can share some critical points for improvement in a polite way.
  • Keep an encouraging and optimistic tone of voice.
  • Refer few samples for structures of the letter before crafting ideas.
  • We recommend sending this rejection letter after an interview to your unsuccessful candidates the sooner, the better, so they can continue their job research.
good tips to write a professional job rejection letter

Rejection Letter Samples and Editable Templates

With Templatesgo.com, we offer an editable doc tool that can help you save time in creating docs from scratch. With only three easy steps, you can download this letter immediately. What you need to do is:

  1. Select a template for your need.
  2. Fulfill your information by answering our short questions.
  3. Review your letter and edit the text ( if necessary).

After these three steps, your letter will be ready to download in a high-quality PDF file and professional format. With templatesGo.com, we make docs simple!

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Related Post

In some cases, you will be asked to provide proof of income for your employee; in this article 🔗Template for Employment Verification Letter, we offer a free guideline on how to create a verification letter easily. But don’t you have time to write an entire letter on behalf of your employee? No worry! As usual, we provide samples so you can tailor your idea immediately.