What is a rejection letter after an interview?
A rejection letter following an interview is a professional message sent to inform candidates that they will not be progressing to the next stage of the recruitment process. This is a courteous communication that acknowledges their interest in your company and can be a positive part of your company’s recruitment strategy. Rejection emails can be sent immediately after disqualifying a candidate or once the recruitment process is complete.
Here are the key reasons why sending a letter informing them of your decision is important:
- It recognises the time and effort candidates have invested in applying or interviewing, leaving them with a positive impression of your company.
- It ensures that you don’t leave candidates waiting, allowing them to continue their job search.
- A well-worded rejection letter reflects positively on your organisation, demonstrating a respectful and transparent recruitment process.
- For candidates who impressed you but weren’t the right fit for the job, it’s an opportunity to keep them on your radar and encourage them to apply for other suitable vacancies within your company.
Related: Recruitment and selection: how to achieve an efficient recruitment process in small businesses
Types of candidate rejection letters
The type of rejection letter you send will depend on how far a candidate has progressed in the recruitment process. Here are the three main types of rejection letter after an interview:
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Short rejection letter
A short letter is appropriate for candidates you’ve interacted with via phone or video interviews. It should thank the candidate for their time and participation in the interview process while clearly informing them that they have not been selected to move forward. A short rejection letter is concise and to-the-point, balancing professionalism and courtesy to ensure candidates feel respected despite the outcome.
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Personalised rejection letter
A personalised rejection letter is more suited to candidates with whom you’ve established a stronger connection, typically those who attended one or more formal interviews.
Since the candidate will have gone through several stages in the recruitment process, it is good practice to provide a brief explanation for your decision. For example, if a candidate for a sales role didn’t provide sufficient job-related examples, you might say, “We have decided to proceed with a candidate who demonstrated more extensive field experience.” In addition, it is courteous to provide constructive feedback to highlight how the candidate excelled or caught your attention. This improves the overall candidate experience and can leave them with a positive impression of your organisation.
Related: 10 Recruiting strategies for hiring great employees
How to write a job rejection letter
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Personalise your letter
While a standard template can simplify the process, it’s important to adapt each letter to the individual. Address the candidate by name, reference the position and include something specific you learned from your interactions or their application.
For example:
“We were impressed with your experience of launching your own business.”
“It’s always great to meet a fellow University of X graduate!”
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Keep it concise
Respect the candidate’s time by getting to the point early in the letter. Avoid lengthy introductions that delay the key message. Clearly communicate that they haven’t been selected to move forward while remaining considerate and respectful.
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Be professional and considerate
Rejections can be disappointing, but a thoughtful tone can soften the impact. Consider using the “sandwich method,” where you deliver the rejection between two positive messages.
For example:
- Start by complimenting a specific skill or experience
- Share the news that another candidate has been chosen
- Conclude by thanking them for their time and wishing them well in their future career
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Send it as soon as possible
Once you’ve made your decision, send the rejection letter promptly. Quick communication shows respect for the candidate’s time, prevents them from waiting unnecessarily and positions your organisation as professional and considerate. Prompt rejections also give candidates the information they need to pursue other opportunities.
Example rejection letter
Here is an example job rejection letter, which you can use to inspire your own letters.
[Your company]
[Date]
Dear Marcus,
Thank you for your interest in the marketing manager role at our company and for taking the time to meet with our team last week. It was a pleasure to learn more about your skills and experience — and always great to meet a fellow university graduate!
While we were impressed with your expertise and knowledge, we’ve decided to move forward with another candidate who has more leadership experience. That said, we feel you would be an excellent fit for our company culture and encourage you to apply for future opportunities in the marketing department.
Thank you again for the time and effort you invested in applying and interviewing for this position. We wish you the best of luck in your job search and future career endeavours.
Sincerely,
Marianne Wesson
HR Director
A good rejection letter informs candidates that they will not be moving on to the next phase of the recruitment process without leaving a negative impression of your company. By keeping the letter personal, concise and considerate and sending it as quickly as possible, you can make the experience with your company a positive one.
FAQs
Should you provide feedback in a rejection letter?
While it’s not mandatory, providing constructive feedback can be valuable, especially for candidates who reached the interview stage. Keep feedback brief and professional, focusing on areas of improvement rather than personal criticisms.
Is it better to send a rejection letter or make a phone call?
A rejection letter or email is generally more appropriate as it provides a formal record and gives candidates time to process the decision privately. However, for senior-level roles or candidates with a strong personal connection to the recruitment team, a phone call followed by a written confirmation is also well regarded.
How can you maintain a good relationship with rejected candidates?
Maintain a positive tone in the rejection letter, acknowledge their effort, and encourage them to apply for future roles if appropriate. Building a talent pool of strong candidates can benefit your organisation in the long run.
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