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The Best Way to Write a Friendly Rejection Letter 

rejection letter

The Best Way to Write a Friendly Rejection Letter 

One of the most difficult yet inevitable tasks to perform in recruiting is sending a rejection letter to a candidate. The writer must find a way to break the disappointing news in a way that will make the candidate feel appreciated. They put in a lot of effort to get to know you, and they’ll know more about your firm after an interview than most. Below are three tips for writing a rejection letter that will help you to keep them in your corner. 

Thank and acknowledge the candidate’s effort 

The priority of a rejection letter should be to thank the applicant for their interest in the position and acknowledge the effort they invested. Many applicants will have applied online, been assessed, gone through multiple interviews, and waited on the edge of their seats to hear back.  

It’s discouraging for job seekers to put in a lot of work for a position and be turned down, so do your best to recognize their effort and enthusiasm for wanting to be a part of the organization they were interested in. 

Sorry goes a long way 

It sounds like a no-brainer, but a simple “sorry” shows that you are sympathetic to their situation and aware that this news is probably a bummer. It’s nice to say, even though no one is at fault. The candidate will most likely go on to find something that is a better fit for them, and that’s the best situation for everyone. 

Wish them well 

You never know when you may cross paths with someone in your industry again, so make sure to end the letter by making a positive impression on the candidate. If you really liked the candidate but don’t have a position for them now, tell them that you will let them know if another opportunity ever presents itself. 

Below is a template for a rejection letter that follows the three tips listed above. Follow these few steps, and you’ll find writing a difficult letter to become more simple and still sincere: 

Hi (Applicant’s Name), 

Thank you for your application for the Ophthalmic Technician position at ABC Eyecare. At this time, I am sorry to inform you that you have not been selected to move forward in the process. 

We thank you for the time you invested in applying for this position, and we encourage you to apply for future openings for which you qualify. 

Best wishes for a successful job search. Thank you, again, for your interest in our company. 

Best, ABC Eyecare 

We are a small community, and this may not be time for them to join you, but tomorrow is another day, and that person can grow into the PERFECT person for you! Remember your brand is very important, so making an effort to say your present needs are not a good fit but can stay in touch for the future.

Finding the perfect candidate can be challenging, but constructing rejection letters doesn’t have to be when you work with imatters. We have you covered, from writing your job posting and finding your ideal candidate to scheduling interviews and checking professional references. If you need help finding a candidate, reach out today!

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