Table of Contents
What is a Rejection Letter?
A rejection letter is a formal document that informs an individual or an organisation that their application, proposal or request has not been accepted. It is a common practice in various contexts such as job applications or business proposals.
The primary purpose of a rejection letter is to provide a clear response to the applicant. It includes an explanation for the rejection and may include constructive feedback, encouraging the applicant. A well-written rejection letter shows professionalism and helps to maintain a positive relationship even when the news of rejection is disappointing.
What are the Different Types of Rejection Letters?
A rejection letter is sent in various contexts and occasions. Listed below are a few different types of rejection letters:
Job Rejection Letter
It is sent to candidates who applied for a position in your organisation, however, were not selected. You can thank them for participating or showing interest in the job role while offering feedback or encouragement.
Mismatched Rejection Letter
A candidate may not be suitable for the job role they have applied for, however, they are a good fit for another position in your organisation.
Late Application Rejection Letter
The applicant has applied for the job role way later than the deadline. In this case, you may ask them to reapply for other relevant positions in the future.
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What to Include in a Job Rejection Letter?
Several essential components go into crafting a successful rejection letter, each with a distinct purpose in conveying to the applicant a kind and unambiguous message on the hiring process.
Listed below is a list of essential components that must be included while writing the letter:
Applicant information
Mention the complete available details of the job applicant in the rejection letter. Specify their full name, address, and contact information as available to you.
Greetings and Salutation
Start the letter with greetings and salutations. Be polite and professional to the job applicant as it shows that your organisation values and respects the effort of the candidate.
Opening
Be courteous and thank the candidate for showing interest in the job role. Acknowledge their effort in the entire application and interview process.
Rejection
Ensure that you clearly explain to them that their job application has been rejected, and if it aligns with your company policy, you may give them the reason for rejection.
Feedback
You may share constructive feedback with the candidate that may help them learn from it.
Future Possibilities
You may mention that their resume may be a good fit for another role in the future and that they should apply if they find a relevant position in the company.
Signature and Closing
Close the letter by providing your contact information.
Rejection Letter Sample
Date: 16th September 2024
To: Soumya Acharya
Koramangala,
Bangalore
Dear Soumya,
Thank you for taking the time to apply for the Senior Marketing Manager at North Georgia Inc. We appreciate your interest and are excited that you want to join our family!
After careful consideration, we regret to inform you that we have decided to move forward with another candidate whose qualifications more closely match our current needs. This decision was challenging due to the high quality of candidates we interviewed.
We wish you the best of luck in your job search and future professional endeavours.
Kishore V
VP Marketing and Strategic Initiatives
FAQs
How to write a good rejection letter?
Thank you for applying for the position of Senior Marketing Manager. While your experience and qualifications were impressive, they do not fit our requirements at this time. Please be assured that this was a difficult decision. We wish you all the best of luck in your future endeavours.
How do I reply to a rejection letter?
Thank you for the transparency and open communication. Thank you for considering my application. Please do update me on any future opportunities that fit my profile. Thank you!
How to start a rejection letter?
A good rejection letter starts out with gratitude. Drop a word of thanks and appreciation for the effort and time the candidate has put into the application.
