Sample Letter To Turn Down An Applicant

A “Sample Letter To Turn Down An Applicant” is a polite way to say “no.” Companies use it after a job interview. It tells candidates they weren’t selected. This is common after many people apply for one job.

Finding the right words is hard. Writing rejection letters takes time. We’ll share letter templates here. You can use these samples as helpful guides.

Our goal is to make your job easier. You can customize our samples easily. Now you can write the perfect rejection letter fast.

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Sample Letter To Turn Down An Applicant

[Your Company Letterhead]

[Date]

[Applicant Name]
[Applicant Address]
[Applicant City, State, Zip Code]

Dear [Applicant Name],

Thank you for your interest in the [Job Title] position at [Company Name] and for taking the time to interview with our team.

We appreciate you sharing your qualifications and experience with us. We received a large number of applications and after careful consideration, we have decided to move forward with other candidates whose qualifications and experience more closely align with the specific requirements of this role.

This decision does not reflect negatively on your skills or experience. We wish you the best of luck in your job search.

Sincerely,

[Your Name]

How to Write Sample Letter To Turn Down An Applicant

Subject Line: Clarity is Key

Begin with a straightforward subject line. “Application Update” or “Regarding Your Application” suffices. Avoid ambiguity.
Steer clear of overly optimistic or misleading phrases. Candor is paramount.

Salutation: Professional Courtesies

Address the applicant formally, using “Dear Mr./Ms./Mx. [Last Name]”.
If unsure of gender, “Dear [First Name] [Last Name]” is a viable alternative.
Maintain a respectful tone. First impressions, even in rejection, matter.

Acknowledge Receipt and Express Gratitude

Thank the applicant for their interest in the position and your organization.
Acknowledge the time and effort they invested in applying.
Example: “Thank you for your interest in the [Job Title] position and for taking the time to submit your application.”

The Rejection: Deliver the News Deftly

State the rejection clearly but empathetically. Avoid euphemisms or hedging.
Example: “While your qualifications are impressive, we have decided to move forward with other candidates whose profiles more closely align with the specific requirements of this role.”
Don’t provide overly detailed explanations for the decision. Brevity is your ally here.

Refrain from Hollow Platitudes

Avoid generic phrases like “We were impressed with all candidates.” Such statements often ring hollow.
Do not suggest alternative roles within the company unless you genuinely intend to follow through. False hope is detrimental.

Offer Encouragement and Goodwill

Wish the applicant well in their future endeavors. A touch of humanity can soften the blow.
Example: “We wish you the best of luck in your job search.”
Consider offering a generalized statement of the applicant’s merits (e.g., “Your skills are valuable”). Exercise caution; ensure it’s genuine and not an overstatement.

Closing: Professional and Concise

Use a formal closing, such as “Sincerely” or “Best regards.”
Include your full name and title.
Provide contact information if you are open to further communication (optional, but demonstrates transparency).

Frequently Asked Questions: Declining a Job Applicant

Navigating the process of informing an applicant that they have not been selected for a position requires sensitivity and professionalism. This FAQ section provides guidance on composing a respectful and informative decline letter.

What is the best way to start a rejection letter?

Begin by expressing gratitude to the applicant for their interest in the position and for taking the time to interview.

Should I provide a reason for the rejection?

While not always necessary, providing a general reason, such as “another candidate’s qualifications more closely aligned with the position requirements,” can be helpful.

Is it necessary to mention future opportunities?

If you genuinely believe the applicant could be a fit for future roles, you may express interest in considering them for other opportunities. However, avoid making promises you cannot keep.

What language should I avoid in a rejection letter?

Avoid overly generic language or phrasing that could be interpreted as discriminatory. Steer clear of subjective opinions about the applicant’s personality or potential.