A “Sample Letter To Applicants Selected Or Not Selected For Interview” is simply a letter informing candidates about their interview status. Companies use these letters after reviewing applications for a job. You might need to write one to professionally communicate if a candidate is moving to the next stage, or not. This is common in HR departments and hiring managers everywhere.
We know writing these letters can be tricky. You want to be clear and professional. That’s why we’re sharing ready-to-use templates.
In this article, you’ll find various samples. These will help you craft the perfect letter, no matter the situation. Get ready to make your job easier!
Sample Letter To Applicants Selected Or Not Selected For Interview
[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]. We appreciate you taking the time to submit your application.
After careful consideration of all applications, we have made a decision regarding interview candidates.
[If Selected for Interview:]
We are pleased to inform you that you have been selected for an interview. We were impressed with your qualifications and experience.
The interview is scheduled for [Date] at [Time] at [Location]. Please bring a copy of your resume and any relevant work samples.
Please confirm your attendance by [Date] by contacting [Contact Person] at [Phone Number] or [Email Address].
[If Not Selected for Interview:]
Unfortunately, on this occasion, your application was not successful in securing an interview. The competition for this role was very strong, and we received a large number of highly qualified applications.
This decision does not reflect negatively on your skills or experience. We encourage you to apply for future positions at [Company Name] that match your qualifications.
We wish you the best of luck in your job search.
Sincerely,
[Your Name]
How to Write Sample Letter To Applicants Selected Or Not Selected For Interview
Crafting the Subject Line: Getting Noticed
- Keep it concise: “Interview Invitation – [Your Company Name]” or “Application Update – [Your Company Name]”.
- For rejections, be upfront but gentle: “Regarding Your Application at [Your Company Name]”. Avoid ambiguity.
- Personalize it slightly, perhaps referencing the specific role.
Addressing the Candidate: The Salutation
- Use “Dear [Mr./Ms./Mx. Last Name]” for a formal approach.
- If unsure of gender or preference, “Dear [Full Name]” is a safe bet.
- Avoid overly casual greetings like “Hi” or “Hey” in professional correspondence, especially for initial contact.
Extending an Interview Invitation: The Body
- Express gratitude for their application. Acknowledge their interest.
- Clearly state that they’ve been selected for an interview.
- Provide crucial details: date, time, location (physical or virtual), duration, and who they’ll be meeting.
- Include any preparatory materials or instructions (e.g., portfolio, presentation).
- Offer a point of contact for questions or rescheduling.
Declining an Interview Opportunity: The Body
- Start by thanking them for their application and expressing appreciation for their time and effort.
- Be direct but empathetic: state that, regrettably, they will not be moving forward in the selection process.
- Optional: Provide a succinct rationale, such as “We received a high volume of exceptionally qualified applications.” Avoid overly specific reasons that could invite debate.
- Express sincere wishes for their future endeavors.
The Closing: Sign-Off with Panache
- Use professional closings such as “Sincerely,” “Best regards,” or “Kind regards.”
- Avoid overly familiar closings like “Cheers” or “Talk soon.”
- Ensure your full name and title are included. Provide contact information (email and phone number) for easy follow-up.
Ensuring Professionalism: Tone and Etiquette
- Maintain a professional yet courteous tone throughout the letter.
- Proofread meticulously for errors in grammar, spelling, and punctuation. Errors erode credibility.
- Use clear and concise language. Eschew jargon and convoluted sentence structures.
- Ensure the letter is visually appealing and easy to read.
Follow-Up: The Aftermath
- Promptly respond to any inquiries from applicants.
- If feasible, consider offering constructive feedback to rejected candidates, albeit cautiously.
- Maintain records of all communication for future reference.
- Treat all candidates with respect and professionalism, regardless of the outcome. Your company’s reputation is at stake.
Frequently Asked Questions: Interview Selection Letters
This section addresses common inquiries regarding letters sent to job applicants after the initial screening process. It provides clarity on the purpose, content, and implications of these communications.
1. What is the purpose of a selection/non-selection letter after the application phase?
The primary purpose is to formally inform applicants whether they have been selected for an interview or if their application will not be moving forward in the hiring process.
2. What information should be included in a letter to an applicant selected for an interview?
The letter should include the date, time, and location of the interview, the names of the interviewers, any required documentation, and contact information for scheduling adjustments or inquiries.
3. What information should be included in a letter to an applicant not selected for an interview?
The letter should express appreciation for the applicant’s interest in the position, inform them that they will not be moving forward in the selection process, and wish them success in their job search.
4. Is it necessary to provide a reason for non-selection in the letter?
While not legally required in most cases, providing general feedback (e.g., “due to a high volume of qualified applicants”) can enhance the applicant experience and maintain a positive employer brand. Avoid specific or potentially discriminatory reasons.
5. When should selection/non-selection letters be sent to applicants?
These letters should be sent promptly after the application review process is completed, ideally within a few weeks of the application deadline. Timely communication reflects professionalism and respect for applicants’ time.
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