Write a Rejection Letter

Note: Want to skip the guide and go straight to the free templates? No problem - scroll to the bottom.
Also note: This is not legal advice.

Introduction

Writing a rejection letter is an important part of any recruitment process. They are legally required to protect businesses from any potential discrimination claims, help maintain a good reputation and save time and money. The Genie AI team understands the complexity of crafting an effective rejection letter, which is why we provide free templates for anyone needing guidance.

Rejection letters should be respectful and professional, focusing on the applicant’s accomplishments rather than their failure to gain a position. With this in mind, it’s important that employers provide clear explanations as to why someone has not been selected for a role - highlighting areas where they have performed well as well as offering encouragement for future endeavours. This helps create a positive experience for the applicant and demonstrates respect towards them.

In addition to this, providing rejection letters can also save businesses time and money in the long term. Without one, applicants may keep calling or emailing the business to seek further information on why they were not chosen - wasting both time and resources.

At Genie AI we appreciate how hard hiring decisions are but understand how essential they are too - which is why we created our open source library of legal templates designed specifically to provide support when writing rejection letters. Our community library enables people from all backgrounds access high-quality legal documents without having to pay costly lawyer fees - meaning that employers can ensure their hiring processes remain efficient and legal throughout.

In conclusion, though often difficult for both parties involved, writing effective rejection letters can help ensure employers stay on the right side of law whilst also maintaining respect towards candidates - promoting overall efficiency within organizations too! To find out more about how Genie AI can help with your recruitment process click ‘read more’ below or visit our template library today!

Definitions (feel free to skip)

Applicant: A person who has applied for a job or other opportunity.
Relevant information: Information that is related to the applicant and their application.
Brainstorm: To generate ideas and solutions by discussing them with a group of people.
Draft: A rough version of something, usually a document or plan, which is then improved or edited.
Edit: To review something to make sure it is accurate and free of mistakes.
Maintain: To keep something in a certain state.
Tone: The attitude or feeling conveyed in something, such as a letter or conversation.
Encourage: To give support and confidence to someone.
Explain: To make something clear and understandable.
Offer: To provide something, such as advice or an opportunity.
Thank: To express appreciation or gratitude.

Contents

• Gather all of the applicant’s relevant information
• Brainstorm possible reasons for the rejection
• Draft a letter that clearly outlines the reasons for the decision
• Edit the letter for grammar and spelling errors
• Explain why the applicant is being rejected in an understanding and respectful manner
• Maintain a professional tone throughout the letter
• Offer advice and guidance to the applicant in a supportive way
• Encourage the applicant to keep trying and not give up
• Provide a clear explanation of the decision
• Mention any potential opportunities that may become available in the future
• Thank the applicant for their time and effort
• Check the letter for accuracy and to ensure that no important details were left out
• Sign off in a polite and professional manner
• Send the letter to the applicant

Get started

Gather all of the applicant’s relevant information

• Obtain the applicant’s full name, address, and contact information
• Collect the documents associated with the applicant’s application, such as their resume, cover letter, and letters of recommendation
• Collect any additional information relevant to the applicant, such as references, transcripts, and background check results

Once all of the above information has been collected, you can check this step off your list and move onto brainstorming possible reasons for the rejection.

Brainstorm possible reasons for the rejection

• Review the applicant’s qualifications, experience and other relevant details
• Identify any areas of concern that led to the decision
• List out the reasons why the applicant was not accepted
• Consider the applicant’s experience, qualifications, and other relevant details and if they do not match the requirements of the job
• Consider if the applicant has any gaps in their experience or qualifications
• Consider if the applicant matches the company culture
• Consider if the applicant has any red flags in their background

When you have identified the reasons for the rejection and have a clear understanding of why the applicant was not accepted, you can check this off your list and move on to the next step.

Draft a letter that clearly outlines the reasons for the decision

• List out the reasons for the rejection in the body of the letter
• Think about the tone of the letter and ensure it is professional and polite
• Make sure to use clear and concise language for each reason
• Follow up with a formal closing that expresses sympathy for the recipient’s situation
• When you feel the letter is complete, you can move on to the next step.

Edit the letter for grammar and spelling errors

• Read the letter aloud to yourself or another person to catch any errors you might have missed
• Use a spelling and grammar check software or online tool to double check your work
• Make sure to check proper nouns and any industry-specific words
• Once you have checked and corrected the spelling and grammar, you can move on to the next step in the guide.

Explain why the applicant is being rejected in an understanding and respectful manner

• Be clear and concise in your explanation of why the applicant is being rejected
• Reassure the applicant that their skills were evaluated and considered
• Avoid using language that could be perceived as insensitive or hurtful
• Highlight any areas of particular strength that were impressive
• Offer to provide feedback and suggest resources for the applicant to consider
• End the letter on a positive note

When you can check this off your list and move onto the next step:

• Once you’ve written the explanation for why the applicant is being declined and checked for any errors, you can be sure that you have fulfilled this step and can move onto the next.

Maintain a professional tone throughout the letter

• Use a courteous and polite language, avoiding colloquialisms and slang
• Respect the applicant, even if you are rejecting them
• Use language that is concise, clear and appropriate
• Avoid making any personal remarks
• Make sure to focus on the facts and avoid any potential misinterpretations

Once you have ensured that the language you use is professional and appropriate, you can move on to the next step.

Offer advice and guidance to the applicant in a supportive way

• Focus on the positives in the application and the applicant’s skills and experience
• Point out areas that the applicant can improve on in order to be successful in the future
• Provide resources or contacts the applicant may use to further their skills or career
• Encourage them to stay positive, and never to lose faith in themselves
• Offer to provide help in the future if the applicant needs it
• Let them know that you are available to discuss their application if they need more feedback

You can check this step off your list when you feel that you have provided enough advice and guidance to the applicant in a supportive way.

Encourage the applicant to keep trying and not give up

• Reassure the applicant that their effort and attempt was appreciated.
• Let the applicant know that rejection is a part of life and to not give up.
• Offer resources or information to help the applicant improve their chances in the future.

When you can check this off your list:

• When you have included words of encouragement and advice in the rejection letter.

Provide a clear explanation of the decision

• Clearly explain to the applicant why you have decided to reject them, being as specific as possible
• Make sure to be direct, but still maintain a professional and kind tone
• Avoid making any personal attacks or comments on the applicant’s skills or qualifications
• Reassure the applicant that they have been carefully considered and that the decision was not taken lightly
• When you have finished this step and feel confident that you have provided a clear explanation of the decision, move on to the next step.

Mention any potential opportunities that may become available in the future

• Include a sentence offering the applicant the chance to apply for any other suitable opening in the organization
• If you know of any future openings or potential opportunities, make sure to mention them
• If there are no current or upcoming opportunities, don’t make any promises
• When you have finished mentioning potential opportunities, you can check this off your list and move on to the next step.

Thank the applicant for their time and effort

• Express gratitude for their time and effort in applying to the position.
• Let the applicant know that their skills and qualifications were impressive, but the decision was made to select another candidate that better fits the position.
• Offer the applicant your best wishes for success in their future endeavors.
• Offer to provide a reference, if possible.

When you can check this off your list and move on to the next step:

• Once you have completed the thank you note and included any other relevant information, you can move on to the next step of checking the letter for accuracy and ensuring that no important details were left out.

Check the letter for accuracy and to ensure that no important details were left out

• Read the letter carefully and make sure all of the information is accurate
• Double check that no important details have been left out
• Ensure the letter is free from any errors, typos or grammatical mistakes
• When you are confident that the letter is accurate and complete, you can move on to signing off in a polite and professional manner

Sign off in a polite and professional manner

• Begin the sign off with a polite salutation, such as ““Sincerely”” or ““Best regards””
• Include your name and title after the salutation
• Include a closing line such as “Thank you for your time and consideration""
• Sign the letter with your signature
• When you have completed the sign off, you can check this step off your list and move on to the next step.

Send the letter to the applicant

• Print out a copy of the letter
• Address an envelope
• Include a stamp
• Handwrite the applicant’s address on the envelope
• Place the letter inside the envelope
• Seal the envelope
• Take the envelope to the post office or drop it in the mailbox
• You can check this off your list when you have successfully sent the letter off to the applicant.

FAQ:

Q: What are the differences between a rejection letter and a termination letter?

Asked by John on 12th January 2022.
A: Generally speaking, a rejection letter is sent to someone who has applied for a job or a project, whereas a termination letter is sent to employees who have been fired or are leaving their place of employment. A rejection letter informs someone that their application was unsuccessful, while a termination letter informs an employee of their formal dismissal or resignation.

Q: What legal implications should I be aware of when writing a rejection letter?

Asked by Sarah on 14th February 2022.
A: Depending on your jurisdiction and the type of job or project you are rejecting, there may be certain legal implications you need to consider when writing a rejection letter. It’s important to ensure that the language used in the letter is appropriate and not discriminatory in any way. In some countries, employers may also be required to provide detailed explanations as to why they are rejecting an applicant, so it’s important to be aware of any applicable laws in your jurisdiction.

Q: Are there any best practices I should follow when writing a rejection letter?

Asked by David on 25th March 2022.
A: Yes, there are certain best practices you should follow when writing a rejection letter. It’s important to keep the tone polite and professional, even if you’re rejecting someone due to their lack of qualifications or experience. Make sure to thank the applicant for their time and effort, and offer them feedback if appropriate. You should also include an invitation for them to apply for future opportunities if applicable.

Q: Is it necessary to explain why I am rejecting an applicant?

Asked by Amanda on 5th April 2022.
A: The answer to this question depends on the laws in your jurisdiction and the type of job or project you are rejecting the applicant for. In some countries, employers may be legally required to provide detailed explanations as to why they are rejecting an applicant. However, in other countries this may not be necessary, so it’s important to check your local laws before writing a rejection letter.

Q: How long should I wait before sending a rejection letter?

Asked by Daniel on 16th May 2022.
A: Generally speaking, it’s best practice to send a rejection letter as soon as possible after an applicant has been unsuccessful. This allows them enough time to begin looking for other opportunities and ensures that they do not waste any more time waiting for an answer from you.

Q: How do I handle applicants who contact me after receiving my rejection letter?

Asked by Jennifer on 27th June 2022.
A: If an applicant contacts you after receiving your rejection letter, it’s important to remain polite and professional in your response. Make sure to thank them again for their time and effort, and offer them feedback if appropriate. You should also encourage them to apply for future opportunities if applicable.

Q: What should I include in my rejection letter?

Asked by Michael on 8th July 2022.
A: Generally speaking, your rejection letter should include an introduction thanking the applicant for their time and effort; an explanation as to why they were unsuccessful; an invitation for them to apply for future opportunities if appropriate; and your contact details in case they have any further questions or inquiries.

Q: Should I include details about my company when writing a rejection letter?

Asked by Emily on 19th August 2022.
A: It’s not necessary to include details about your company when writing a rejection letter, although it can be beneficial if you want to make it clear that you appreciate their interest in joining your team and would like them to apply for future opportunities if appropriate.

Q: Is there any way I can soften the blow when delivering bad news?

Asked by Matthew on 30th September 2022.
A: Yes, there are certain ways you can soften the blow when delivering bad news such as thanking the applicant again for their time and effort; offering feedback if appropriate; including an invitation for them to apply for future opportunities; and providing contact details in case they have any further questions or inquiries.

Q: Is it necessary to provide contact details in my rejection letter?

Asked by Ashley on 11th October 2022.
A: Yes, it’s important to provide contact details in your rejection letter so that applicants can get in touch with you if they have any further questions or inquiries about their application or the decision itself. This demonstrates good customer service skills and shows that you value their interest in joining your team even if they weren’t successful this time around.

Q: Should I write my own message or use a template when writing my rejection letters?

Asked by Jessica on 22nd November 2022.
A: It’s up to you whether you write your own message or use a template when writing your rejection letters – both approaches have their advantages and disadvantages so it’s important that you choose the one that best fits your needs and requirements. For example, using a template might save you time but may make your letters seem impersonal, whereas writing your own message might take longer but could help create more meaningful connections with applicants who might apply again in the future.

Q: Is there any way I can make my rejections letters stand out from other employers?

Asked by Joshua on 3rd December 2022 .
A: Yes, there are certain ways you can make sure that your rejections letters stand out from other employers such as including additional information about your company; thanking applicants for taking the time out of their day; offering feedback where appropriate; providing contact information so that applicants can get in touch with any questions; and including an invitation for them to apply for future opportunities if applicable. By doing these things you show that you value each applicant regardless of whether they were successful this time around or not, which can help set yourself apart from other employers who might not take the same approach towards rejections letters

Example dispute

Suing an Employer for Discrimination After a Rejection Letter

• Determine if the rejection letter violates any laws or regulations, such as Title VII of the Civil Rights Act, the Age Discrimination in Employment Act or the Americans with Disabilities Act.
• Gather evidence that the rejection letter was sent as a result of discrimination. This could be emails, documents or statements from the employer.
• File a charge of discrimination with the Equal Employment Opportunity Commission or the relevant state or local human rights agency.
• Receive a right-to-sue letter from the agency and then file a lawsuit against the employer.
• Seek injunctive relief, such as reinstatement or promotion, as well as compensatory damages, such as back pay and emotional distress.
• Reach a settlement with the employer or go to trial.

Templates available (free to use)

Employer Rejection Letter Flexible Working Request
Rejection Letter

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