How to Write Rejection Letters

Rejection letters are most commonly utilized in the hiring process within a company to inform candidates that they have not been chosen for a position they applied for.

Writing these kinds of letters can be very stressful for some, which is why it is important to be guided by a few pointers on how to make letters that are effective in getting the message across in a straightforward, business-like, and inoffensive manner.

Because letters like these are formal and are about official company affairs, it is best to use the corporate letterhead. Under no circumstances is it deemed acceptable to handwrite rejection letters, no matter how intimate your business may be.

Do not sugarcoat the decision. This does not mean that you have to be harsh in relating the news, but don’t also give the candidate false hope in the outcome of the application. You can state something like, “While we appreciate your time and effort in coming in for the interview, we regretfully inform you that we have not chosen you to fill the open position.”

Aside from being straightforward regarding the decision not to hire him or her, you should be able to supply a reason behind it. Be specific with this. It would be best to mention that you were able to find someone who was better qualified or had more years of experience.

If your company has a policy regarding keeping the resume and application of candidates on file for a specific amount of time, mention this in your letter as well.

You can close your letter by wishing the recipient the best in his or her future pursuits. Do not forget to sign the letter in ink.

Rejection Letters

17+ Topics (Situations) 81+ Sample Letters Writing Tips Recommendations 500+ Power Verbs 100% Formatted Ready to Use PDF Format

More Than 17 Topics and 81 Letter Samples

• Turn down a customer’s or employee’s suggestion.
• Decline a job offer, promotion, or transfer.
• Decline a request for a claim or adjustment.
• Decline a request for a donation.
• Decline a request for credit.
• Decline a request for employment.
• Decline an invitation to an event.
• Decline an invitation to join an organization.
• Decline an invitation to speak or perform.
• Decline orders but offer an alternate or substitute item.
• Decline orders or requests for information.
• Decline to accept a gift.
• Decline to give advice.
• Decline to write a letter of recommendation.
• Reject a bid or proposal.
• Reject or terminate a business relationship.
• Turn Down a Request to Give Advice or to Decline to Give an Opinion.