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How to Write a Professional Rejection Email to a Candidate

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As a hiring manager, it’s essential to keep your candidate experience positive, even when delivering bad news like a rejection. Writing a professional and empathetic rejection email shows that you value the candidate’s time and effort and can help maintain your company’s reputation in the job market.

Here’s a step-by-step guide on how to write a professional rejection email to a candidate:

  1. Start with a courteous opening

Begin the email with a polite and courteous opening that acknowledges the candidate’s application and interest in the position. Thank them for their time and effort in applying and interviewing for the role.

For example:

Dear [Candidate’s Name],

Thank you for taking the time to apply for the [Position] role at [Company Name]. We appreciate your interest in our organization and the effort you have put into the application process.

  1. Deliver the bad news

Be direct and clear when delivering the rejection news. Let the candidate know that they were not selected for the position but avoid providing too much detail. It is also essential to be empathetic and recognize the candidate’s efforts.

For example:

Unfortunately, after careful consideration, we have decided not to move forward with your application. We received many impressive applications, and the decision was a challenging one. While we were impressed with your skills and qualifications, we have decided to move forward with other candidates.

  1. Provide feedback (optional)

If you are willing to provide feedback, you can mention it in the email. Providing feedback helps the candidate understand the reason behind their rejection and can help them improve in future interviews.

For example:

Although we cannot provide detailed feedback for each candidate, if you would like to discuss your interview or application further, please feel free to reach out to us. We appreciate your interest in the position and wish you the best of luck in your job search.

  1. Offer gratitude and encouragement

End the email with gratitude and encouragement. Thank the candidate again for their time and effort and encourage them to keep applying for other opportunities.

For example:

Thank you again for your interest in our company, and we hope that you find a position that aligns with your goals and aspirations. We wish you all the best in your future endeavors.

  1. Sign off

End the email with a professional sign-off, including your name and contact information if the candidate wishes to follow up.

For example:

Best regards,

[Your Name]

[Your Title]

[Your Contact Information]

Final Thoughts

Writing a rejection email is never easy, but it is crucial to maintain a positive candidate experience. By following these steps, you can craft a professional and empathetic rejection email that respects the candidate’s time and effort while preserving your company’s reputation.

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