As a recruiter or hiring manager you will undoubtedly receive countless CV applications, whether for an advertised position or in the case of an uninvited application. It is important to respond to applications received; therefore a system needs to be implemented that makes the procedure straightforward and facilitated.
Although timely, candidate rejection letters are a positive business step that all corporate entities should adopt.
Why write a candidate rejection letter?
· To maintain industry standards and high levels of professionalism
· To keep up with HR department standards
· To build good will with candidates
· To establish yourself as a preferable employer
· To request their permission to keep their files on record
· To reduce repetitive applications
Writing a candidate rejection letter
When designing a candidate rejection letter you need to create something that can be easily prepared and sent to candidates in bulk, while giving the impression of being tailored and personalized to the individual.
Address the letter to the specific applicant and the position they applied for. The opening line should thank the candidate for their application and inform them that they were not selected for the position.
Keep the letter positive and professional, and if you feel that they would be a good fit for your company’s culture, encourage them to apply for a future vacancy. Do not do this if you don’t mean it, however. If you know the candidate will not be a good fit for the organization, avoid this step.
Always approach this process with good grace, as you may be writing to a candidate who had their hopes and aspirations set on being successful for the role. Keep the tone respectful and considerate. This is your last chance to build a relationship with the candidate and encourage him or her to think favorably about your company.