3 Elements of a Firm Friendly Rejection Letter

One of the most difficult tasks to perform in business is sending a rejection letter to a job candidate. The writer must find a way to break the disappointing news in a way that will make the candidate feel appreciated. They put in a lot of effort to get to know you, and they know more about your practice after an interview than most. Below are three tips for writing a rejection letter that will help you to keep them in your corner.

Start with a thank you and acknowledge that applying for jobs takes time

The first priority of a rejection letter should be to thank the applicant for their interest in the position and acknowledge the effort they invested. Many applicants will have applied online, been assessed, gone through multiple interviews and waited on the edge of their seat to hear back. It’s discouraging for job seekers to put in a lot of work for a position and be turned down so do your best to recognize their effort and enthusiasm for wanting to be apart of your organization.

Sorry goes a long way

A simple “sorry” shows that you are sympathetic to their situation and aware that this news is probably a bummer. It’s nice to say, even though no one is a fault. The candidate will most likely go on to find something that is a better fit for them, and that’s the best situation for everyone.

Wish them well

You never know when you may cross paths with someone in your industry again so make sure to end the letter by making a positive impression on the candidate. If you really liked the candidate but simply don’t have a position for them at the moment, make sure to tell them that you will let them know if another opportunity ever presents itself.

Below is a template for a rejection letter that follows the three tips listed above:

Hi (Applicant’s Name),

Thank you for your application for the Ophthalmic Technician position at ABC Eye Care. At this time, I am sorry to inform you that you have not been selected to move forward in the process.

We thank you for the time you invested to apply for this position, and we encourage you to apply for future openings for which you qualify.

Best wishes for a successful job search. Thank you, again, for your interest in our company.


ABC Eye Care

Follow these few steps and you’ll find writing a difficult letter to become much more simple and sincere.

Start sorting through qualified applicants today by posting your job on our job board that we’ll cross post to 10+ other well-known eye care job boards in our network. Assess candidates using our assessment, scientifically proven to predict success in eye care positions. Send less frequent rejection letters, by only interviewing candidates who scored the highest on the assessment, and who did the best with our custom interview questions!

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