How to Write a Declining Letter: 4 Free Templates

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A declining letter, often referred to as a rejection letter, is a letter that informs a job candidate that they have not been chosen for the role for which they submitted their resume.

A declining letter’s objectives are to officially inform the applicant that their candidature was rejected and to express gratitude for their enthusiasm for the organization and the position.

What is a declining letter

A declining letter is a crucial part of the hiring process. In the case that job applicants receive an unfavorable response to their submission of an application, declining letters are a polite yet competent means to inform them of the situation. Such letters ought to be composed in a straightforward, optimistic, and truthful manner.

These letters can be sent at any time during the hiring process, although the material may change according to the phase the applicant is in. While a letter following an interview may meticulously highlight places where the applicant could strengthen to boost their probability of being hired in the future, one issued to an applicant who does not obtain an interview may merely contain some basic data.

What Is to Be Included in A Declining Letter

Include words of encouragement.

Motivate and be supportive of the applicant in their job hunt while advising them to remain on the lookout for further openings within the organization. A few words of encouragement go a long way for someone’s confidence.

Include reasons for rejection

Give a concise justification for why the applicant was not chosen for the job. This may consist of a claim that the applicant didn’t satisfy the qualifications for the job or that there had been other, more suitable applicants. They might take advantage of this to make improvements in these skills in preparation for upcoming job applications.

Include constructive feedback

A failed applicant may feel more powerful and encouraged to continue their job search if their qualities are highlighted, either on their CV or during the interview process itself. They are then conscious of the capabilities to emphasize during subsequent discussions and on their resume.

Include a word of thanks

Thank the applicant for enrolling for the role, for any screenings they may have had, and for any additional communications they might have done with the organization. But keep in mind that there is no need to be overly excited about them having applied for a job.

Include regards

Thank the applicant once again for their enthusiasm for the business and wish them luck in their job hunt to close the letter on an optimistic note. Make sure to send your best wishes.

How to Write a Declining Letter (tips)

A declining letter needs to be composed with competence, sensitivity, and deference. The declining letter can assist the applicant in strengthening their job hunt and keep the possibility accessible for potential future chances with the organization by giving honest and courteous criticism. These tips will surely help you write the perfect declining letter:

Be specific

Explain simply without delving into excessive information or demeaning the applicant the reason the applicant was not chosen for the role. Consider the qualifications for the position and how the other applicants were more suitable for the position.

Be respectful

Write the letter in a formal, polite tone; stay away from any words that may be taken as condescending or disrespectful. Do not belittle or mock the candidate in any way. This makes the candidate feel like your organization or company is not the right fit and tempers with future relations.

Be prompt

As quickly as feasible after rejecting the applicant, send the letter of decline. This lets the candidate know that they can continue their employment hunt without waiting any longer.

Show your appreciation

Thank the applicant for applying for the job, for any screenings they may have had, and for any other contact they may have established with the organization. This can assist in preserving a good rapport with the applicant and bring up options in the future.

Avoid any mistakes

The declining letter should be checked for language, typos, and grammatical issues, just like any other business correspondence. This will make it more likely that the letter will be accurate, clear, and without errors.

Key takeaways

Send the declining letter as soon as possible and avoid making it too long or detailed. Keep your writing style formal and respectful at all times. Remember to appreciate the candidate and encourage them to work on their weaknesses. Wish them the best of luck in their future endeavors.

Template: 1

[Insert the Sender’s Address]

———- [ Address Line1] ———–

———- [ Address Line 2] ————

[ Insert the Date of sending the letter]

[ Insert the Receiver’s Name]

[ Insert the Receiver’s Address]

———- [ Address Line1] ———–

———- [ Address Line 2] ————

Dear Mr./ Mrs./ Ms. [ Insert the name of whomsoever it is concerned to]

 SUB: [ Insert the subject concerned to the letter]

 Greetings of the day!

Thank you for applying at [ Insert the name of the organization].

We received your application regarding the [ Insert the designation offered by the organization] position that was vacant in our organization. The management has reviewed your CV and we were very impressed with your academic background and skills.

According to the management policies, we consider the applications on a first-come, first-serve basis. We received your application [ insert the number of days of receiving the application post job announcement] post our announcement for the vacancy.

Since your application arrived later, there were [ insert the number of candidates] who submitted their application before you did. Due to this reason, we regret to inform you that we have moved on to the next step of our hiring process, and your application wasn’t selected in the first round to be processed for the same.

We appreciate the time and interest you have taken in applying at [ Insert the Name of the Organization]. We wish you the best in everything that is in store for you.

Thank You once again

Best Wishes and Regards,

[ Insert the Full Name of the Sender]

[ Insert the Designation], [ Insert the name of the Organization]

[ Insert the Full Contact Details]

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