Letter to Decline a Job Application- Sample Template

Accepting and Declining applications remains to be on an even keel of a recruiting team’s life.

While our newly joined employees are sparked by the joy of being hired and excited to their new beginnings, it gets equally tough on the ones who are rejected in this process. We ought to ensure utmost politeness in our explanation, and empathy in our language, while we write a letter to an application that has been declined. 

[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 had 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 had 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 for 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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