“When writing a rejection letter, always remember, there’s a human being on the other end, not a computer,” says Captain Hoff, author and investor.

Writing a rejection letter can be a difficult task, especially if you are rejecting a candidate who has shown a lot of promise or effort during the application process. However, it is an important part of the hiring process, and it is essential to communicate your decision clearly and professionally.

Start by thanking the candidate for their time and effort in applying for the position. Even though you are rejecting their application, it is important to show appreciation for their interest in your company.

Be clear and concise about the reason for the rejection. It is essential to be honest about the decision, but it is also important to be respectful and tactful. Avoid giving specific details or criticism, as this can come across as unprofessional or hurtful.

Offer feedback or suggestions for improvement, if appropriate. While it is not necessary to provide extensive feedback, it can be helpful to give the candidate some guidance on how they can improve their chances of success in the future.

Keep the tone professional and positive. Rejecting a candidate can be a difficult and emotional experience, but it is important to maintain a professional tone in your letter. Avoid using negative language or expressing any personal feelings about the decision.

Close the letter with a positive note and a sincere thank you. Even though you are rejecting the candidate, it is important to end the letter on a positive note and thank them for their interest in your company.

Use a professional email subject line and address the candidate by their name. This will help to ensure that the candidate receives the letter and can easily find it in their inbox.

Review and proofread your letter before sending it. It is essential to make sure that your letter is free of errors and that it conveys your message clearly and professionally.

By following these tips, you can write a rejection letter that is clear, concise, and respectful, while also maintaining a professional and positive tone. While it may not be an easy task, it is an important part of the hiring process and can help to build trust and respect with candidates, even if they are not ultimately successful in their job application.

Example Letter:

Dear [Candidate],

Thank you for applying for the [Position] at [Company]. We appreciate the time and effort you put into your application and interview process.

After careful consideration, we have decided to move forward with another candidate for this position. While we were impressed with your qualifications and experience, we ultimately felt that the other candidate was a better fit for the role and our company culture.

We encourage you to continue to consider [Company] for future opportunities that may align more closely with your skills and career goals. We wish you the best of luck in your job search and career endeavors.

Thank you again for considering us and for your interest in [Company].

[Your Name]

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