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Employment Rejection Letter

Employment Rejection Letter

Do you need to tell a candidate that he/she has been rejected? Writing a rejection letter that does not create a bad image for the company can be a difficult task, but it is by no means an impossible one. And there are times when a candidate too needs to reject a job offer due to some reason. Let's see what types of letter need to be written in both cases.
Tulika Nair
What makes writing an employment rejection letter so important? In very simple terms, in a tiny world, where you never know when you are going to bump into someone again, it becomes of prime importance that professional communication is handled with a great deal of maturity and courteousness. A rejection letter that is not written well, or formatted badly, can create quite a negative image not only in the mind of the person you are sending out the letter to, but also in the corporate world in general. This makes it important to write a well-drafted letter when the need arises.

Here, we tell you exactly how to write a rejection letter, both, from a company to a candidate, and from a candidate to a company.

Rejection Letter to Job Applicant
In form of letter writing, especially professional letter writing, it is important that you keep the letter brief and concise. Long letters which ramble endlessly can be a major pain. Keep the letter short and explain why the candidate was not given the job. While most companies use a template to send out employee rejection letters, try and personalize it as much as possible. Use the addressee's name instead of addressing the letter as Dear applicant. While you can mention that you will contact them if there is a position open in the future, do not mislead them into believing that this is a definite thing. To avoid any legal ramifications, never mention the name of the person you have hired for the position. This can be a huge judgment error. Always remember to send out the letter as soon as your company has made a final decision.

Jack Murray
Manager, Recruitment
ABS Services
Park Avenue
Hoshan, New Jersey
New York - 456903

2nd February 2011

Alicia Rowson
23 - Oak Street
Hoshan, New Jersey
New York - 456897

Dear Ms. Rowson,

First and foremost, we appreciate the interest that you showed in the position of Assistant Manager, Finance at ABS Services. From the many applicants who applied for the position of Assistant Manager, we have reached a decision regarding which candidate would be best suited for the position and our organization. We regretfully inform you that you have not been selected for the position that you showed an interest in.

If in the future, we have a position open that matches your qualifications and experience, then we would be sure to contact you. We would like to wish you the very best for all your future endeavors and hope that you find a job that deserves your expertise and caliber.

Thanking you,

Yours sincerely
Jack Murray

Rejection Letter to Job Offer
Generally, when we talk about rejection letters, we are talking about those that are sent out to candidates for a position. But it is also important for candidates too to know how to reject an offer of employment. While writing a rejection letter to an employer, it is important that you be professional and courteous. Always mention in the letter why you are turning down the offer. While you need not give details, it is important to mention the reason. Thank the organization politely, and mention how you hope that the possibility to work together opens up in the future. Politeness is an important aspect of the tone of the letter.

Alicia Rowson
23 - Oak Street
Hoshan, New Jersey
New York - 456897

2nd February 2011

Jack Murray
Manager, Recruitment
ABS Services
Park Avenue
Hoshan, New Jersey
New York - 456903

Dear Mr. Murray,

I would like to thank you for offering the position of Assistant Manager, Finance with ABS Services. After a lot of thought and careful consideration, I have reached the conclusion to withdraw my application for the position. My decision is in part due to the fact that I have been offered a position elsewhere, that I believe, is better suited to my experience and qualifications.

I would like to sincerely thank you for the time that you set aside for my interview and giving me the opportunity to learn more about your organization. I wish you all the best and hope that some time in the future we get a chance to work together.

Thanking you,

Yours sincerely
Alicia Rowson

If you have received a job letter, then responding to the letter can be difficult, but it is a sign of professional conduct, and can be extremely impactful. In all forms of business communication, it is extremely important to be courteous, polite, and formal. This remains true for a good and well written rejection letter as well.