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In terms of hiring, not all candidates can be the right fit for your company culture. When this happens, you may face the task of drafting a professional rejection letter to the candidate(s) who did not make the grade. This can be somewhat awkward, particularly if you liked the candidate.

However, there are a couple of good reasons to take this extra step. First, this can foster good will with candidates who may actually be suitable for future assignments. Second, this helps job seekers have closure so they can focus on other opportunities. A professional rejection letter is a tactful way of saying “thank you” for the time to apply and interview, while simultaneously rising to a higher level of professionalism.

To write a rejection letter that is both professional and legal under employment guidelines, here are some quick tips.

  1. Write it on business letterhead. Take the time to draft a professional rejection letter on official business letterhead. Avoid the pre-printed postcards or form letter mailings. You want the candidate to know how carefully you considered him or her for the assignment.
  2. Address the candidate by their first name.  Keep the rejection letter professional, yet somewhat personal by using the candidate’s first name in the greeting. This is a warm way to let the candidate know they matter to you and your company.
  3. Keep the message short and sweet. A well-written rejection letter doesn’t have to be long-winded or detailed. Simply thank the candidate for their interest in your company, let them know they have very unique credentials, and that after careful consideration you have decided to move forward with another candidate.
  4. Advise the candidate of their application status. Under employment laws, for advertised jobs you will need to keep the candidate’s application on file for 6-months. Let the candidate know you will keep their application on file for this time period for future consideration.
  5. Invite the candidate to check out future opportunities. Close your professional rejection letter with a note that they are invited to apply for future assignments that match their skills and interests. This helps to soften the rejection itself and lets the candidate know you hope for the best for their career goals.

Of course, if writing rejection letters are not something you are comfortable doing, your company can always decide to work with a temporary staffing agency to handle recruiting and candidate management. This can streamline things and reduce your need for taking time to write rejection letters. If you are looking for employment agencies in Jackson MS, contact the staffing experts at TempStaff today.


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