How to Write a Candidate Rejection Letter

candidate rejection letter

The key to conducting a great hiring process is by treating all applicants with respect. This means not only responding to the applicants you are interested in hiring in a timely manner, but extending the same courtesy to the applicants whom you must send a candidate rejection letter.

When many restaurants today don’t bother to send a rejection letter to candidates, those that do stand out. In addition, applicants can truly appreciate when employers take the time to let them know why they didn’t get the position, whether it was already filled by the time they applied or if they don’t have the necessary experience. By leaving a positive impression on applicants, it increases their likelihood of accepting a job in the future if a position arises that they are a good match for.

In addition to maintaining a talent pool for future job openings, the benefits of maintaining a positive experience for candidates expands beyond hiring.  In fact, 60% of applicants will share their negative experience with friends and family, according to a recent survey. But, when you offer a positive experience, even to those rejected, you’re more likely to keep them, and their friends and family, as customers.

You are free to copy and edit these candidate rejection emails to fit your own restaurant’s needs.

 

Candidate Rejection Email: First Round of Cuts

Dear [Candidate Name],

Thank you for taking the time to apply for [Position Name] at [Restaurant Name]. We wanted to inform you that we have chosen to move forward with another candidate at this time whose experience best matches our needs. 

We wish you the best in your job search.

Best,

[Your Name]

 

Candidate Rejection Email: Position Already Filled

Dear [Candidate Name],

Thank you for taking the time to apply for [Position Name] at [Restaurant Name]. We wanted to inform you that we have filled the [Position Name] position at this time.

However, we appreciate your application and encourage you to apply for future openings with [Company Name].

Best,

[Your Name]

 

Candidate Rejection Email: After a Phone Interview

Dear [Candidate Name],

Thank you for taking the time to speak with [me/Interview name] recently. We wanted to inform you that we have chosen to move forward with another candidate at this time.

Our team was impressed by your [skills, experience, goals] and we encourage you to apply for future job openings at [Company Name].

We wish you the best in your endeavors moving forward.

Best,

[Your Name]

 

Candidate Rejection Email: After an In-Person Interview

Dear [Candidate Name],

Thank you for taking the time to speak with [our team/interview name] recently. Our team was impressed by your [skills, experience, goals]. Unfortunately, we made the difficult decision to move forward with another candidate at this time.

We encourage you to apply for future job openings at [Company Name].

We wish you the best in your endeavors moving forward.

Best,

[Your Name]

 

Need help choosing candidates who will stick around and fit within your restaurant culture when hired? Learn how SENTIO’s Applicant Matching System can help you choose the right candidate for your restaurant. 

If you liked this blog, check out 10 Interview Questions to Assess Soft Skills.