Tips for Writing and Receiving Rejection Letters

Writing candidate rejection letters is one of the toughest jobs a recruiter has, especially when two job applicants have similar skills and attributes. Turning a candidate down is never pleasant, but you must do it in a way that portrays your company in a positive light. You must also keep federal and state employment laws in mind when writing rejection letters. Saying the wrong thing in writing can leave your company open to lawsuits for discrimination and other unlawful hiring practices.

One rejection letter won't fit every situation. It is fine to use templates to save time, but make sure you have several templates you can use for different scenarios. Address the candidate by his or her first name instead of using a form letter with a generic greeting. If you are open to considering the candidate for other positions, indicate this in your letter. Do not include such a statement if you feel the candidate would not be a good fit for your company. Writing a polite rejection letter is a good way to keep the lines of communication open with qualified candidates. It is not unusual for past candidates to want to reconnect at a later date, so be careful not to burn bridges.

You must also consider the potential legal implications of rejection letters. The number of employment discrimination claims filed with the EEOC has increased significantly during the past few years, so you need to write letters that protect your employer from legal action. Louis DiLorenzo, an employment lawyer in New York, cautions human resources professionals to avoid mentioning the qualifications of other candidates in their rejection letters. If an applicant files a suit against your company, the applicant's lawyer can request copies of each application.

Not every candidate will accept a job offer from your company, so you should also be prepared to accept offer rejection letters. If you receive such a letter from an applicant, file it with the applicant's offer letter. If there is ever any question of why someone is not working for your company, you can prove that you extended an offer and the applicant rejected it. Staying positive is also important when receiving rejection letters from candidates you really wanted to hire. If someone rejects your offer to take a position with another company, there is no way to know if that position will work out. If you treat the candidate with respect and courtesy, you may be able to hire her at a later date.

Writing and receiving rejection letters is just one of the many tasks you will perform as a recruiter. Create a positive perception of your company by addressing candidates by their first names and being polite at all times. Reduce the likelihood of discrimination suits by avoiding the mention of other candidates' qualifications. If you receive rejection letters from several job applicants, respond politely and keep the letters on file in case you need them for legal purposes.

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