Question

What is the etiquette for job rejection letters/emails? If a candidate is rejected by the HR team without being interviewed by the hiring manager, is it rude not to send a rejection letter/email?

Answer 1

Job rejection letters or emails are an essential part of the hiring process and play a significant role in maintaining a positive candidate experience. Regardless of whether a candidate has been interviewed by the hiring manager or not, it is considered good etiquette for employers to send a rejection letter or email to all applicants. Here are some points to consider:

1. Timeliness: Send the rejection communication as soon as possible after the decision has been made. Candidates appreciate a timely response, even if it's a rejection.

2. Politeness and professionalism: Keep the rejection letter courteous and professional. Express appreciation for the candidate's interest in the position and thank them for their application.

3. Personalization: If possible, personalize the rejection letter by addressing the candidate by their name. This shows that you recognize them as an individual and not just another applicant.

4. Constructive feedback (optional): While not always necessary, some employers choose to provide general feedback to candidates on why they weren't selected. This feedback can be valuable to candidates for future job applications.

5. Maintain a positive tone: Even though it's a rejection, maintain a positive tone throughout the communication. Leave the door open for potential future opportunities and encourage the candidate to apply for other positions within the company if applicable.

6. Avoid excessive detail: You don't need to go into extensive detail about the reasons for the rejection. A brief and polite message is sufficient.

7. Keep it concise: A rejection letter/email should be concise and to the point. Long explanations may come across as insincere or patronizing.

8. Send it electronically: An email is an acceptable and efficient way to send a rejection notification. If a candidate has been interviewed in person, a phone call may be more appropriate.

Sending rejection letters or emails is a sign of respect for candidates who have taken the time and effort to apply for the position. It also helps to maintain a positive employer brand and ensures that candidates are left with a favorable impression of your company, even if they weren't selected for this particular role.