Post Interview Decline Letter
Overview of this form
The Post Interview Decline Letter is a formal communication sent to job applicants who have been interviewed but were not selected for the position. This letter expresses appreciation for the candidate's time and effort while maintaining professionalism and clarity. It is important to use this type of letter to ensure a respectful and transparent hiring process, distinguishing it from other rejection communications by specifically acknowledging the interview stage.
Key parts of this document
- Applicant's name and contact information
- Date of the letter
- Employer's name and contact information
- Reference to the position applied for
- A brief message conveying appreciation for the applicant's time
- Encouragement for the applicant to apply for future positions if applicable
When to use this document
This form is useful when you need to inform a candidate that they were not selected after an interview. It is appropriate in situations where you want to maintain goodwill and professionalism, especially if the candidate showed potential for future opportunities in your organization. Sending a formal rejection letter helps keep the candidate informed and can enhance your company's reputation as an employer.
Intended users of this form
This form is intended for:
- Human resources professionals
- Hiring managers
- Recruiters
- Companies looking to provide clear communication to job applicants
How to complete this form
- Identify the applicant's full name and address.
- Enter the date on which the letter is being sent.
- Fill in the employer's name and address details.
- Specify the job position the applicant interviewed for.
- Compose a respectful message expressing gratitude for their interview.
- Sign the letter to formalize the communication and encourage future applications if appropriate.
Is notarization required?
Notarization is not commonly needed for this form. However, certain documents or local rules may make it necessary. Our notarization service, powered by Notarize, allows you to finalize it securely online anytime, day or night.
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Make edits, fill in missing information, and update formatting in US Legal Forms—just like you would in MS Word.
Download a copy, print it, send it by email, or mail it via USPS—whatever works best for your next step.
Sign and collect signatures with our SignNow integration. Send to multiple recipients, set reminders, and more. Go Premium to unlock E-Sign.
If this form requires notarization, complete it online through a secure video call—no need to meet a notary in person or wait for an appointment.
We protect your documents and personal data by following strict security and privacy standards.
Common mistakes to avoid
- Using a generic template without personalizing it for the candidate.
- Failing to include the job title or date of the letter.
- Not expressing appreciation for the candidate's time and effort.
- Neglecting to provide an option for potential future applications.
Why use this form online
- Convenient access to legally drafted templates tailored by attorneys.
- Editable format allows for easy customization to fit specific situations.
- Reliable and consistent communication for handling post-interview rejections.
Main things to remember
- The Post Interview Decline Letter is essential for maintaining professionalism after interviews.
- Personalizing the letter can improve the candidate's experience even in rejection.
- Following a clear format helps ensure all necessary information is communicated effectively.
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FAQ
If they were interviewed, it's best to tell them the news over the phone. If the individual didn't interview, inform them that they won't be hired over email. The best strategy, whether you're speaking on the phone or communicating over email, is to be polite but direct and to-the-point about your decision.
Let the candidate know ASAP. Many hiring managers wait until the end of the hiring process before they notify unsuccessful candidates. Pick up the phone. Keep it brief. Personalize, personalize, personalize. Be honest. Ask for feedback.
Thank the candidate warmly. Cold: Thank you for applying to the POSITION at COMPANY. Leave the door open. Cold: We'll keep your application on file should another position become available. Try to provide a satisfying explanation. Identify a strength. Conclusion.
Use the following job rejection letter sample template to help you inform unsuccessful candidates of your decision. Dear (name), Thank you for taking the time to speak to us about the position, (job title). We regret to inform you that (organization) will not be pursuing your candidacy for this position.
Get straight to the point. Give them feedback. Let the candidate know that there may still be a chance. Wish them good luck. Send it as soon as possible. Write different rejection letters for each stage in the hiring process. Keep it personal. Thank the candidate.
Let the candidate know ASAP. Many hiring managers wait until the end of the hiring process before they notify unsuccessful candidates. Pick up the phone. Keep it brief. Personalize, personalize, personalize. Be honest. Ask for feedback.
Be Prompt. Show Appreciation. Give a Good Reason. Keep It Short and Professional. When It's Not a Good Fit. When You Need More Money. Considering the Company Culture or Reputation. Declining an Offer After Accepting It.
Be honest. They don't say that honesty is the best policy for nothing. Prepare yourself. Do it face to face. Stick with "I" statements. Know that what you're feeling is normal. Avoid putting it off. Don't give false hope.
