Post Interview Decline Letter
What this document covers
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 serves to inform candidates of the decision respectfully and professionally, maintaining good relations and providing closure. Unlike generic rejection notices, this form is specifically crafted to acknowledge the interview process, making it more personal and suitable for maintaining a positive image of the hiring organization.
Key components of this form
- Date of the letter
- Recipientâs name and address
- Salutation
- Expression of gratitude for the candidate's time and effort
- Clear statement of rejection
- Invitation to apply for future positions (optional)
- Closing and signature
Common use cases
This form is utilized after an interview process has been completed, and a decision has been made not to hire the candidate. It's suitable for use in situations where a formal notification is necessary to inform applicants of their status. Sending a Post Interview Decline Letter helps uphold professionalism and can be beneficial for future recruitment efforts.
Intended users of this form
The following individuals or organizations should consider using this form:
- Hiring managers
- Human resources professionals
- Recruiters involved in the interview process
- Business owners conducting their own hiring
Steps to complete this form
- Enter the date of the letter at the top.
- Fill in the candidate's name and address.
- Begin with a proper salutation addressing the candidate.
- Express gratitude for the candidateâs time and effort during the interview.
- Clearly state that the decision has been made to decline their application.
- Optionally, invite the candidate to apply for future positions.
- Close the letter with a polite sign-off and your signature.
Notarization requirements for this form
This form does not typically require notarization to be legally valid. However, some jurisdictions or document types may still require it. US Legal Forms provides secure online notarization powered by Notarize, available 24/7 for added convenience.
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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.
Typical mistakes to avoid
- Using a generic template without personalization
- Failing to express gratitude for the candidate's efforts
- Not being clear about the decision
- Sending the letter too late after the decision has been made
- Using overly formal or confusing language
Benefits of completing this form online
- Easy editing to tailor the message to each candidate
- Quick download and printing options
- Access to professionally drafted content by licensed attorneys
- Ability to keep a record of correspondence with potential hires
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.
