Post Interview Decline Letter
Understanding 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 serves to notify applicants of their application status respectfully and professionally. Unlike informal rejection notices, this letter maintains a standard format and tone, which helps preserve the company's reputation and fosters goodwill with candidates for future opportunities.
What’s included in this form
- Sender's information: Includes the name, title, and company of the sender.
- Recipient's information: Contains the name and address of the applicant.
- Date: The date the letter is being sent.
- Subject line: Clearly indicates that the letter is a rejection notice.
- Body of the letter: Politely informs the applicant of the decision and may include an invitation to apply for future positions.
- Closing: A courteous sign-off with the sender's name and signature.
When this form is needed
This form should be used after a candidate has been interviewed for a job but is not selected for the position. It is ideal for ensuring that candidates receive timely and courteous feedback, which is an important aspect of maintaining a positive employer brand. Using this template can streamline the rejection process, allowing employers to focus on new candidates without neglecting those who were interviewed.
Who this form is for
- Human Resources professionals managing recruitment processes.
- Hiring managers who wish to notify candidates of their application status.
- Anyone involved in the interview process who is responsible for candidate communication.
How to complete this form
- Identify the sender and recipient: Fill in the sender's details and the recipient's name and address.
- Enter the date: Clearly indicate the date of the letter at the top.
- Write the subject line: Specify that this letter is a rejection notice.
- Compose the body: Politely inform the candidate of their non-selection and encourage them to apply for future openings.
- Sign the letter: Include the sender's signature at the bottom to validate the document.
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
- Being overly informal in language, which may come off as unprofessional.
- Failing to personalize the letter, making it feel generic.
- Not providing any reasons for rejection, which can leave candidates dissatisfied.
- Missing key details such as the date or the sender's information.
Why complete this form online
- Convenience: Easily customizable to fit specific hiring processes.
- Editability: Adjust wording to suit the company's tone or policies.
- Time-saving: Streamline the candidate rejection process with a ready-made template.
- Professional appearance: Ensures that communications with candidates maintain a standard format.
Quick recap
- The Post Interview Decline Letter is essential for professionally notifying candidates of their application status.
- This form helps maintain good relationships with applicants for future opportunities.
- Using a standardized form can save time and reduce errors in communication during the recruitment process.
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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.
