No applicant likes to hear “no” and most HR decision-makers don’t find it easy to write a rejection letter either. It’s easy to reach for the run-of-the-mill standard text such as “Unfortunately, we have to inform you that we have decided in favor of another candidate”, but in most cases, recruiters are not doing themselves or their company any favors. Because even if the decision was not in the candidate’s favor, you can make a positive impression on them with a good rejection letter.

Stand out with individual rejection letters

The effort you put into your rejection letter will pay off, especially in terms of your employer branding. Job searches and applications are a popular topic of discussion among friends and acquaintances. This is precisely where every company has the opportunity to present itself positively in comparison to the vast majority of companies. Wordings specialist Sabine Hödl from wortwelt analyzed 100 rejection letters in 2014. The result was that only 2 of the 100 companies dispensed with clichés and empty phrases in favor of an individual rejection letter. Companies often invest a lot of money in personnel marketing measures to improve their employer image. Individual rejection letters that reflect the employer promise should be part of this, especially as they are very inexpensive in comparison and – as we have seen – almost unrivaled.

Don’t forget that most candidates invest a lot of time and effort in their applications. It’s almost good form to respond with a little effort. Even if you receive up to 50 or more applications, a short, personal note in the rejection letter should be enough.

Tips for formulating good rejection letters

Whether you are accepting or rejecting: Don’t let your candidates wait longer than 1 week. Feedback is always better than no rejection letter at all!
Personal contact is the be-all and end-all. If there is not enough time for a personal rejection letter, a short phone call could solve the problem. This also gives the candidate the opportunity to ask for feedback.
Make sure that your feedback remains objective and appreciative.
Fairness generally plays a major role in the entire application process. Studies have shown that rejected candidates remain positive about the company as long as they are convinced of the fairness of the entire process.
The same applies to honesty. Avoid empty, unfulfillable promises. If you really want to include the candidate in your talent pool, be sure to let them know, but don’t use this opportunity as an excuse to keep the applicant quiet for the moment.
Everyone wants to be treated openly and respectfully – and not just in the workplace. Start implementing this in your rejection letters.