How to Compose an Applicant Rejection Letter with Hiring Tools?

Make the right hires every time

Learn how our award-winning applicant tracking system can help you use AI and automation to save time, eliminate manual tasks. Save time and create less applicant rejections letters in the first place by making the right hires every time.
Request demo

Unfortunately, rejection is a part of life. 

So, how do you feel while turning down an applicant? As a hiring manager, it can be difficult to know where to start each time. In this post, we will discuss how to compose a thoughtful applicant rejection letter. Also, how you can automate the applicant rejection process with hiring tools. Because they not only make the process fast and efficient but also less daunting.

By following our tips you’ll be able to compose a letter with hiring tools that is both respectful and kind, while still maintaining a professional tone.

What is a Good Rejection Letter?

hiring tools help you source the best candidate faster

A rejection letter can be a difficult thing to compose. But it is important to do it well as it says a lot about your company. A good rejection letter should provide context for why the candidate was not selected for the position. It should be respectful and succinct.

Furthermore, the tone of the letter should be polite and to the point. The letter is supposed to explain why the applicant wasn’t a good fit for the position and what the next steps are. However, writing and sending rejection letters these days is a breeze with hiring tools.

How to Write a Rejection Letter After an Interview?

hiring tools help you find the best candidates fast

It can be difficult to reject someone after they have put themselves out there, but it’s important to do it the right way. After an interview, it’s still necessary to send a rejection letter that is polite and professional.

So you can start by thanking the candidate for their time, and let them know that the company has decided to go in a different direction. Be sure to state why you chose another candidate, and invite them to apply again in the future.

How to Compose the Applicant Rejection Letter?

hiring tools helps you find best candidates fast

When it comes to hiring, one of the most important tools in your arsenal is the rejection letter. A well-written rejection letter can help to discourage unsuitable candidates and make it clear that you are serious about hiring the best possible candidate for the job. However, crafting an effective rejection letter is not always easy. Here are a few tips to help you write a rejection letter that hits the right note:

1. Be polite and professional. Even though you may be disappointed with a candidate’s performance during an interview, there is no need to be rude or unprofessional in your rejection letter. A simple statement thanking them for their time and wishing them luck in their future endeavors is usually sufficient.

2. Be clear and concise. There is no need to go into great detail about why a candidate was not suitable for the role. A brief explanation of the main reasons why they were not selected should be fine.

3. Avoid using generic language. Generic phrases such as “unfortunately we have decided to pursue other candidates” can come across as impersonal and cold. Instead, try to personalize each rejection letter by including at least some specific feedback about the candidate’s performance during the interview process.

By following these three tips, a rejection letter can be crafted in a way that is both professional and kind. However, sending countless applicant rejection letters can be a difficult task. Take advantage of the AI and do this faster with the help of powerful hiring tools that automate the process.

Applicant Rejection Letter Template

hiring tools and HR templates

The purpose of a rejection letter is simply to provide the applicant with closure and to state the reasons why they were not selected. In order to make this process easier for you, we’ve provided a template that you can use when rejecting a candidate.

Hi [First Name],

Thank you for applying to our company. We were incredibly lucky to receive many qualified applicants. After careful evaluation, we have decided to move forward with other applicants.

Thank you for your time, and we wish you the best.


[Sender Name]

Make the Applicant Rejection Process Easier with Hiring Tools

How to Compose an Applicant Rejection Letter with Hiring Tools


When your business is growing, you may find that you need to bring on new employees to help keep up with the demand. However, the process of finding and hiring new employees can be daunting. Not only do you have to advertise for the position, but you also have to weed through resumes, conduct interviews, and make a decision. You can make the process easier by using hiring tools like EVA-REC and EVA-SSESS that automate most of the tasks like

  • Organizing and compiling applicant information
  • Posting and promoting job openings
  • Tracking the application process
  • Communicating with applicants
  • Crafting and sending applicant rejection letters
  • Onboarding new employees
  • Recording recruiting statistics

Key Takeaways

Although it may be difficult to reject a candidate, following the tips above will help make the process less painful for everyone involved. Remember, hiring is a tough process and you want to find the best possible fit for your company. Taking advantage of the hiring tools can help you automate the process and make it fast and efficient.

EVA-REC is a futuristic ATS that automates and improves the hiring process with AI technology. It arms leading enterprises with world-class features that help them create a rich and immersive hiring experience for recruiters and candidates alike. With EVA-REC, companies can drive merit-based, objective, and fair hiring practices that minimize bias, without dehumanizing the hiring process. 

Schedule a free demo here.


Make the right hires every time

Learn how our award-winning applicant tracking system can help you use AI and automation to save time, eliminate manual tasks. Save time and create less applicant rejections letters in the first place by making the right hires every time.
Request demo

Leave a Reply

Your email address will not be published.

Start hiring top talent faster!

Join the hundreds of companies who are already hiring successfully with Elevatus

Get ready for a tour!

Learn more about our solution and discover everything you can do with Elevatus. Fill in the form below so we can get you started!