Job offer letters are very significant both for the sender and the receiver but no attention is paid to the details in writing a letter to inform a candidate about his rejection. In fact, a majority of the companies do not even consider it important. It is quite justifiable looking at the number of applications that a company receives.
Companies in general have huge budgets for publicity, HR, building relations etc. and ironically they try and cut costs here which is the most inexpensive way of not only generating a goodwill but a step ahead in the employer-employee relationship.
It is an acknowledgement of the applicant's efforts for having interviewed with the company and informing him in writing using the right words will not leave him with any bitterness towards the company which in turn might result in a negative publicity.
It also keeps the options open for the hiring firm to consider him for a position in another department or encourage not only him but his family and friends as well to apply again in future.
The letter should not be a pre formatted one and should be addressed to the applicant (by name). This portrays a sense of prestige attached to the applicant. There is no need to divulge the reasons for of rejection in detail but just a couple of lines discreetly hinting at it are sufficient.
Do not make any false promises for future to avoid any legal entanglements.
The letter should be crisp without appearing to be harsh.
The following sample will give a few clues about the general tone of the letter.
Mr. Punit Rawat
11 A Vaishali
Dear Mr.Punit Rawat,
I am sorry to inform you that we are unable to offer you the position of ‘Systems Analyst' on our project that we discussed during the interviews.I thank you for the immense patience that you have shown to bear with our rigorous and lengthy recruiting procedures.
Our panelists were impressed by your skills and achievements and it would have been our pleasure to have you in our team. We have had a very tough hiring season this year and had to work within stringent budgets and, therefore, could accommodate only a few on board.
I am sure that with the kind of experience and expertise that you have, you will be offered a position befitting your profile in an organization of your choice. I wish you all the best for your future.