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Your office manager Jenny has resigned. You're now faced with recruiting her replacement, and compiling his job description. It's a simple copy-and-paste from Jenny's, right? Wrong! Jenny's been with company for twenty years and her employment contract didn't include half of the company policies you've implemented in recent years.
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Smallbusiness.chron.com outlines the following six steps you must follow when you write a letter of regret:
Step 1: Briefly explain that you chose another applicant for the position.
Step 2: Address the letter to the applicant by title and last name. For example, say 'Dear Ms. Johnson.'
Step 3: Thank the applicant for her interest in your company and the position. For example, 'Thank you for your interest in the graphic design position at my business.
Step 4: Explain in one sentence that the reason you're declining the applicant is because you found another applicant with more experience or skills that match the job responsibilities of the position better.
For example, say 'although your skills are impressive, I've selected another applicant with skills that are a better fit to the responsibilities of this position.'
Step 5: Close the letter by wishing the applicant well in her job search and then follow with 'Sincerely,' and your full name and title.
For example, 'thank you again for your interest in working at Barks Pet Treats. I wish you well in your job search. Sincerely, Andrea Rittin, Owner, Barks Pet Treats.'
Step 6: Send the letter to the applicant.
If you want a sample letter of regret, check out the Labour Law for Managers Loose Leaf Service.
We also advise you to never forget this rule when you write a letter of regret...
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Whether you want to:
The Labour Law for Managers Loose Leaf Service says you must provide feedback that's fair and substantiated.
This mean, you must focus on the criteria for the position. You mustn't include any statements or reasons that could be seen as discriminatory.
If you overlook this, the applicant could take you to the Labour Court for unfair discrimination. But, following these six steps will help ensure you write a letter of regret that's fair and professional.