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Not hiring that candidate? Follow these six steps to write your letter of regret

by , 27 May 2014
Candidates put a lot of effort when applying for a job. And it's painful when they don't get the position. But, what's more painful is applying to a company only to be ignored.

Many companies don't reply to tell applicants they didn't make it. Big mistake.

This is unprofessional and it also paints your company in a bad light.

If an applicant isn't suitable, don't keep quiet, write a letter of regret and make sure you follow these six steps.


Your 57 assistants for new employees are on stand-by

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.

You'll have to start at the beginning... but thankfully not from the very beginning. We have 57 assistants on stand-by, ready to help you with all your employment contracts, company policies, disciplinary procedure needs.


Six steps to follow when you write a letter of regret

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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Stick to this rule when you write a letter of regret

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.

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