Are you an employer who has to send out regret letters to job applicants? It’s not the most enjoyable task, but it’s important to provide closure to those who weren’t selected for the position. If you’re struggling with how to write a regret letter, don’t worry. We’ve got you covered.
Below you’ll find a sample regret letter to applicant that you can use as a template and tweak as needed. It’s essential to ensure that you’re conveying the message in a professional manner while also being empathetic to the applicant’s situation. With the right approach, you can turn a negative experience for the applicant into a positive one.
Dear [Applicant],
Thank you for taking the time to apply for the [Position] role at [Company Name]. We were impressed with your qualifications and experience and appreciate the effort you put into your application.
Unfortunately, after careful consideration, we have decided not to proceed with your application. We had many qualified candidates, and our decision was a difficult one.
Please know that we appreciate your interest in [Company Name], and we want to encourage you to continue your job search. We believe that you have valuable skills, and we are hopeful that you will find the right opportunity to utilize them.
Again, thank you for considering [Company Name] as part of your job search. We wish you all the best in your future endeavors.
Sincerely,
[Your Name]
Feel free to use this sample regret letter to applicant as a guide and tailor it to your specific situation. Remember to be respectful, professional, and empathetic. Your communication can play a significant role in the applicant’s experience with your company, even if they weren’t chosen for the position.
The Best Structure for a Sample Regret Letter to an Applicant
Writing a regret letter to an applicant can be a challenging and delicate task. It’s important to communicate your decision in a respectful and professional manner while also providing constructive feedback that can help the applicant improve their chances of success in the future. To achieve this, the regret letter should follow a specific structure that Tim Ferriss, a best-selling author and podcast host, refers to as the BAB framework – Before, After, and Bridge.
The ‘Before’ section of the regret letter should clearly state the purpose of the letter and express appreciation for the time and effort the applicant has invested in the application process. This section should also include a statement of regret that the applicant was not selected for the position. It’s important to avoid using language that may sound dismissive or insensitive. Instead, express empathy and understanding towards the applicant’s efforts. For example:
Before: We would like to express our appreciation for your time and effort in submitting your application for the position of Marketing Manager. We understand the level of commitment that goes into preparing an application and are grateful for your interest in our organization. Unfortunately, after a rigorous evaluation process, we regret to inform you that your application was not successful.
The ‘After’ section of the regret letter should provide feedback on the reasons why the applicant was not selected for the position. This feedback should be specific, objective, and constructive. It’s important to avoid making subjective or overly critical comments that may damage the applicant’s self-esteem. Instead, provide actionable feedback that the applicant can use to improve their future applications. For example:
After: Our selection committee determined that your application lacked the required qualifications and experience for the position. Specifically, we were looking for candidates who had a minimum of five years’ experience in digital marketing strategy and expertise in executing multi-channel campaigns. While your application highlighted some impressive accomplishments, including your experience in social media marketing, we found that this experience was not directly relevant to our current needs. We recommend that you continue to develop your skills and experience in areas such as email marketing, content marketing, and search engine optimization.
The ‘Bridge’ section of the regret letter should conclude the message with a positive and supportive note. This section should encourage the applicant to continue developing their skills and experience and suggest ways in which they may be able to connect with your organization in the future. It’s important to maintain a positive relationship with applicants even if you cannot offer them a position. For example:
Bridge: We recognize the potential in your application and would like to encourage you to continue developing your skills and experience in the areas mentioned above. We welcome you to keep an eye out for other open positions in our organization in the future where your qualifications may be better suited. We thank you again for considering our organization and wish you the best in your career pursuits.
In conclusion, using the BAB framework can help structure a regret letter in a way that is both supportive and constructive. It’s never easy to communicate rejection, but by following this framework, you can provide feedback that can help the applicant improve their future applications while maintaining a positive relationship with your organization.
7 Sample Regret Letters for Different Reasons
Regret Letter: Insufficient Qualifications
Dear [Applicant],
We appreciate the time and effort you put into applying for the position at [Company Name]. After careful consideration, we regret to inform you that we cannot move forward with your application due to insufficient qualifications.
We received a significant number of applications, and the competition was fierce. We can only consider candidates who meet our minimum qualification criteria. Although your credentials are impressive, we were looking for someone with more experience.
We encourage you to continue your search for other opportunities, and we wish you the best of luck in your future endeavors. Thank you again for your interest in our company.
Sincerely,
[Your Name]
Regret Letter: Fit for the Position
Dear [Applicant],
Thank you for taking the time to apply for a position at [Company Name]. Although we were impressed with your qualifications and experience, we have decided to move forward with another candidate who is a better fit for the position.
We believe that the position requires someone with a set of skills and expertise that match the job responsibilities. After careful consideration, we have decided that another candidate’s experience more closely aligns with our needs, making them a better fit for the position.
We appreciated the time and effort you put into your application, and we hope that you will consider applying for other positions at our company in the future. Thank you again for your interest in [Company Name].
Best regards,
[Your Name]
Regret Letter: No Openings Available
Dear [Applicant],
Thank you for your interest in [Company Name]. We have received your application for the position, and we appreciate the time and effort you put into it.
However, we regret to inform you that we won’t be able to invite you for an interview at this time, as we currently don’t have any openings that match your skills and experience. We will keep your resume on file and review it again once an opening arises that we believe you may be a fit for.
Thank you once again for your interest in our company, and we wish you the best of luck in your future job search.
Best regards,
[Your Name]
Regret Letter: Salary Expectations
Dear [Applicant],
Thank you for applying for a position at [Company Name]. We appreciated the time and effort you put into your application. However, after reviewing your salary expectations, we regret to inform you that we cannot offer you the compensation package you requested.
We understand that salary is an essential factor in considering employment. Unfortunately, we have budget constraints that limit what we can offer you at this time. We hope that you will understand our position and will continue your search for other job opportunities.
Thank you again for your interest in [Company Name]. We wish you all the best in your future job search.
Sincerely,
[Your Name]
Regret Letter: Unprofessional Conduct
Dear [Applicant],
Thank you for your interest in [Company Name] and for taking the time to apply for a position. After reviewing your application, we regret to inform you that we cannot move forward with your candidacy due to unprofessional conduct during the application process.
We were disappointed to learn that you were disrespectful to our staff and made inappropriate comments during the application process. Our company culture values professionalism, collaboration, and teamwork, and we can only consider candidates who embody these values.
We wish you the best in your future job search and hope that you will consider the impact of your behavior in your future professional endeavors.
Sincerely,
[Your Name]
Regret Letter: Delayed Application
Dear [Applicant],
Thank you for your interest in the position at [Company Name]. Unfortunately, we regret to inform you that we cannot move forward with your application as the deadline has passed.
We received a significant number of applications, and we had to make a decision based on the timeline provided in the job posting. Although your qualifications match the position requirements, we had to consider the applications submitted within the given timeline.
We encourage you to read job postings carefully and apply within the stated deadline in your future job search. Thank you again for your interest in [Company Name].
Best regards,
[Your Name]
Regret Letter: Employment Verification
Dear [Applicant],
Thank you for applying for the position at [Company Name]. We appreciate the time and effort you put into your application. Unfortunately, after conducting an employment verification check, we regret to inform you that we cannot move forward with your candidacy.
The employment verification process revealed that the information you provided on your application was inaccurate, and we cannot hire someone who is not truthful in their employment history.
We encourage you to provide accurate information during the application process and wish you the best of luck in your future job search.
Best regards,
[Your Name]
Related Tips for Writing a Sample Regret Letter to an Applicant
If you’re in a hiring position, it’s likely that at some point, you’ll have to send a regret letter to an applicant who did not make the cut. While it’s never easy to deliver disappointing news, there are certain tips that can help make the experience a little less difficult for both parties involved. Here are some tips to keep in mind when writing a sample regret letter to an applicant:
- Be timely: It’s important to send the regret letter as soon as possible following the decision. Ideally, you should send it within a few days of making the decision so that the applicant isn’t left hanging and can move on with their job search.
- Be professional: While it may be tempting to include personal opinions or emotions, it’s important to keep the letter professional. Stick to the facts and maintain a respectful tone throughout the letter.
- Provide feedback: While it’s not required, it’s a good idea to provide the applicant with some feedback on why they weren’t chosen for the position. This can help them improve for future job applications and shows that you value their efforts.
- Express gratitude: Even though the applicant may not have been selected for the position, it’s important to express your gratitude for their time and effort in applying for the job. This can help maintain a positive relationship between the applicant and the company for future opportunities.
- End on a positive note: The regret letter doesn’t have to be completely negative. End the letter on a positive note by wishing the applicant the best of luck in their future job search. This can help soften the blow of the rejection and maintain a positive relationship.
By keeping these tips in mind, you can deliver a regret letter to an applicant in a professional and respectful manner that helps maintain a positive relationship between the applicant and the company for future opportunities.
Frequently Asked Questions about Sample Regret Letter to Applicant
What is a sample regret letter to applicant?
A sample regret letter to an applicant is a formal letter expressing the decision of an organization not to offer a job or role to an individual who has applied for it.
Why do organizations use regret letters?
Organizations use regret letters to inform candidates who were not selected for a position about the decision and to provide closure to the recruitment process. These letters help to maintain a positive relationship with the candidate, minimize negative feedback and prevent any further inquiries about the role.
What should be included in a regret letter to an applicant?
A regret letter to an applicant should include the following elements: a clear statement of the decision, a phrase of gratitude for the candidate’s interest and effort, a brief reason for the non-selection, and an expression of good wishes for future endeavors.
When should the regret letter be sent?
The regret letter to an applicant should be sent as soon as possible after the decision has been made, preferably within a week of the final decision being made.
How can the tone of the regret letter be kept professional and positive?
Letters of regret should have a positive and professional tone. This is achieved by being empathetic towards the candidate’s efforts in the recruitment process, and by identifying positive qualities of the candidate such as their strengths and qualities that may have implications in the company’s future hiring processes.
What is the importance of a well-written regret letter to an unsuccessful candidate?
A well-written regret letter provides the candidate with a positive impression of the organization and helps to maintain a good relationship with the candidate by acknowledging their efforts and time spent in the recruitment process. This can help build the company’s reputation and increase the number of highly skilled candidates in the future.
Can a regret letter be followed up with feedback for the unsuccessful candidate?
Some organizations choose to follow up with unsuccessful candidates with feedback to help the candidate improve for future job interviews. It is important to assess the benefits to the candidate and the company in doing so while also ensuring to follow the guidelines of such a practice in terms of legal, ethical and professional requirements.
Thanks for tuning in!
It’s never easy to deliver disappointing news, but we hope our sample regret letter has provided some guidance for your own communication processes. Remember to always be honest, professional, and empathetic in your correspondence. Don’t forget to come back and visit us for more helpful advice and resources. Until next time!