What are the guidelines for writing and sending rejection letters?

The choice that emphasizes being personable and specific while including a contact person is the most effective approach to writing and sending rejection letters. This method acknowledges the effort that the applicant put into the application process and expresses respect for their time and interest. A personalized rejection letter shows empathy and consideration, which can help maintain a positive relationship with the candidate.

Additionally, providing a contact person allows the applicant to seek feedback or clarification if desired, facilitating a constructive dialogue and demonstrating the organization’s willingness to support applicants in their career journeys. This practice not only reflects well on the organization, but it can also contribute positively to its reputation in the job market, making it more attractive to potential future candidates.

In contrast, the other approaches, such as sending generic templates immediately or keeping the letters brief and impersonal, may come across as dismissive and could damage the organization’s image. Using overly formal language and avoiding personalization can also lead to a lack of connection with the applicant, making the rejection feel cold rather than respectful.