Job interviews can be a stressful and time-consuming endeavor. They require plenty of preparation beforehand, and the actual interview itself could last a while. There may even be multiple steps for the interview process in which you have to meet several people within the company. All that hard work is worth it if you are able to land the job. However, more times than not, you are not going to be offered the position. It happens to everyone, and rejection is a natural part of the process. If you are told that you will not be getting the position, it might feel good to cut all ties with that company altogether and sulk around the house, but it can be incredibly beneficial to send the employer an interview rejection letter.
Not many job applicants send a rejection letter, so it can be a good way to make a positive lasting impression on the hiring manager. It is also a good idea to send one if you think you would like to work for the company in the future and remain in consideration for future positions that come up. Thanking the interviewer even when you did not get the job is a good way to build your list of contacts so that you have someone who could potentially help you get a different job. You can also use your rejection letter (or phone call) to ask the hiring manager what you could have done differently to get the position. This can be a very daunting thing to bring up because you are opening yourself up to criticism, but you may gain some valuable insight into your interview style that you can alter for future interviews. You may not feel like thanking someone for not hiring you, but it can pay off in the long run.
Your interview rejection letter should be addressed to the person or people who interviewed you. Address the person formally by “Mr.” or “Ms.” unless you were told in the interview that you could address him or her by first name. Next, you want to thank the hiring manager for meeting with you and considering you for the job.
It is okay to express a certain degree of disappointment in not getting the job, but you do not want to dwell on that aspect. You want your focus to be on what impressed you about the company and the position you were applying for. This is an excellent way to transition into talking about how you would like to be considered for future job openings and to stay in touch with the interviewer.
Your concluding paragraph should reaffirm your positive feelings toward the interview process as a whole. You want to focus on the positives throughout this letter so that the hiring manager does not think you are bitter about not getting the job. You can reiterate your desire to learn about future job openings, and then end it with a “Best Regards.” By following this structure, you will be demonstrating your maturity and reaffirm the idea that you would be a fantastic employee. You may not be getting that job now, but you will be putting yourself in a much better position to get it later.
You can send your letter through email or through regular snail-mail. Although thank you notes are typically recommended to send through email so it can get to the interviewer more quickly, there is no longer that time crunch with the rejection letter. Your letter should go something like this:
Dear Mr. Potter,
Thank you so much for meeting with me to discuss the position of Lead Programmer at your company. Although I was admittedly disappointed to not get the job, I sincerely appreciate you taking time out of your busy schedule to meet with me.
I hope you will keep my materials on file for future openings. I was thoroughly impressed to learn more about the company, and after hearing about everything expected of the position, I feel like I could be an asset in any job that could utilize my skillset and experiences.
Again, thank you so much for considering me for the position. I hope we have an opportunity to work together in the future.
Sending this type of letter is great for making yourself stand out among the pool of applicants the hiring manager had to see, and you will be fostering a great reputation for yourself within the community.