How to Write a Rejection Letter to an Internal Candidate ?

Rejecting an internal candidate applicant requires sensitivity and care. Unlike external job candidates, internal candidate applicants are already contributing to your organization and have expressed a desire to grow within it. A rejection, if not handled thoughtfully, can impact their morale and future engagement.

Last update:
01/01/2024
How to Write a Rejection Letter to an Internal Candidate ?

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A well-written rejection letter goes beyond delivering an explanation of the decision—it’s an opportunity to acknowledge the candidate’s value, provide constructive feedback, and encourage future growth.

This article outlines the key steps to craft a respectful rejection letter that supports the candidate’s development while preserving their motivation and commitment to the company.

How to Write a Rejection Letter to an Internal Candidate


Portrait man writing letter


Rejecting an internal candidate is a delicate task. Unlike external candidates, internal applicants are already part of the company and have invested a large number of their time and effort into the application process. It’s crucial to handle this situation with empathy and professionalism. A well-crafted rejection letter can help preserve their morale, keep them motivated, and demonstrate that they are valued members of the team.

Below, we provide a step-by-step guide to writing a respectful and constructive rejection letter to an internal candidate.

1. Start with Gratitude

Begin your rejection letter by expressing appreciation for the former internal applicant or candidate’s interest in the position and the effort they put into the application. Acknowledge their ongoing contributions to the company and reinforce their value within the team. This sets a positive tone for the rest of the letter.

Example:

"Thank you for applying for the [Job Title] position. We truly appreciate the time and effort you’ve dedicated to the application process, as well as your continued contributions to [Company Name]."

2. State the Outcome Clearly

Be direct and clear about the decision. It’s important to communicate the rejection in a straightforward manner so the candidate isn’t left wondering about the outcome. This step helps avoid confusion and provides closure.

Example:

"After careful consideration, we have decided to move forward with another external candidate for the [Job Title] position."

3. Offer Constructive Feedback (If Appropriate)

If feasible, offer specific feedback on the candidate’s application or interview performance. Focus on areas where they could improve or skills they could further develop. This feedback can help the candidate grow professionally and can also show that their efforts are valued.

Example:

"While we were impressed by your experience in [specific skill], the selected candidate had more expertise in [specific area]. We encourage you to continue building your skills in [suggested area for improvement]."

4. End on a Positive Note

Conclude the letter by reaffirming the candidate’s importance to the culture fit the organization and encouraging them to apply for future opportunities. This leaves the door open for future growth and maintains the candidate’s sense of belonging within the company.

Example:

"We sincerely appreciate your hard work and dedication to [Company Name]. We encourage you to apply for future opportunities, and we look forward to your continued success within the company."

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Example of Rejection Letter:


Here are two examples of internal rejection letter letters that incorporate one candidate the other candidates the key elements discussed:

Example 1:

Subject: Your application for [Job Title] at [Company]

Dear [Candidate Name],

Thank you for your interest and qualifications in the [Job Title] position and for the time you dedicated to the interview process. We were impressed with your own skills, experience and qualifications. After careful consideration, we have decided to proceed with another candidate and person who more closely meets the very specific requirements, qualifications and needs of the role.

We truly appreciate your interest in the position and encourage you to pursue it to continue your professional goals of developing your expertise. You remain a valued member of our team, and we look forward to your continued contributions.

Best regards,

[Your Name]

[Your Job Title]

[Company]


Example 2:

Subject: Update on Your Application for [Job Title]

Dear [Candidate Name],

Thank you for applying for the [Job Title] position at [Company]. We appreciate the time and effort you put into the interview and selection process.

After reviewing the qualifications of all applicants, we have decided to move the candidacy for this position forward with another candidate. While your experience is impressive, we feel the selected candidate has more experience in [specific skill/area of interest].

We encourage you to apply for your position and future opportunities, and we are excited to continue working with you here at [Company].

Thank you again for your interest and commitment to [Company].

Best regards,

[Your Name]

[Your Job Title]

[Company]


Best Practices for Managing Candidate Expectations


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Managing expectations is a key part of the hiring process, especially with internal candidates who are already familiar with the company culture and job responsibilities. Here are some best practices to keep in mind:

  1. Communicate Clearly: Be transparent about the hiring process, timelines, and selection criteria. Keeping the candidate informed helps them understand how decisions are being made.
  2. Provide Regular Updates: Keep the internal candidate updated throughout the interview process, especially if the decision timeline changes. Regular updates prevent uncertainty and demonstrate that you respect their time.
  3. Offer Constructive Feedback: Whether or not the candidate is selected, provide feedback about their application and interview performance. This helps them identify areas for improvement and shows that you care about their development.
  4. Encourage Future Applications: Make it clear that you want the candidate to continue applying for internal opportunities. Let them know they are valued, and their next opportunity could be just around the corner.

For those wanting to improve their interview skills, take a look at our article on Attitude Interview Questions, which can help you better prepare for your next interview.

Final Tips for Writing an Effective Rejection Letter


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  1. Be Clear and Concise: Keep your message brief and to the point, without sacrificing warmth or empathy.
  2. Maintain a Professional Tone: Even though rejection is difficult, always be respectful and polite in your communication.
  3. Provide Actionable Feedback: Where appropriate, offer suggestions for professional development or areas to improve.
  4. Encourage Future Growth: Remind the candidate that they are valued and encourage them to apply for future openings.
  5. Use Rejection as an Opportunity for Engagement: A well-written rejection letter can help strengthen your relationship with the candidate, ensuring they remain a motivated and engaged employee.
For candidates refining their resumes for future opportunities, our guide on Helped Synonyms for Resume can enhance your application with stronger action verbs.

Conclusion


Writing a rejection letter to reject an internal candidate requires a balance of professionalism, empathy, and respect. By following the steps outlined in this article, you can deliver the bad news in a way that encourages further growth opportunities and maintains a positive relationship with the employee.

A thoughtful, well-crafted internal rejection letter not only helps soften the impact of a well-written rejection email, but also shows that you value the and reject an internal candidate who’s contributions and see potential for their continued success within the company.

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Frequently Asked Questions (FAQ)

Should I always provide feedback in a rejection letter?

Offering feedback can be very helpful to employers, especially for internal candidates, employees and job applicants, as it provides direction for the person in their professional growth. If honest feedback isn’t feasible, a polite and appreciative tone can still convey respect.

How soon should I notify an internal candidate of rejection?

Notify the candidate as soon as possible, ideally within a few days of making the final decision made, to avoid unnecessary uncertainty. This shows respect for their time and helps them move forward quickly.

Is a rejection letter necessary if I’ve told the candidate in person?

Yes, a rejection letter is still necessary as it serves as official confirmation of reject, and reinforces the message of reject itself being rejected. It also provides clarity and maintains the applicant a sense of professionalism.

How can I encourage future applications from an internal candidate?

Let them know that you value their contributions and encourage them to apply for future opportunities. Offering suggestions for career development can also motivate them to keep growing within the organization.

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