Recruitment Template Letters

Recruiting basic template letters

I often hear from job seekers that they never heard from an employer about a job they applied for.  This is a crucial step in the recruiting process, yet one so many organisations forget to do this.

As a charity or good business, remember that these people may be some of your biggest supporters or even donors. Any candidates who do not make the shortlist should be sent a timely letter or email advising that they have been unsuccessful. Need a template – check out mine below:

Note, these are pretty basic, and you might want to personalise these to suit your organisation.

 


 

Application received

Dear [first name],

Thank you for your application for the position of [position] at [organisation].

We will be reviewing all applications after the closing date on [date] and will make contact with you to let you know if you have been selected for an interview.

Thank you for considering [organiastion name] as your possible employer.  We will contact you again as quickly as possible.

Yours sincerely,

[Your name]

 


Not successful/Not shortlisted

Dear [first name],

Thank you for your application for the position of [position] at [organisation].

I regret to advise that we have decided not to take your application further.  While you appear to have many of the abilities and attributes sought for this job [or other feedback], our assessment is that other applicants match the selection criteria more closely.

We appreciate the time and energy that go into submitting a resume, cover letter, and application.  Thank you for investing the time to apply to [organisation]. All the best for your job search.

Yours sincerely,

[Your name]

 



Invite for an interview

Note: always ring them first and then send a follow-up email with details!

Dear [first name],

Thank you for your application for the position of [position] at [organisation].

As discussed on the phone, [organisation and people they will meet] would like to meet with you on [Date] at [Time] at [Place] for a preliminary interview. [Add any details about how to find you].

If you have any questions regarding the position, the selection process, or the status of your application, please email me on [email address]

Thank you for considering [organisation] as your possible employer.

Yours sincerely,

[Your name]



Unsuccessful interview

These should be more tailored and give the applicant feedback. You should only have to do this a few times and you might want to wait until your lead candidate accepts the role! 

Dear [first name],

Thank you for your application for the position of [position] and for joining us for an interview.

We have now completed the selection process for this position. Unfortunately, your
application has not been successful. The fact that you were shortlisted demonstrates that you have many of the attributes we were seeking. However, after careful consideration, we concluded that another candidate better met the requirements of the particular position.

We do appreciate you taking the time to interview with us and encourage you to apply for other openings at [organisation] in the future.

Again, thank you for meeting with me.

Best regards,

[Your name]

 

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