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Thank you letter for applicants from employer
September 02, 2018 Anniversary Wishes No comments

This Manager Won't Hire You Unless You Write A Thank-You Email, And by one rule: If a candidate doesn't write a thank-you email after an interview, . Not knowing where you stood with your boss was considered more.

Applicants should receive timely communication from the search committee chair to inform them of their status in a search process. The chair can contact applicants by phone, send them written letters, or ask the search administrator to use the email notification options in the online system to notify applicants.

Communicating With Applicants that WILL Be Invited to Interview

The search committee chair or search administrator should contact the applicants to be interviewed by telephone, by sending a letter in the mail, or email to schedule interviews. When applicants are contacted by telephone, they should be given the opportunity to speak directly to the OSU representative inviting them for an interview. If search committee chairs or administrators are not successful in reaching applicants by phone, the applicants should be notified by mail or email, and allowed a minimum of seven calendar days to respond to the invitation to interview. Written invitations to interview must include the date by which the applicants must respond to the invitation. It must also state that failure to respond by the deadline date will result in removal of the applicant’s name from the list of qualified applicants. Records indicating each applicant’s response to an invitation to interview must be maintained as part of the search file.

Communicating With Applicants that WILL NOT Be Invited to Interview

Applicants who were not selected for the first round of interviews should be informed of their status before moving forward with interviews. Applicants that may be interviewed at a later date should also be notified of their status in the search. Sample letter:

SAMPLE “No Interview” Letter to Applicants

Applicant
Address

Dear (Name):

Thank you for your interest in the (position title) position in the (department) at Oregon State University, and taking the time to submit your application information.

We received applications from many qualified individuals for this position opening. After reviewing the applications, we had to determine those individuals who would receive further consideration in our search process and those who would not. You were not among those selected for further consideration.

We sincerely appreciate the time and effort you dedicated to applying for this position and wish you success in your job search.

Sincerely,

Search Committee Chair Name

Use of Auto-Generated (No Interview) Emails in the Online PD and Recruiting System

There are two system auto-generated emails that may be used to notify applicants that they will NOT be invited to interview. System generated emails are impersonal, and it is NOT recommended that these emails be used unless the pool of applicants is so large that it would be unreasonable to send letters or phone each applicant to notify them of their status.

Email Subject Line:  Status of Your Employment Application with Oregon State University

Email Content:   

Thank you for your interest in the following position at Oregon State University. We received applications from many qualified applicants for this position. The purpose of this message is to inform you that your application received full consideration, but you are not among those selected for further consideration.

(The following fields auto-populate from the posting):
Appointment Type:
Position Title:
Department:

Thank you.

Email Subject Line:  Status of Your Employment Application with Oregon State University

Email Content:   

Thank you for your interest in the following position at Oregon State University. The purpose of this message is to inform you that your application is still under consideration at this time.

(The following fields auto-populate from the posting):
Appointment Type:
Position Title:
Department:

Thank you.

Communication with applicants is a critical piece of the recruitment process.

Timely communication with applicants, to make them aware of their status in a search, results in positive experiences for our applicants, even when they may not be interviewed or selected for a position. It demonstrates that OSU cares that these applicants have taken their time to apply to our positions.

Sending Notification to Applicants Interviewed and Not Selected

Before an announcement of a new appointment is made, the other applicants that were interviewed but not selected should be notified in writing or by phone. The chair can contact applicants by phone, send them written letters, or ask the search administrator to use the email notification options in the online system to notify applicants. A sample letter is provided below.

SAMPLE “Interviewed – Not Selected” Letter to Applicants

Applicant
Address

Dear (Name):

Thank you for your interest in the (position title) position in the (department) at Oregon State University. On behalf of the search committee, I would like to thank you for taking the time to interview for this position.

At this time, I regret to inform you that you were not selected for this position. I encourage you to continue seeking employment at Oregon State University, and hope that you are successful in your future endeavors.

Sincerely,

Search Committee Chair Name

Use of Auto-Generated (Interviewed – Not Selected) Emails in the Online PD and Recruiting System

System generated emails are impersonal, and it is NOT recommended that these emails be used unless the pool of applicants is so large that it would be unreasonable to send letters or phone each applicant to notify them of their status. Auto-generated emails should never be sent to applicants until the hiring manager has a signed, accepted offer of employment from their applicant of choice. If for any reason the applicant of choice declines a written offer of employment, the committee may revisit the remaining applicants that interviewed for the position before making a decision to cancel or extend their search.

  • Interviewed – Not Selected

Email Subject Line:  Status of Your Employment Application with Oregon State University

Email Content:

Thank you for your interest in the following position at Oregon State University. We received applications from many qualified applicants for this position. On behalf of our committee, I wish to thank you for taking the time to interview for this position. After careful consideration of each candidate’s qualifications for the position, we have selected another candidate for the position.

 (The following fields auto-populate from the posting):
Appointment Type:
Position Title:
Department:

Thank you.

Communication with applicants is a critical piece of the recruitment process. Timely communication with applicants, to make them aware of their status in a search, results in positive experiences for our applicants, even when they may not be interviewed or selected for a position. It demonstrates that OSU cares that these applicants have taken their time to apply to our positions.

This shows your potential employer that you're the kind of team player with ethics that they Why Should I Write a Thank You Note After My Interview? .. If you were interviewing for a job with a substantial amount of applicants, you may have .

Writing a Thank You Letter

thank you letter for applicants from employer

Sending a thank-you note after an interview, networking event, or any other event related to your job search, is a great way to show your professionalism. It is also a way to maintain contact with people you meet during your job search after you get hired.

Thank-you notes aren't just for job searching. Sending a written note, email message, or LinkedIn message to people who have helped you on the job or have done something that will enhance your career is a good way to cement relationships as well as to show your appreciation.

Tips for Writing a Thank-You Letter

  • Send one. You should send a thank-you letter whenever someone helps you with your job search. You should send a thank-you for a job interview, an internship, an informational interview, and any other situation where you received career assistance. If someone did something nice or helpful at work, send them a thank-you email message or note.
  • Consider the format. Some people send handwritten thank-you notes, and others send typed letters. Some formal organizations (like law and accounting firms) might prefer a traditional handwritten note. A handwritten note also allows you to give a personal touch to your message. However, most companies are fine with a typed letter. Think about the company culture when deciding the format of your letter.
  • Send as soon as possible. You want to send your letter as soon as possible. This is especially important for an interview thank-you letter; you want to remind the interviewer that you are a strong candidate before he or she makes a decision. For this reason, you might choose to send a thank-you email instead of a note or typed letter. You can also send an email and then follow up with a note.
  • Be concise. Keep the letter short – no longer than a page. You want to say thank you sincerely but briefly.
  • Sell yourself. If this is a thank-you letter for an interview, use the letter as a chance to remind the employer why you are an ideal candidate. Remind them of something you discussed in the interview, or provide some new information that you forgot to mention. This is your last chance to make a strong impression.
  • Proofread. Be sure to thoroughly edit your letter. It's important that all your communications look professional and polished.

How to Use Examples and Templates

Thank-you letter samples are a useful way to guide your own writing. A sample can help you decide what kind of content you should include as well as how to format your letter. 

Thank-you letter templates can also be very useful. They help you with the layout of your letter, such as how to organize the different sections of your message.

There are guidelines you should follow for writing your letters, including standard length, margins, font, and format. Sending a properly formatted, grammatically correct letter or email message will leave the reader with the best impression.

Interview Thank-You Letter Example

This is an interview thank-you letter sample. Download the letter template (compatible with Google Docs or Word Online) or read the example below.

Download the Word Template

Interview Thank-You Letter Example (Text Version)

General Thank-You Note Template

Contact Information: If you are sending a printed letter or note, list your contact information above the salutation. If you are sending an email thank-you message, list your contact information below your signature.

Salutation: Dear Mr./Ms. Last Name:

​First Paragraph: Your first sentence should state that you are reaching out to thank the recipient for what they have provided you. In this first paragraph, you might include another sentence reiterating your thanks: for example, you can acknowledge that you know they are a busy person, and you are especially grateful that they took the time to help you. While your tone should come across as expressive and warm, avoid going overboard with effusive praises and never-ending thank you's. Ultimately, you want to be sure your communication is genuine.

Second Paragraph: In your second paragraph, you can explain why you are so grateful and how, specifically, their support has impacted you, or how you anticipate it impacting you in the future. It is important to be specific so that the reader knows this is a personal letter, rather than a generic one you've sent to multiple contacts.

Third (optional) Paragraph: Use your optional third paragraph as a way to maintain your relationship with this person going forward. If you feel like you have something to offer them in return, you could mention it in this paragraph. Alternately, you could suggest that you'd love to treat them to a coffee or simply that you would like to stay in touch. Ultimately, you should tailor what you say based on your relationship with the person, but the goal of this paragraph is to keep the door open to future communication.

​Finally, in your closing paragraph, reiterate your gratitude with a simple, short final sentence.

Sincerely,
Your Typed Name

More Thank-You Letter and Note Examples and Templates

Job Interview Thank-You Letter Example
Thank-you letter to send after an interview. This letter reiterates your interest in the job and reminds the interviewer why you are qualified for the position.

While letter samples and templates are great starting points for your own message, you should always edit a message to fit your situation. A personalized letter or email will make the best impression.

Joseph Q. Applicant
123 Main Street
Anytown, CA 12345
555-212-1234
joesphq@email.com

September 1, 2018

Jane Smith
Director, Human Resources
Acme Office Supplies
123 Business Rd.
Business City, NY 54321

Dear Ms. Smith:

Thank you so much for interviewing me for the open sales position. I appreciate the time you spent explaining the hiring process and how your training program works. You’re clearly very knowledgeable about sales and marketing.

I enjoy working in sales and believe I would be an excellent fit for the position. I love a challenge, and your innovative training program intrigues me. 

As we discussed during the interview, my sales numbers at my current job increased by 50 percent over the past three years, and I was at the top of our sales force last year. I’m confident that combining my current experience with your training program will allow me to reach the top of your sales force as well. 

Thank you again for taking the time to talk to me about the position. I believe I can benefit your company and look forward to meeting again soon. In the meantime, please let me know if you need any additional information. 

Sincerely,

Your Handwritten Signature (for a hard copy letter)

Joseph Q. Applicant

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The Best Way to Say “Thank You For Your Consideration”

thank you letter for applicants from employer

Do you need a sample application acknowledgement letter? Here is a sample application response letter for the applicants who apply for your open positions. Use this sample letter to develop your own letters to tell anxious applicants that you have received their application and resume.

Starting with this letter that lets your applicants know that you have received their resume and cover letter, you open the door to effective communication with the prospective employees who apply for your jobs.

This response letter is sent at one of the four critical points at which your candidates need communication from you. Rather than letting your candidates think that their application disappeared into a dark hole, or forcing them to communicate with you repeatedly, you can reassure them that their application is under consideration.

It is important because to customize a resume and a cover letter to apply for your job posting takes a candidate 30 minutes to an hour. Even online forms take a lot of candidate time. The candidate then waits and waits to learn if he or she was among the most qualified applicants and whether they will be invited to participate in a job interview.

No Acknowledgement Can Spark Dysfunctional Candidate Behavior 

Not sending an applicant response letter asks for all sorts of dysfunctional candidate behavior such as calling you repeatedly to find out if you have received their resume and cover letter. Many candidates feel forced to call your office to make sure that they are under consideration—or to determine for sure that they're not.

Or some candidates send them again, depending on their interest in your posted job, they don't want to miss out on the opportunity to receive your consideration. These activities double your work.

Others might start sending their resume on colorful paper to catch the employer's eye better. From a client's memory book, having to clean up confetti from her desk and the HR office floor did not endear that candidate to her in any way. 

Solidify Your Position as an Employer of Choice to Encourage Employee Referrals

You won't build a successful employee referral program if you fail to respond to your employee referrals. It is also disastrous for you as an employer if your employee asks what their friend heard back and the friend responds, "not a word."

This letter is your standard applicant response letter for the resumes and applications you receive. Since many of these applications arrive in email, response via email is acceptable. You can use a standard response for all applicants for any job. You do not need to customize these letters for different positions other than the name of the job.

Application Acknowledgment Letter Sample

You can use this application acknowledgment letter example as a model to notify applicants. Download the letter template (compatible with Google Docs and Word Online), or read the text version below.

Download the Word Template

Application Acknowledgment Letter Sample (Text Version)

Date
Name of Applicant
Applicant's Address
Dear (Use Applicant's Name):

This letter is to let you know that we have received your application. We appreciate your interest in (Company Name) and the position of (Name of Position) for which you applied. We are reviewing applications currently and expect to schedule interviews in the next couple of weeks. If you are selected for an interview, you can expect a phone call from our Human Resources staff shortly.

Thank you, again, for your interest in our company. We do appreciate the time that you invested in this application.

Regards,

Real Person's Name
Real Person's Signature

Example: HR Director for the Employee Selection Team

Sample Candidate Rejection Letters

A well worded note to an employer to thank them for the opportunity to Most commonly, thank you letters are sent by a candidate directly to.

This Manager Won't Hire You Unless You Write A Thank-You Email, And People Are Rightly Furious

thank you letter for applicants from employer

After completing a round of interviews, hiring managers must consider each applicant’s strengths and skill sets, and determine who will move on to the next round. However, before you proceed with top candidates, it’s important to let the others know you’ve decided not to move them to the next phase.
 

When composing a job rejection email template, it’s important to choose your words carefully. While the recipient may not welcome the news that they haven’t been selected for a role, being kind and considerate will ensure they still have a positive perception of your company.
 

Tips for Writing a Candidate Rejection Email

 

Why should I send a job rejection email?

 
A whopping 44% of candidates reported waiting as much as two weeks for a response and another 15% waited months, according to data from an Indeed survey. In the same survey, 55% of job seekers said the digital hiring process has made the experience more inefficient and their resume seems to disappear into a “black hole.” *
 

For an applicant who has been counting the days since sending their application, the waiting period after submitting an application can feel like a lifetime — and not receiving a response paints a negative image of your company’s hiring process.
 

Of course, if you have dozens of applicants who have applied for a role, sending personalized rejection messages to each person who is not selected for the job can seem like a tedious and time-consuming task. However, it’s crucial you don’t skip or delay this step. Here’s why:
 

  • A job rejection email shows the applicant you recognize the effort they put into applying and/or interviewing, and helps limit any negative feelings toward your company.
  • Notifying applicants will ensure they won’t be left waiting for an answer and may reduce the number of check-in emails you receive from those applicants.
  • If an applicant has impressed you with their skill set and you feel they’re a good culture fit despite not being the right match for the role you’re currently looking to fill, you can encourage them to apply for other positions within the company.

 

By creating a rejection email template, you can reduce the amount of time spent on this task while still providing applicants the information they need.
 

What should I include in a rejection email?

 
A thorough rejection email should include the following elements:
 

  • A “thank you”
    Always thank an applicant for their interest in the company and any time they spent completing an application or interviewing with staff. In addition to being polite, this message also shows applicants your organization values others’ time.
  • Personalization
    Use the applicant’s first name and the title of the position. If possible, you may also include a note from the conversation or mention a specific positive attribute you appreciated.
  • Feedback
    Applicants often value input from employers they’ve interviewed with because it provides insight into areas of improvement and may help them consider the next steps in their job search. For example, if you forgo a candidate in favor of someone with more experience, the applicant may choose to apply for positions better aligned with their career level.
  • Invitation to apply again
    If you feel a candidate is a good fit for the company in another capacity, let them know you would like for them to apply for other opportunities in the future. However, if you don’t feel an applicant is a good culture or skill fit, there’s no need to include this invitation in your message.

 

Job rejection template email examples

 
Here are two examples of emails employers can send to applicants who are not selected for a role.
 

Example rejection email for applications who are a good fit
Hi Ed,
 

Thank you so much for your interest in the Sales Manager position with XYZ Company. We appreciate you taking the time to visit our offices and interview with our team.
 

At this time, we have chosen to proceed with another candidate who has more leadership experience. However, we were impressed with your background and industry knowledge and feel you would be a great culture fit for our company.
 

We will be posting a few sales positions in the coming weeks, and hope you’ll consider applying again. Otherwise, we wish you the best of luck in your career endeavors.
 
 

Thank you!
Jane Chan
Executive Director of Sales
 

Example rejection email for applicants who are not a good fit
Hi Ed,
 

Thank you so much for your interest in the Sales Manager position with XYZ Company. We appreciate you taking the time to visit our offices and interview with our team.
 

While we were impressed with your skill set, we have chosen to proceed with another candidate who has more leadership experience.
 

Again, we appreciate your time, and we wish you the best of luck in your career endeavors.
 
 

Sincerely,
Jane Chan
Executive Director of Sales
 

A rejection email is not required, but sending this message can ensure applicants aren’t left wondering where they stand and help ensure your company retains its positive reputation. And by creating a template, you can make the process of notifying applicants faster and easier.
 

Related Articles:

 

*Decipher/FocusVision on behalf of Indeed

*Indeed provides this information as a courtesy to users of this site. Please note that we are not your career or legal advisor, and none of the information provided herein guarantees a job offer.

Here's how to write a job-winning thank-you letter. These quick seven interview thank-you letter tips will help polish your note and prove to the boss you have what it takes to I know selecting the right candidate takes time and effort.

thank you letter for applicants from employer
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