Keep it timely. Send the rejection letter within a reasonable amount of time after you have determined the candidate will not be hired. Candidates appreciate not being left wondering for weeks whether they will be offered the job.

Be direct, but gracious. Begin the letter by warmly thanking the candidate for considering your organization for their next career move. Then get right to the point, remembering to extend a compliment, if you can. For instance, “While your background and qualifications are quite impressive, we have selected another candidate for the position.”

Remain neutral. It is safer, legally speaking, to give a non-specific reason for the decision not to hire. And if it was difficult decision to make, communicate that to the candidate as well to help soften the blow of the bad news they are receiving. An example, “We have extended an offer to an applicant whose credentials are better suited for the role. It was a difficult decision.”

Personalize it. Avoid sending what appears to be a form rejection letter by including the candidate’s name, the title of the role they applied for, and date of the interview. Your signature is a nice touch as well.

Leave the door open. If you feel the candidate might be a good cultural fit for your company, encourage them to apply for other roles that come available in the future.

Wish them well. End the letter on a positive note by thanking the candidate for their time and wishing them success in their job search.