Getting turned down for a job sucks, but how you handle it can impact how people see your company. A while ago, I applied for an executive gig, and 18 months later (emphasis on this), I got a snail mail rejection letter. No communication for 18 months – then a rejection. Now that’s a solid candidate experience, right!?

That experience got me thinking about the dos and don’ts of rejection letters. Here’s the lowdown:

Dos:

1. Send signed letters to folks you talked to personally – phone calls, meetings, or internal referrals. And don’t wait 18 months.
2. Write rejection letters that match your company vibe.
3. If someone’s a definite no, shoot them the rejection letter. For maybes, keep them in the loop.
4. Use the ATS for mass rejection emails when there’s been zero personal contact.

Don’ts:

1. Don’t send a letter to everyone who applies. When someone applies, include a message in your recruitment process, letting them know that only those selected for interviews are considered part of the process. This means we’ll communicate directly with those individuals. Others, thanks for applying – please consider other positions that match your experience and background.
2. Avoid saying someone else was more qualified – you can’t know for sure. Focus on the one who fits your current needs.
3. Ditch the promise of keeping resumes for the future. Be straight – if they want another shot, tell them to reapply and maybe network a bit.

In the end, rejection letters should leave people thinking, “Okay, I applied once, and I’d do it again. Maybe even support or buy from this company.” It’s not easy, but doable.

For real feedback on your rejection game, give a few rejected candidates a call. They’re usually cool with sharing their thoughts on the process.