For rejection notices, simply express gratitude, state the result, and outline the next steps. The company should confirm the decision first and then respond within the promised timeframe; there's no need to send each internal evaluation item to the candidate.
I didn't get an interview during the resume stage.
Hello, thank you for applying for our Administrative Assistant position. After this round of evaluation, we were unable to schedule an interview for you. Thank you for your time in preparing your application materials; we wish you the best of luck in your job search.
Replace the job title with the correct one before sending, and verify the recipient and whether they have already been notified. Do not include promises such as "guaranteed priority notification" that will not actually be fulfilled.
Interview completed but not hired
Hello, thank you for participating in our customer service position interview and for sharing your work experience. After discussion, we were unable to offer you a position this time. Thank you for your time, and we wish you success in your future job search.
If feedback is to be provided, it should be limited to confirmed and work-related content, and avoid describing candidates using personality labels.
Send progress notifications before a decision is made.
Don't reject someone outright and then suddenly invite them, nor should you remain silent indefinitely. Explain that the response is still under evaluation and provide the company's expected next response time; if a delay is necessary, proactively update the information.
Keep it simple on the outside, and clear on the inside.
Internal records should include the selection criteria, the decision-maker, and the notification date. Whether to retain data for future job openings should be based on the stated and confirmed purpose; avoid assuming acceptance directly in the rejection letter.
The next step can refer to the first recruitment SOP: from receiving resumes to receiving offer notices .
Explore the interview system plan for SMEs
The MIND Interview plan for SMEs costs NT$3,000 for six months and includes 50 resume analyses and 15 AI interviews in total over six months. It helps you screen resumes, conduct first-round interviews online and organize reports. Your company reviews the results and makes the hiring decision.
Once you have prepared the job openings, the expected number of resumes, and the number of interviewees, you can confirm with the team whether the plan is suitable and how to start using it.
Frequently Asked Questions
Key questions often raised by business leaders and HR teams:
Is it mandatory to include AI scores in the rejection letter?
No. The notification should first convey the results; if feedback is provided, it should be verified against relevant work-related evidence to avoid directly using automated analysis scores as a conclusion about an individual's ability.
Does this process suggestion absolutely require the use of tools?
You can first organize your own processes and records based on the article; then evaluate the tool when batch resume analysis or asynchronous initial interviews are needed. Examples and schedules need to be adjusted according to the company's actual needs.