Tips and Templates for Handling Rejection Letters in Hospitality

Tips and Templates for handling rejection letters in hospitality

Delivering the news that a candidate hasn’t been hired is undoubtedly one of the most challenging tasks faced by hiring managers within the hospitality industry. This discomfort often leads to procrastination or, in less favorable circumstances, a complete lack of communication. The absence of a clear rejection not only leaves candidates in the dark but also significantly tarnishes the employer’s reputation. 

It’s hardly surprising, then, that an overwhelming 87 percent of candidates who experienced ‘ghosting’—a term used to describe this very situation—have expressed a decidedly negative view of such prospective employers, according to insights from Glassdoor. Thus, ensuring every candidate receives a considerate response is not just good manners—it’s a reflection of your brand’s integrity and commitment to excellence.

In most cases, your rejection letters can follow a simple format.

  • Thank the candidate for their time
  • Deliver the news
  • Provide the reason
  • End on an optimistic note

Rejection Template to Keep the Door Open for Future Opportunities

An unfortunate reality is that you can’t always hire everyone who is qualified, as much as you like certain candidates. If you feel a candidate would be a great fit for future roles, make sure to express this in your rejection letter and keep the door open for potential openings. 

Dear [Name],

Thank you for your interest in the Server position at Harri’s Diner. We appreciate the time you dedicated to the application and interview process.

After a comprehensive review of a competitive candidate pool, we have chosen to proceed with an applicant whose experience more directly meets our current requirements. It was a challenging decision, reflecting the high quality of candidates like you.

Your profile has shown promise, and we’d like to keep your information for potential future openings that align with your skills and enthusiasm for hospitality.

Thank you again for your interest in Harri’s Diner. We wish you success in your job search and hope there might be an opportunity to work together in the future.

Best,

[Your Name]

When you tell a candidate you want to keep their information on file, make sure you are following through. Harri enables the tagging of candidates and current team members, facilitating the creation of a dynamic talent pool for upcoming roles or opportunities at other locations. This feature allows for the automation of communications, enabling the execution of a targeted recruitment marketing approach that enhances the overall experience for applicants.

Rejection Template for Exploring Alternative Opportunities

Sometimes, a candidate’s potential within your organization extends beyond the role they initially applied for. Recognizing and acting upon these opportunities can lead to mutually beneficial outcomes.

Dear [Name],

Thank you for your interest in the Server position at Harri’s Diner. While we have decided to go with a different candidate, your skills stood out to us during the application process.

We believe you might be a great fit for the Shift Leader role, given your leadership qualities and enthusiasm for hospitality. We encourage you to consider applying for this position.

For more details about the Shift Leader role and how to apply, please [insert link or contact information]. 

Thank you again for considering a career with Harri’s Diner. We’re looking forward to potentially having you join the team.

Best,

[Your Name]

Compassionate Rejection Template

Not every candidate will be a great fit for your brand, and you may not always desire to leave the door open to future opportunities. It’s still important to let them down with compassion, and leave a positive impression. Even if the candidate does not wind up working with you, they may still be repeat guests in the future.

Dear [Name],

Thank you for taking the time to apply for the Host position with us at Harri’s Diner. We have carefully reviewed your application and, while we were impressed by your qualifications and experience, we have concluded that we do not have a role that matches your profile at this time.

We appreciate the effort you’ve put into your application and your interest in joining our team. We genuinely wish you success in your ongoing job search and future career endeavors.

Best,

[Your Name]

Streamlining the Rejection Process with Harri's Automated Features

Providing timely feedback to each candidate can be challenging, yet it remains a critical component of maintaining your brand’s reputation and candidate experience. Harri ensures candidates receive prompt and respectful communication regarding their application status while simultaneously streamlining the process.

Once a hiring manager decides to ‘skip’ or ‘reject’ a candidate within the system and records a reason, a personalized rejection email is automatically triggered. This functionality helps make the candidate experience better as well as helps take some of the pressure off the shoulders of hiring managers. 

While rejection handling may not be the most exciting part of the job, it’s still an important opportunity to build on the relationships with your candidate pool. When you are able to handle rejections smoothly and keep the interactions positive, you will help keep your brand reputation polished and provide a great candidate experience.

If you want to make sure no candidate is left in the dark, explore Harri’s Applicant Tracking System to find out how you can provide a smooth, compassionate recruitment process.

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