Rohan Kelkar Started The Discussion:
Hi Freinds,
Duirng the Course of Recruitment we do reject many people..while some of the CV's are kept in our Databases.

I feel that every HR person must get into a practise of writing "REGRET LETTERS" to every rejected candidate as well as those who do not accept our offers.

If any body wants to see a would be pleasure to share.

Rohan Kelkar.
HR-Executive Trainee.
Dear Mr.Rohan

You are right..

It is the courtesy of every HR folk to send regret letters to the rejected candidates. This talks about culture.

Same in the case with celebration when a person joins the company rather than celebrating at the time he quits.

What do you say.


Dear rohan, Good sugesstion. But wht will people do when thy are in BPO, where walk in and applications are high. Thanks and regards Gopi.K
Hey, Kindly send me the sample format of the regret letter at Thanks Preeti...

Dear GOpiK 8)

I got the same doubt some time back. When software and Bpo people are handling thousands of resumes it is impossible to send the replies / regret letters/acknowledgements . Hence they depend on automatic softwares. I think many of the recruitment softwares has this inbuilt feature thus saving the precious time of Recruiters

- Nimmagadda :lol:
Dear Rohan, Kindly send me the sample format of the regret letter at Regards Neeta
Hi Rohan,

You are right in saying that every Hr should send in a regret letter to the candidate, in doing so, we create a good impression of our comapny. As such it is a good practice to inform the candidate on the same day of interview as more or less we come to know of the result on teh same day unless some discusion needs to take place. I have been practising this since the time i have joined HR, and it was very nice receiving mails from teh reject candidates thanking for the timely response and information. In doing so, not only do we create a good impression of our company but also we help the candidate in searching out for his job more easily rather than waiting to know the result from our comapny.

I think we should continue this practice of sending regret letters.

As far as BPO's are concerned, i think we may make use of the software by tracking rejected ones and send automated mails. (i do not know much about how BPO function in HR )

The format for the regret letter can be :


With reference to the interview had with you for the post of ABC position, we deeply regret to inform you that you have not been short-listed for further rounds.

Nevertheless we thank you for your time and interest shown in our company.

Wishing you all the best for future endeavours.


I think this does the job.

Hi Rohan,

It is mandatory to inform the candidate about his status.. Infact it really looks bad when we donot inform the candidate the status. We do need to see from his point of view, especially in a case when the candidate has travelled so long to come to the venue or when a working candidate has taken a day off or half day to attend the rounds.

They too would appreciate that becoz that gives them a chance to know where they stand and their strengths and weakness.

Hi Rohan,

Yes,its really very Important.But this follow up should be taken in appropiate time.Because,many times it happens that Organizations doesn't follow up such matters intentionally.And candidate have to call back or mail back regarding the result of his/her Test Or Interview.

So,as A Recruitment Personnel,its our responsibility to avoid the Delay in certain matters.


Nikhil B. Kulkarni
Yeah and one more thing I would like to add is that... By doing this.. the candidate also has a good impression about the company. Though they may be frustrated/ disappointed that they are rejected, at least in that mindset they won't curse the company.. I mean to say " saying anything bad". Instead they would really be impressed that there are companies who understand the candidates...



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