Administration Head
Trainer/ Od/ Hr/ Education Consultant/ Certified
Recruitment Consultant
Manager - Hr
Hr Generalist
Head Hr
Human Resources
Rohan Kelkar
Human Resources Executive
Project Manager
Hr Professional
+1 Other

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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.

From India, Mumbai
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.

From India, Hyderabad
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:

From India, Hyderabad
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.



From India, Hyderabad
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.

From India, Bangalore
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

From India, Madras
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...

From India, Bangalore
Hi Rohan If it you can share the letter then why don’t you post it here? Every one can access the same. Regards Praveen
From India
HI Rohan,
I do agree to u on one thing that its really a good practice to issue a regret letter but at the same time Gopi is also right that in industries like BPO, Food business etc where the walk in as well as rejection rate is so high is it practical to do it.
Do suggest and we all are on the same boat (HR) lets paln and get to practice and do also share the format.

From India, Mumbai
Hi Friends,
It is a good practice that one can send Regret Letter to the candidate who is not through the interview process.
As per the discussion, in BPO industries the walk-in as well as the rejection volume is very high. In order to reduce the pain of delivering regret letters to all of them, may be we can provide them to those who are thru' upto some level of interview process and rejected there upon.
Rohan, better post that Regret Letter sample in the Forum itself.
That would help all of us!!!

From India, Madras

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