How to Politely Inform Candidates About a Job Position Being on Hold?

Hi team,

I have to send an email to candidates who have applied for the HR position and cleared two rounds of interviews, but the position is now on hold. I need to send a polite email informing them that they performed very well in all their rounds but that the position is currently on hold. We will reach out to them first once we resume with the hiring process.

Please help me in drafting this email.

Thanks,
Soni

I hope you are doing well. As you are aware, there is an opening for an HR position in our organization, and you have expressed your interest in applying for it. You have also attended two rounds of interviews at our office.

Unfortunately, we regret to inform you that the HR position is currently on hold as the Hiring Manager has been occupied with important meetings with clients. I will update you once the hiring manager provides further information regarding this position.

We apologize for any inconvenience this may have caused.

Thank you and regards,
XYZ

Dear ASHTERLI,

In your draft, you have mixed formal and informal language. In official communication, the usage of informal language is discouraged. The second challenge of your draft is wordiness. It needs to be made crisp.

All the best!

Dinesh Divekar

Differences Between Spoken and Written Language

Spoken language differs from written language, with the latter being more formal. In official communication, informal language is not appropriate. Below are suggestions for improving your draft, as you requested:

As you are aware, there is an opening for an HR position in our organization, and you have shown interest in applying. You also attended two rounds of interviews at our office.

Unfortunately, we regret to inform you that the HR position is on hold as the Hiring Manager was busy with important client meetings. Words like "unfortunately" should be used minimally in formal communication, and it is important to avoid false statements.

I will inform you once the Hiring Manager provides an update on this position. This statement may imply a disconnect between the Hiring Manager and the HR department, though both should work in tandem.

Final comments: Drafting reflects a person's depth and maturity. A well-written draft projects the company's image and culture. Therefore, one should be cautious in the choice of words. A candidate with an excellent command of English may not want to join a company if they receive poorly worded letters.

Thanks,

Dinesh Divekar

Dear Nisha, Generally, I recommend junior members to write drafts and upload them here. However, in light of the corrected draft of another member, I am providing you with a draft in the official language.

Date: -

To,

Mr/Ms _________

______________ (address of the candidate)

Delay in Completion of the Recruitment Process

Dear _______ (name of the candidate),

1. I refer to your application for the post of ___________ (designation). Upon initial scrutiny, your application was found suitable, and we subsequently called you for interviews twice. Thank you for attending both interviews. We appreciate your interest in joining ______ (name of your company).

2. Although the recruitment process is ongoing, due to some administrative reasons, we anticipate a delay. Currently, we are uncertain about when it will reach its logical conclusion. Nevertheless, at ________ (name of your company), we do not wish to burden you with this uncertainty. If you come across a better opportunity, we recommend you pursue it.

3. I reiterate my appreciation for your interest in contributing to our organization's growth. We will reach out to you at the appropriate time in the future.

Thanks,

_____________ (name)

_____________ (designation)

Final Comments: - Next time, I recommend that you write your draft independently and upload it. Practice and feedback are essential for developing any skills, whether for business writing or otherwise.

Thanks,

Dinesh Divekar