The worst fear on applying for something one could have is the fear of rejection. It’s a nightmare for the applicant. Therefore everyone tries his/her best to write a perfect application taking care of all the pros and cons but somehow it does get rejected. Be it a visa application, submission of resume for employment at a food chain store, a college admission application it does get rejected and that is the truth of the matter. There could be various reasons for rejections like missing of a document, low grades and lack of experience. Sometimes the authorities do not need a reason at all they could just not like the application over all or sometimes the job you were applying for no longer exist.
Receiving the rejection with a cool mind is not easy for the applicant. People can face depression, anxiety or even a panic attack on being rejected. Often it’s seen that patients, suffering from serious diseases, on being rejected from a Medicare go through severe trauma.
Owing to these reasons the rejection letter has to be written with excessive care and prudent. The writer must keep the recipient’s psychological state in minding while jotting down the words. The kind and apologetic tone would help a lot in taking the matter easily for the recipients. Aggressive or judgemental pitch in the letter will sound too harsh to digest and could possibly result in violent reactions from the readers. In the start, the recipient must be addressed with respectful words. After addressing the recipient, it should be stated in a nice yet clear way that the applicant is rejected. The reason for rejection should be spoken of right after. If an option, it should be announced after declaring the rejection that the applicant can apply again with a better version of an application and complete documents. For students, the opportunity to apply for the next semester should be mentioned to make them start preparing. Personal point of views in a rejection letter is strictly prohibited no matter how much you dislike the application or applicant. Big companies should be careful about the way the letter is written as sometimes the other party can take legal advantage of the loopholes.
Following are given some sample templates that can help you write down your own rejection letter in the circumstances.