A regret to inform letter should be written in a formal tone, address the candidate respectfully, offer potential feedback or advice and should keep goodwill with the candidate. It is crucial to remember that a candidate who has been turned down for the position with the regret to inform letter may still serve as a referral for the business if the candidate does not feel slighted by the process.
A successful regret to inform letter does more than just inform the candidate of the decision not to move forward with his or her application, but also acts as an opportunity to leave the unchosen candidate with a positive feel for the business.
To begin the letter, state the applicant or candidate's name in the format of "Dear Candidate" or "Mr./Mrs./Ms. Candidate." Begin the body of the letter by thanking the person for their interest in the position. An example might be, "Thank you for your interest in the position of Vice Principal at Sunnybrook Elementary."
Start a new paragraph and begin with, "We regret to inform you that you have not been selected as a finalist for this position." This lets the candidate know that he or she will no longer be a part of the applicant field. Share the number of qualified and experienced applications that were received to let the candidate know that the number of applicants was overwhelming.
End the letter by wishing the candidate well on their employment search and thanking them once again for their interest in the institution. Conclude with a "Sincerely" and the signed name of the person in charge of the hiring process.