SAMPLE
FORMS AND REJECTION LETTERS
Sample Rejection Letter Format: Use if applicant submitted a resume/application for an advertised position, but no interview was granted.
Date
Applicant Name
Street Address
City, State, Zip
Salutation:
Thank you for your interest in our recently advertised position.
In light of your background and the position available, it does not appear that an interview would be mutually beneficial at this time. We will, however, maintain your resume for a period of one year for future considerations.
We appreciate your interest in our company and wish you every success.
Sincerely,
Name
Title
(Your Company Name)
Sample Rejection Letter Format: Use if applicant was interviewed for position, but rejected not based on information provided by Advanced Protective Services, Inc.
Date
Applicant Name
Street Address
City, State, Zip
Salutation:
Thank you for giving us the opportunity to interview you for a position with our company. The position we discussed has been filled.
It is always difficult to choose among the many candidates whom we interview. After careful consideration, we cannot offer you a position at this time. We will however, maintain your resume in our active files for a period of one year and contact you should the need for further interviews arise.
Again, we thank you for your interest in our company and wish you every success.
Sincerely,
Name
Title
Company Name
Sample Adverse Action Letter Format: Use if applicant was interviewed and rejected at least partially because of information received in the background check.
Date
Applicant Name
Street Address
City, State, Zip
Dear_______________,
It was a pleasure meeting with you to discuss employment
opportunities within (Your Company
Name).
Although your background and qualifications are impressive,
we do not currently have an opening that suitable matches your
credentials. Our decision was influenced
by information received from Advanced Protective Services, Inc., a consumer
reporting agency. This information was
in the area of ______________ (fill in
what is applicable: criminal history,
credit history, references, workers’ compensation history, motor vehicle
record, educational confirmation, veracity of information on the application).
Advanced Protective Services, Inc. does not make these decisions and is unable to provide you with the specific reasons for them. Under the Fair Credit Reporting Act, you have the right to obtain a free copy of the consumer report from Information Consultants and to dispute the accuracy of completeness of any information contained in such reports by contacting Advanced Protective Services within 60 days of receipt of such reports. You will be asked to provide your full name, mailing address, social security number, the name of our company and a photocopy of your driver’s license and social security number card for identification purposes. If you wish to contact them, you may mail or fax your request for additional information to them at the address shown below. A form for requesting this information is attached for your convenience.
Advanced Protective Services, Inc.
330 Mallory Station Rd., Suite F-20
Franklin, TN 37067
Phone number: 615-591-6550
Fax number: 877-684-0181
Attention: Priority Services - application information requests
Please call me if you wish to discuss the information which did not
meet our employment criteria.
Thank you for your interest in our company and best wishes for continued success in your career.
Sincerely,
Recruiter Name
Recruiter Title
(Your Company Name)
Sample Attachment to IC Rejection Letter (form for applicant to send to IC)
Priority - Applicant Request for Background Checking Information from
Advanced Protective Services
Fax to: 615-599-4394
Or mail to: Information Consultants, Inc.
330 Mallory Station Rd., Suite F-20
Franklin, TN 37067
Attention: Priority Services, applicant information requests
Date: ______________________
Dear Advanced Protective Services:
I have been informed by (Your Company Name) that my application for employment with them was not accepted at least partially because of information received from you. In accordance with the requirements of the Fair Credit Reporting Act, please inform me of the nature and substance of all information in your files concerning me.
My
name:
____________________________________________________________________
Date
of birth (month/day/year):
___________________________________________________
Social
Security number:
_________________________________________________________
City
and State of the Company office where you applied: _______________________________
› Please mail the information to me at the
following address (please print clearly):
Street or P.O.: ___________________________________________________________
City & State: ___________________________________________________________
Zip Code: ___________________________________________________________
Please FAX me the information at: __________________________________________ ___Special FAX instructions:__________________________________________________
I will call you to discuss the
information between 8:00 a.m. and 5:00 p.m. Central
time. I understand that by law you
cannot discuss this information with me over the phone until after you have
received a written, signed request.
Sincerely,
_________________________________________________
(Applicant’s
Signature) - Information cannot be released without it.
Sample Letter for a Conditional Job Offer (CJO): Use this letter to make a conditional offer of employment before the start date.
Date
Applicant Name
Street Address
City, State, Zip
Dear Applicant:
As we discussed, the following details will summarize the offer of employment to join our company.
You will be hired as a ___(position title)___ in the ___(department)___. You will receive ___($$ - weekly)___. (NOTE: Do not state the annual salary since there could be an assumption of specific employment duration. State in terms of pay period.)
You will be eligible for ___(specific benefits)___ and _____ weeks of vacation upon completion of your introductory period. (NOTE: Specify benefits and when employees become eligible.) During this period of time, you will be able to determine if your new job is suitable for you and your supervisor will have an opportunity to evaluate your work performance.
Our company adheres to a policy of employment-at-will which allows either party to terminate the employment relationship at any time for any reason.
You will begin work on ___(start date)___and receive your first paycheck on ___(date)___. If you have any questions concerning the above details, please call me immediately. If you accept this position, please sign and return to my attention within ________ days.
Thank you for your interest in our company.
Very truly yours,
____________________
Name
____________________
Title
ACKNOWLEDGMENT
____________________ ____________________
Applicant’s Name Date