This article is for administrators.
You must have administrator permissions to manage Thank You Letter settings.
Why rejections are important
Timely rejections are important in:
- Improving the candidate experience: Prompt responses show respect for a candidate’s time and effort, which helps maintain a positive impression of your organization.
- Protecting employer brand: Clear and timely communication reduces uncertainty and frustration, which can influence how candidates view and talk about your company.
- Keeping the hiring process moving: Sending rejections without delay allows your team to focus on active candidates and move roles forward efficiently.
- Supporting compliance consistency: Regular communication at each stage helps you apply your hiring process consistently across all candidates.
Turn on/off thank you letters
- Go to People > Hiring > Applicant Tracking to open the Recruiting platform.
- Go to Admin > Message Templates > Corporate Templates > Thank You Letters > Settings.
- Toggle Enable Thank You Letters to turn on or turn off. It is on by default.
- When turned on, the system prompts users to send a Thank You Letter when they reject a candidate.
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When turned off, users reject candidates without sending a communication.
Who can send thank you letters
- Go to People > Hiring > Applicant Tracking to open the Recruiting platform.
- Go to Admin > Message Templates > Corporate Templates > Thank You Letters > Settings.
- Choose who can send rejection messages.
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Option 1: Only Staffing Users and Administrators send messages.
- When a standard user rejects a candidate, the system puts the candidate in Pending Thank You Letters.
- A staffing user or administrator must send the final message.
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Option 2: All Users send messages.
- Any user who rejects a candidate must send the Thank You Letter right away.
Corporate email and signature
- Go to People > Hiring > Applicant Tracking to open the Recruiting platform.
- Go to Admin > Message Templates > Corporate Templates > Corporate Messages > Settings.
- Set Corporate Email Name to define the sender name.
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Set Corporate Email Address to define the sender email.
Note: Use a shared email such as jobs@company.com or hr@company.com, not a personal address. - Set Signature Block to define the closing message included in all communications.
Related information
Updated: July 21st, 2026 6810 views 0 likes
*This content is for educational purposes only, is not intended to provide specific legal advice, and should not be used as a substitute for the legal advice of a qualified attorney or other professional. The information may not reflect the most current legal developments, may be changed without notice and is not guaranteed to be complete, correct, or up-to-date.