ADVICE: How to Inform Unsuccessful Applicants

Once you have found your new housemate you also have that dreaded job of informing the losers. Here is a simple guide to mastering the art of painless rejection via email.

Please Note: Must be read with a sense of humor!

Once you have found your new housemate, it is advisable to notify those applicants that have been unsuccessful. Writing a rejection email is no easy feat. The message gives the applicant unwelcome news, and is therefore likely to disappoint the reader. To help we have outlined a few tips to make writing the rejection email a little less painless for both parties.

Open With a Positive Note: Open with a sentence that acknowledges the Share Accommodation Application, as this gives information on which both the writer and reader agree. This is a neutral opening paragraph. If the refusal is stated in the opening paragraph, the applicant may simply stop reading. As you want them understand your situation, use this paragraph to lead your reader to the main purpose of the letter. Examples include – “Thank you for applying to my Share Accommodation Ad,” “Your inquiry of my Share Accommodation Ad is appreciated…”

Explain the Situation: Present a positive explanation of the situation with courteous and clear reasons for the refusal. So that the reader has every chance of understanding your explanation and accepting your decision. It is unacceptable and discourteous to sound sarcastic, patronising, insulting or angry. Explain before you give the refusal. Lead the reader to the bad news tactfully.

Give the Refusal or Negative News: State the refusal clearly as the reader needs to know your decision. Write the message with conviction and confidence in a way so that the reader understands the reason for your refusal.

Close with a Positive Paragraph: Never place the refusal in the last sentence of the letter. Close in a neutral way with a sentence or paragraph that is courteous and pleasant. Avoid referring again to the bad news, apologising repeatedly or using clichés. Instead close the letter in a positive way.

Here is one we prepared earlier...

Example Rejection Email:

Hi Millie,

Just a quick note to thank you for your applying to my share accommodation advert on ziggie.com.au. Although the apartment seems great, I require accommodation close to public transport as don’t currently own a car. I have recently moved into a unit close to the train station so I am unable to accept. I appreciate your email and hope that you find a housemate soon.

Many Thanks,

Ziggie Green.