Most employers write rejection letters in a manner that tries to keep the applicants hopes up and not make them feel sad. Rejections don’t just happen to underqualified people but also happen to overqualified people. Companies often desire people that can work for them for many years, and if an applicant is overqualified, chances are that he/she won’t remain with the company for long. The company I work for (Securitas) sends a simple card without any explanation that gets to the point. Another company called Hannon Security which I worked for in the past also sends a card but they mention a list of certain reasons why an applicant wasn’t hired. You could send a rejection card or letter with just a paragraph saying something similar to “We regret to inform you that you were not selected at this time. Please feel free to apply for any future job openings. Thank you.” You can try this one below which actually isn’t a rejection letter but informs the applicants ahead of time. Some employers just let people know that if qualifications are a match they will be contacted.
We have received your applications and should your qualifications match our needs you will be contacted.
These ones below are for after positions are filled.
Thank you for taking the time to test and interview for our position. We have filled the position and we will maintain your records and should a position open that matches your qualifications, we will contact you. We also encourage you to visit our website as new positions become available. Again, thank you for your interest in employment with us.
I was pleased with the number of qualified candidates I was able to consider for the interview process. At this time, I have extended an offer of employment to another candidate and it has been accepted, therefore, the position is now filled. Thank you for taking the time to participate in this process. Please feel free to contact me with any questions.
Below are some links to samples of rejections letters including one that is brutally honest. http://www.businessinsider.com/brutally-honest-job-rejection-letters-2013-6 This one below at docstoc is public domain license so you are free to use it and modify it at your will, I used Google advanced image search to find it which is how I know that you can freely use it and modify it. http://www.docstoc.com/docs/99709633/Sample-Job-Rejection-Letters-to-Employer