Deferral Letter Email Body Sample: Crafting a Polite and Professional Message
As an HR professional, handling deferral letters is a common practice. To ensure a well-crafted email body, various components need to be considered, such as the recipient’s name, the reason for deferral, a brief explanation, and reconfirmation of hiring intent. By using an appropriate deferral letter email body sample, you can effectively communicate the decision while maintaining a positive relationship with the candidate.
Body of a Deferral Letter Email
The body of a deferral letter email should include the following information:
- A brief statement that the admissions committee has decided to defer your application.
- The reason for the deferral (if any).
- The deadline for submitting additional materials (if any).
- Instructions on how to submit additional materials (if any).
- A statement of encouragement and support.
The tone of the email should be polite and professional, while also being clear and concise. Here is an example of a deferral letter email body:
Dear [Applicant Name],
Thank you for your interest in attending [University Name]. We have reviewed your application and have decided to defer your admission to the [Program Name] program for the [Semester] semester.
We understand that this news may be disappointing, and we want to assure you that our decision was made after careful consideration of your application. We were impressed with your academic achievements and your extracurricular activities, but we feel that you would benefit from additional time to mature and develop before entering our program.
We encourage you to use this time to strengthen your academic record and to gain more experience in your chosen field. We would also like you to submit additional materials, such as a revised personal statement or letters of recommendation, by [Deadline]. These materials will help us to better evaluate your candidacy for admission.
We wish you all the best in your future endeavors. We hope that you will consider reapplying to our program in the future.
Sincerely,
[Admissions Committee Name]
Deferral Letter Email Body Samples
Sample for Internship Deferral:
Dear [Internship Coordinator Name],
I hope this email finds you well. I am writing to request a deferral of one semester for my [Internship Name] internship program, which is currently scheduled to begin on [Original Start Date]. After careful consideration, I have decided to pursue a [Alternative Plan] during the upcoming semester, which will significantly enhance my skills and prepare me for the internship.
I apologize for any inconvenience this may cause and would like to express my continued interest in the internship program. I would be honored to have the opportunity to defer my start date to [New Start Date].
Thank you sincerely for your understanding and support.
Sample for Medical Deferral:
Dear [Hiring Manager Name],
I am writing to kindly request a deferral of my start date for the [Position Name] role at [Company Name], which is currently scheduled for [Original Start Date].
Unfortunately, I was recently diagnosed with a medical condition that requires immediate attention and treatment. The expected recovery time is [Expected Recovery Time]. I am confident that I will make a full recovery and be able to fulfill the demands of the role effectively after this period.
I am deeply disappointed to have to make this request but appreciate your understanding during this challenging time. I would be honored to have the opportunity to defer my start date to [New Start Date].
Thank you for your compassion and support.
Sample for Family Emergency Deferral:
Dear [Hiring Manager Name],
I am reaching out to request a deferral of my start date for the [Position Name] role at [Company Name], which is currently scheduled for [Original Start Date].
I am experiencing an unforeseen family emergency that requires my immediate attention. I am unable to accurately commit to the start date as I need to be present for my family during this difficult time.
I understand the importance of my responsibilities and regret any inconvenience this may cause. I am committed to fulfilling the role and contributing to the team once the situation is resolved. I kindly request a deferral to [New Start Date].
I appreciate your understanding and support during this challenging family matter.
Sample for Travel Restriction Deferral:
Dear [Hiring Manager Name],
I am writing to request a deferral of my start date for the [Position Name] role at [Company Name], which is currently scheduled for [Original Start Date].
Unfortunately, due to ongoing international travel restrictions, I am unable to travel to [Company Location] to assume my role on the planned date. I have contacted the relevant authorities and they have advised that the restrictions are expected to remain in place until [Estimated End Date].
I am eager to join the team and begin my contributions. I kindly request a deferral to [New Start Date], by which time the travel restrictions are anticipated to be lifted.
Thank you for your understanding and support.
Sample for Personal Development Deferral:
Dear [Hiring Manager Name],
I am writing to request a deferral of my start date for the [Position Name] role at [Company Name], which is currently scheduled for [Original Start Date].
After careful reflection, I have decided to defer my start date by one semester to pursue a [Personal Development Goal]. This opportunity will allow me to enhance my skills and prepare for the role in a more comprehensive manner.
I am committed to joining [Company Name] and believe that this deferral will ultimately benefit both myself and the organization. I kindly request a deferral to [New Start Date].
Thank you for considering my request.
Sample for Relocation Deferral:
Dear [Hiring Manager Name],
I am writing to request a deferral of my start date for the [Position Name] role at [Company Name], which is currently scheduled for [Original Start Date].
As you are aware, I am currently in the process of relocating to [New Location]. Due to unforeseen circumstances, my relocation timeline has been delayed.
I am committed to joining [Company Name] and relocating to [New Location] as soon as possible. However, I kindly request a deferral to [New Start Date] to allow sufficient time for the relocation process to be completed.
Thank you for your understanding and support.
Sample for Financial Hardship Deferral:
Dear [Hiring Manager Name],
I am writing to request a deferral of my start date for the [Position Name] role at [Company Name], which is currently scheduled for [Original Start Date].
Unfortunately, I am currently experiencing unforeseen financial hardship that requires my immediate attention. I am actively working to resolve this situation but it will take some time.
I am eager to join [Company Name] and contribute to the team. However, I kindly request a deferral to [New Start Date], by which time I anticipate my financial situation to be stabilized.
Thank you for your understanding and support.
Deferral Letter Email Body Sample
What should be included in the body of a deferral letter email?
A deferral letter email is a formal communication sent to a candidate to inform them that their job application has been put on hold. The body of the email should be clear, concise, and professional, and should include the following information:
- Salutation: Begin the email with a professional salutation, such as "Dear [Candidate Name]".
- Opening paragraph: The opening paragraph should state the purpose of the email, which is to inform the candidate that their application has been deferred.
- Reason for deferral: The reason for the deferral should be clearly stated in the email. This could be due to a lack of experience, qualifications, or fit with the company culture.
- Reassurance: The email should include a statement of reassurance to the candidate, letting them know that their application is still being considered and that they will be notified if any positions become available that they are qualified for.
- Closing paragraph: The closing paragraph should thank the candidate for their interest in the position and express hope that they will stay connected with the company in the future.
- Call to action: If appropriate, include a call to action in the closing paragraph, such as asking the candidate to stay in touch or to apply for other positions with the company.
- Signature: End the email with a professional signature, including your name, title, and company name.
Additional tips:
- Keep the email brief and to the point.
- Use formal language and tone.
- Proofread the email carefully before sending it.
- Send the email from a professional email address.
- Use a subject line that clearly states the purpose of the email, such as "Deferral Notification for [Job Title] Position".
That’s a wrap for our guide to crafting the perfect deferral letter email. Thanks for sticking around to the end! Remember, the best deferral letters are those that are genuine, professional, and well-written. By following the tips and using the sample email body we provided, you’ll be able to create a deferral letter that will impress the admissions committee and leave a lasting impression. Thanks again for reading, and we hope you’ll visit again soon for more college application tips and advice.