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7 Rejection Letter Samples to Send to Unsuccessful Applicants

10 min read · Updated on December 08, 2023

Simplify the rejection notification process with these sample rejection letters

Whenever you hire a new employee, it almost always means that you selected them over other applicants. Obviously, the courteous thing to do is to let each of them know that you've decided not to offer them employment. But how should you notify them that they've been passed over for the position? For many companies, the answer is simple: send them a clear and professional rejection letter that confirms your decision. Unfortunately, writing those letters is not always the easiest thing to do.

In this post, we'll explain why rejection letters are important and offer some tips to help you craft your own rejection letter templates. We'll then provide seven sample employment rejection letters that you can customize to fit your company's needs.

Why send out a job rejection letter?

Obviously, sending out rejection letters to applicants does take up precious time, but there are good reasons why companies do this. First, a polite rejection notice is considered good etiquette, since it lets the candidate know that the job has been filled. That confirmation shows that you respect their time enough to help them avoid wasting it on a job that's no longer available. It also helps to avoid any candidate confusion by helping them to understand why they weren't selected for hire.

Companies that develop a habit of sending out formal rejection letters can also help themselves, by promoting their own commitment to respectful professionalism. This can leave a positive impact on the rejected candidate, as well as anyone else they might talk to about their job search experience.

Why use template rejection letters?

Template rejection letters can be a great way to save time and ensure a consistent approach to your communication with unsuccessful candidates. They can help you to provide uniform answers to explain why a candidate was rejected, as well as advice that you think may help the candidate as they continue their job search. Well-constructed rejection letters that offer helpful feedback to candidates can help to soften their disappointment, while providing useful information that can benefit their careers.

How to write your own employer rejection letters

So, how do you write a positive and helpful employment rejection letter? The following tips can help you to determine what to include in your template letters, and the best tone and method for addressing rejection in the clearest and most concise manner possible.

Don't delay the rejection. Once you've decided to move forward with a specific candidate, notify rejected applicants as soon as possible. Remember that they may also be pursuing other open positions, so you're doing them a favor by letting them know that your company's job has been filled.

You can send the rejection via email rather than by regular mail service. While a mailed letter might seem more formal, most candidates will appreciate receiving the news as soon as possible – and email is always quicker.

Keep your rejection letters short. No candidate wants to read through a lengthy explanation about why they didn't measure up to expectations. At the same time, though, your letter should include enough detail to ensure that you explain the decision.

Try to be as positive as possible. The rejection will be disappointing for the candidate, so there's no need to pile on with negative feedback or other criticism.

As a rule, keep your letter limited to no more than three short paragraphs. The first one can simply thank them for their interest and let them know that you've decided not to hire them. 

The second paragraph can include some positive affirmation, by focusing on anything that impressed you during their interview, and perhaps cite a reason why they've been rejected. If you might consider them for a different job in the future, tell them that too. 

Finally, your third paragraph should simply thank them again and wish them well in their efforts to land the right job in the future.

Seven rejection letter samples

Below, we've included seven example rejection letter templates that you can customize and send to unsuccessful applicants. This selection of templates covers a variety of different approaches for rejecting candidates, so you can choose one or several depending on your company's needs.

1.     Generic rejection letter template

Dear Mr / Ms [Applicant's name],

Thank you for submitting your application and resume for our [title of the position they applied for] position. We deeply appreciate you taking the time to reach out to us. However, after reviewing your application, we have decided not to move forward with your application.

As you probably know, we received a tremendous amount of interest in this position, so this was an extremely difficult decision for our hiring team. Unfortunately, we concluded that your impressive array of skills and achievements were not what we were looking for at this time.

We want to thank you again for your interest in working with us and wish you the best of success in your future career endeavors.

[Your name and company name]

2.     Application rejection letter template

Thank you for submitting your application. We appreciate your interest in a position as a [job title] in our company and the effort you invested in reaching out to us. Unfortunately, our review of the many applications and resumes we received in response to our job posting has moved us to select another candidate for the role.

We do want to commend you for your impressive skill set and accomplishments, and hope that you will consider a different role with us at some future point in time. We will keep your resume on file and may reach out to you if we have another opening for a job that better aligns with your unique talents.

Again, thank you for getting in touch with us and providing us with your resume and application. We wish you luck and much success in your job search efforts.

Warmest regards,

3.     Screening stage rejection letter template

Thank you for your resume and application submission and for participating in our initial screening process. Unfortunately, our screening suggests that you may not be the best fit for this position or our company at this time. As a result, we have decided to decline moving forward with our interview process.

We should note that your skills, experience, and other qualifications are very close to what we need for this position. However, our screening results found that [provide reason for rejection, such as failed background check, failed drug test, etc.]. Those results led us to focus on other candidates to fill this position.

Again, we applaud your credentials and wish you nothing but the best in your job search efforts. Thanks for reaching out to us and good luck throughout your career.

Best regards,

4.     Early-stage interview rejection letter template

We truly appreciate you taking the time to meet with our hiring team to interview for our open [title of the job] position. I speak for everyone on the team when I say that we were really impressed with your overall performance and believe that you have a lot to offer to any company that hires you. Regrettably, however, we have decided to decline moving forward in our interview process.

While your interview was solid and compelling, and your resume qualifications are close to what we were looking for, we have decided to hire another candidate whose skills more closely align with our needs for this position. Make no mistake, though – this was a difficult decision.

Since we were so impressed with your candidacy, we will keep your resume on file and contact you if any other opportunities arise in the future. Until then, we wish you the best of luck in all your endeavors and hope for your continued career success.

5.     Final stage interview rejection letter template

Thank you so much for your time and attention throughout our application and interview process. We appreciate the patience you extended to everyone on our team during all [number of interviews] of your meetings with us. Unfortunately, after reviewing the results of our assessments of every candidate for the position, we have decided not to offer you the role.

Everyone on our team agrees that your skills and experience are beyond question, so this decision is in no way a reflection on your qualifications. Our decision was based solely on an evaluation of every candidate's experience and how well we believe they might fit with the specific needs of that open position. Regrettably, that decision process led us to another candidate.

We would appreciate it if you would allow us to contact you if or when another position opens, that we believe might be a better fit for your core competencies. Again, we want to thank you for your commitment to the process and extend our best wishes for your future success.

With our best regards,

6.     Post-phone call rejection letter template

Dear Mr /Ms [Applicant's name],

This letter is to follow up on our recent phone call with you confirming that we will not be hiring you for the position of [name of position the applicant applied for]. I wanted to personally contact you and let you know how much we all appreciated having the opportunity to get to know you throughout our interview process.

Though you have already been notified of our decision in that brief call, I still want to take a few moments to say how impressed we were with your qualifications and interview skills. We all recognize the potential value our company could enjoy if you were a member of our team.

Thank you again for your interest in our company. We wish you luck in your career journey.

7.     Rejection letter template advising candidate to reapply in the future

Thank you so much for interviewing for our position as a [job title]. Your qualifications are impressive, which made our hiring decision extremely difficult. However, the team here have decided to offer the job to another candidate.

Still, we want to let you know that we recognize your talents and are confident that you would do well in a different role within our organisation, if you focused on developing [cite a skill that the candidate needs to enhance]. With those added skills , we would be eager to consider you for a different role in our company.

Thanks again for your dedication and interest in joining our firm. Good luck to you in your job search!

Simplify your efforts to follow-up with rejected candidates

It's never easy to craft a letter letting job candidates know that they've been rejected. Still, it's something that every company should do, so it's important to streamline the process as much as possible. By using some variation of these rejection letter templates, and customizing them to fit your unique needs, sending out these notifications can be quicker and easier than ever before.

Looking to avoid a job rejection letter by bolstering your resume? Get a free resume review from our experts today!

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How To Write a Professional Rejection Letter (+ FREE Samples)

If you’re human (and we know you are, or HR wouldn’t be your calling), rejection letters are never easy. Here’s the good news. Handled well, a rejection letter can leave candidates feeling good about themselves and your brand. And that’s a win-win.

What is a rejection letter?

Why (and when) should you provide a rejection letter?

• 34% of candidates do not hear back from employers two months after applying for a role 
• Only 7% of candidates say they hear back from an employer if they don’t get the job – the other 93% are ghosted
• Candidates who receive notifications throughout the hiring process rate the candidate experience 50% higher than those who receive no communications (including hearing whether they did or did not land the position) 
• Candidates who receive timely feedback are 52% more likely to engage with an employer again  
• Over 69% of job seekers will share negative candidate experiences online.

Did you know? Research from Kindess.org reveals that kindness is the foundation of job satisfaction and employee happiness. Showing candidates respect, communicating clearly and timeously, and providing an efficient hiring experience influence how candidates view your organization and what they share online. Yes, rejection letters are difficult to write, and we naturally want to avoid them, but what can show more kindness than a respectful, empathetic rejection letter? 

The benefits of candidate rejection letters

For candidates.

• Conveys respect and appreciation for the effort the candidate has put into their application
• Closes the loop on the process, ensuring that the candidate is not left wondering about the outcome 
• Can lead to a lasting positive impression of the company, even in rejection.

For employers

How to write a rejection letter.

• Deliver the news
• Give the main reason
• Offer hope.

HR tip Offering hope does not mean giving false hope. Hope is simply a good piece of advice that they can use going forward. It’s a way of subtly implying there are many opportunities out there

Checklist: Writing a rejection letter

Legal considerations and tips

• Ensure that the language used in the letter cannot be construed as discriminatory based on race, gender, age, disability, or any other protected class.
• It’s usually safer not to provide specific reasons for the rejection to prevent misinterpretation or legal action.
• Treat all candidates who are rejected at the same stage in the process similarly to avoid claims of unfair treatment.
• Keep records of all communications with candidates and internal decision-making processes for accountability and in case of legal challenges.

3 types of rejection letters + free templates

Did you know? 87% of candidates change their mind about a company they didn’t like if they had a positive candidate experience . – Deloitte research

1. Pre-screening rejection letter

Sample pre-screening rejection letter, 2. post-screening rejection letter, sample post-screening rejection letter, 3. rejection letter after interview, sample rejection letter after interview, the dos and don’ts of writing a rejection letter.

• Send the rejection letter as soon as the decision is made
• Maintain a professional and polite tone throughout the letter
• Thank the candidate for their time and interest in the position
• Offer constructive feedback if appropriate and feasible
• Encourage the candidate to apply for future opportunities if you believe they could be a good cultural fit
• Be succinct yet thoughtful in your message
• Ensure the rejection is communicated privately
• Keep the language neutral to avoid any misunderstandings

• Give false hope. Avoid language that could be misinterpreted as an invitation to apply for the same role again
• Provide too much detail about the selection process or why others were chosen
• Be generic. Tailor the letter to address the candidate by name, avoiding overly generic templates
• Dont delay sending the rejection notice unnecessarily
• Use language that might come across as insensitive or personal
• Invite further negotiation or discussion about the decision. The letter should be conclusive
• Compare the recipient to other applicants or disclose information about them
• Share the candidate’s status or your feedback publicly or with other candidates.

Mastering the rejection letter

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How to Write a Job Rejection Email (Template & Examples)

By Ammar Ahmed

Published: January 31, 2024

Rejecting a job applicant is a delicate task, and it’s important to get it right. This article is here to guide you through the process. We’ll cover the best ways to communicate a job rejection with kindness and clarity. This guide offers practical tips and templates to help you handle these difficult conversations with professionalism and empathy. 

What Is the Purpose of a Job Rejection Email?

A job rejection communicates a decision while maintaining a positive relationship with the candidate. This email is an essential part of the recruitment process, reflecting the company’s professionalism and respect for the applicant’s efforts. It closes the application process, giving closure to the candidate and preserving the possibility of future interactions.

The Importance of Sending a Job Rejection Email

In today’s competitive job market, how a company handles job rejections can be as impactful as how it manages job offers .

Here are some reasons to send courteous and professional job rejection emails:

Positive Candidate Experience

Although rejection is never pleasant, a well-crafted email can leave candidates feeling respected and valued. It demonstrates that the company acknowledges the time and effort put into the application process. 

This thoughtful approach can turn a potentially negative experience into a constructive one, leaving candidates with a favorable impression of the organization. They’re more likely to reapply for future positions or recommend the company to peers, knowing that their efforts won’t go unnoticed.

Reputation Management

The practice of sending job rejection emails is pivotal for reputation management. In today’s interconnected world, a company’s recruitment practices are often as visible as its products or services. A respectful rejection email can enhance the company’s image as a considerate and ethical employer. 

This positive perception can spread through word-of-mouth and social media , bolstering the company’s reputation in the job market.

Transparency

Transparency is a key element in modern HR practices, and sending a job rejection email is a direct demonstration of this value. It shows that the company is open and honest in its communications, even when the message might be difficult. 

This transparency is appreciated by candidates, who often face uncertainty and anxiety during job searches. Receiving a clear and direct response allows them to understand where they stand and focus their efforts on other opportunities.

Closing the Loop

Finally, sending a job rejection email is essential for closing the loop in the recruitment process. It offers a sense of resolution to candidates, who otherwise might be left wondering about the status of their application. 

This closure is not only beneficial for candidates but also for the company, as it prevents the need for follow-up inquiries and allows both parties to move forward. Moreover, it keeps the door open for future interactions, as candidates who are treated with respect and professionalism are more likely to reengage with the company when other opportunities arise.

How to Tell Someone They Didn’t Get the Job

This section provides a detailed guideline on how to tell someone they didn’t get the job, ensuring the message is conveyed with professionalism and empathy.

• Clear and Concise Subject Line: The subject line of your job rejection email should be straightforward yet sensitive. Phrases like “Job Application Update” or “Regarding Your Application for [Position Name]” are appropriate. It’s crucial to avoid ambiguity, ensuring the candidate is not misled about the email’s purpose.
• Personalized Greeting: Begin the email with a personalized greeting, using the candidate’s name. A personalized approach shows the candidate that they are not just another number in the process, but an individual whose application was considered seriously.
• Gratitude and Acknowledgment: Acknowledge the time and effort the candidate invested in applying and interviewing. This appreciation helps soften the blow of rejection and leaves the candidate with a sense of respect and value.
• Reason for Rejection: Providing a reason for the rejection can be beneficial, but it should be handled delicately. General factors like a highly competitive applicant pool or the need for specific skills that were not a strong match can be cited. If appropriate, gently mention a lack of fit with the company culture . However, ensure that the reasons are constructive and not personal.
• Encouragement and Constructive Feedback: Offer encouragement by highlighting positive aspects of the candidate’s application or interview. If suitable, provide constructive feedback, focusing on areas for improvement. This can be invaluable for the candidate’s professional growth. The key is to be honest yet tactful, ensuring the feedback is useful without being disheartening.
• Closing Statement: Conclude the email with a positive note. Wish them success in their future endeavors, leaving them with a sense of goodwill and optimism. This closing can help maintain a positive relationship with the candidate, who may be a perfect fit for a different role in the future.

Related Article: Asking for Feedback After a Job Rejection: Do’s and Don’ts 

Job Rejection Email Templates

Crafting a well-structured job rejection email is crucial in maintaining a professional and empathetic approach to recruitment. Below are templates for different scenarios, designed to assist HR professionals in effectively communicating job rejections.

Declined Interview Email

Sometimes, a candidate may not be the right fit even before the interview stage. In such cases, sending a declined interview email is necessary.

Here’s a template:

Subject: Update on Your Application for [Job Title] at [Company Name]

Dear [Candidate’s Name],

I hope this message finds you well. Thank you for your interest in the [Job Title] position at [Company Name] and for the effort you put into your application.

After careful review, we wanted to inform you that we will not be proceeding with an interview at this time. This decision was challenging due to the high caliber of applicants we received. Please know that your qualifications were impressive, and we appreciate the time you invested in reaching out to us.

While we are unable to offer an interview currently, we would like to keep your resume on file for future opportunities that may better align with your skills and experience. We encourage you to apply for any future positions at [Company Name] that interest you.

Thank you again for considering a career with us. We wish you the best in your job search and all your future professional endeavors.

Warm regards,

[Your Name] [Your Position] [Company Name]

Job Rejection Email After Interview

After conducting interviews, it’s important to communicate with candidates who won’t be moving forward.

Subject: Your Interview for [Job Title] at [Company Name]

I hope this email finds you well. We want to extend our sincere thanks for taking the time to interview with us for the [Job Title] position. We truly appreciated the opportunity to learn about your skills and experiences.

After careful consideration and thorough review of all our candidates, we have made the difficult decision to move forward with another applicant whose qualifications more closely align with our needs for this particular role. This was not an easy choice given the impressive talents of all our interviewees, including yourself.

We are grateful for the interest you have shown in [Company Name] and for sharing your professional aspirations with us. Although this specific position was not the right fit, we were impressed by your [mention a specific strength or quality of the candidate], and we encourage you to apply for future openings at our company that align with your skills and career goals.

Thank you again for your time and effort, and we wish you all the best in your continued job search and future professional endeavors. Please feel free to stay in touch.

[Your Name] [Your Position]

Related Article: Job Rejection After an Interview? Here’s How to Handle It

Job Rejection Email for Internal Candidates

Rejecting an internal candidate requires a delicate approach, as these individuals are already part of your organization. Such emails should focus on maintaining a good working relationship and encouraging their continued growth within the company.

Subject: Regarding Your Application for [Job Title] Within [Company Name]

I hope this message finds you well. I want to start by expressing our sincere appreciation for your ongoing contributions to [Company Name] and for expressing interest in the [Job Title] position.

After thorough consideration, we have decided to move forward with another candidate for this role. This decision was particularly difficult given your valuable work and dedication to our team. We were impressed by your [mention any specific strengths or contributions of the candidate] but ultimately felt that another candidate’s specific skill set was better suited to the needs of this position.

We truly value your commitment to [Company Name] and encourage you to continue seeking growth and development opportunities within our organization. Please know that this decision does not diminish the importance of your role and your accomplishments here.

We are more than willing to discuss your career path and future opportunities within [Company Name], and I am personally available to provide guidance or support in your professional development.

Thank you again for your interest in the [Job Title] position, and we look forward to your continued success and contributions to our team.

Job Rejection Email for Post-Internship Candidates

Interns often hope their internship will lead to a permanent position. When this isn’t possible, it’s crucial to communicate this delicately. Here’s a template that will help you acknowledge their contributions and encourage them in their future endeavors.

Subject: Follow-Up on Your Application for [Job Title] at [Company Name]

I hope you are doing well. Firstly, I want to thank you for your hard work and dedication during your internship with us at [Company Name]. It was a pleasure having you as part of our team and witnessing your growth and contributions.

Regarding your application for the [Job Title] position, after much consideration, we have decided to move forward with a candidate who has specific experience and qualifications that align more closely with our current needs. This decision was not easy, especially given your commitment and the skills you demonstrated throughout your internship.

We recognize and appreciate the effort you put into both your internship and your application. While this specific role was not the right fit, your potential did not go unnoticed. We encourage you to continue developing your skills and would be delighted to consider you for future opportunities that match your qualifications and career aspirations.

Please keep in touch and consider [Company Name] for future applications. We wish you all the best in your academic pursuits and upcoming professional endeavors.

Personalized Job Rejection Email Example

Personalizing a job rejection email, especially when offering feedback, is crucial in showing respect and care for the candidate’s professional development.

Below is an example of a personalized job rejection email that includes specific feedback:

Subject: Regarding Your Application for the Marketing Manager Role at Zenith Innovations

Dear Emily,

I hope this email finds you in good spirits. First and foremost, thank you for the time and energy you dedicated to the interview process for the Marketing Manager position at Zenith Innovations. We were particularly impressed by your enthusiasm for digital marketing and your innovative approach to brand strategy, evident in your successful campaign with ABC Corp.

After a thorough review of all our candidates, we have decided to move forward with someone whose background in international market expansion more closely aligns with our current strategic goals. This decision was by no means an easy one, especially given your strong expertise in domestic market strategies.

I would like to offer some specific feedback to assist you in your career journey. Your experience in developing comprehensive social media campaigns and managing a dynamic team is commendable. However, for a role like Marketing Manager at Zenith, a deeper understanding of global marketing trends and experience in navigating diverse international markets could greatly enhance your candidacy for future opportunities. Additionally, while your creative approach is a significant strength, expanding your skill set in data analytics could provide a more balanced strategy perspective, which is highly valued in our company’s marketing approach.

We truly appreciate your interest in Zenith Innovations and the unique ideas you brought to the table during our discussions. While this particular role wasn’t the right fit, your talent and passion for marketing are clear, and I have no doubt you’ll find a position that suits your impressive skill set. Please feel free to stay in touch, and should a suitable role arise in the future, I hope you will consider reapplying.

Thank you once again for considering a career with us, and I wish you the best of luck in your ongoing job search. If you would like to discuss your application or our feedback further, please don’t hesitate to reach out.

Jonathan Smith Director of Human Resources Zenith Innovations [email protected]

Best Practices for Crafting Compassionate Job Rejection Emails

Crafting a compassionate job rejection email is a critical aspect of the recruitment process. Below are best practices for creating job rejection emails that are empathetic and professional.

It’s respectful to inform applicants of their status as soon as a decision has been made. Timely communication demonstrates that your company values the candidate’s time and effort. It also helps candidates to move on quickly in their job search, potentially reducing the emotional impact of the rejection.

Provide Constructive Feedback

Offering constructive feedback shows that you have taken the time to evaluate the candidate’s application thoroughly and are interested in their professional growth. Feedback should be specific, actionable, and framed positively. However, it’s important to balance honesty with sensitivity, ensuring that your comments are helpful and not discouraging.

Encourage Future Applications

If you see potential in a candidate for future roles, explicitly encourage them to reapply. This can be particularly important for candidates who were strong contenders but weren’t the right fit for the current role. By inviting them to apply for future positions, you maintain a relationship with them and create a pool of pre-vetted candidates for your company. This gesture can also boost the candidate’s confidence and willingness to re-engage with your organization.

Legal and Compliance Considerations

When crafting job rejection emails, it’s vital to be mindful of legal and compliance considerations. Avoid statements that could be interpreted as discriminatory or that imply an unlawful basis for the decision. Stick to factual, job-related reasons for the rejection. It’s advisable to consult with your legal team to ensure that all communications are compliant with employment laws and regulations.

The Future of Job Rejection Emails

The future of job rejection emails is set to evolve significantly with advancements in technology and a greater focus on candidate experience. Let’s explore how these changes will shape the way companies communicate rejections.

Personalization through AI

AI can analyze a candidate’s application and generate a customized response that addresses specific aspects of their profile. This technology can identify the key strengths of the candidate and tailor the message to provide relevant and individualized feedback. 

The use of AI in crafting personalized rejection emails not only enhances the candidate experience but also reflects a company’s commitment to thoughtful and respectful communication. As AI technology becomes more sophisticated, we can expect even more nuanced and personalized interactions in the recruitment process.

Automated Feedback Systems

Automated feedback systems represent another innovative trend. These systems can provide more detailed and constructive feedback to candidates by analyzing their interviews or assessments using predefined criteria. By offering insights into areas of strength and those needing improvement, automated feedback systems help candidates in their professional development. 

This technology ensures that each candidate receives valuable feedback without significantly increasing the workload for HR professionals. As these systems develop, they could become a standard feature in the recruitment process, benefiting both candidates and employers by fostering transparency and growth.

Integration with Learning Platforms

An emerging concept is the integration of job rejection emails with learning platforms. For instance, a rejection email could include links to online courses or workshops that align with the areas of development identified during the application process. 

This approach positions the company as an enabler of professional growth, extending the relationship beyond the recruitment process. It demonstrates a commitment to the long-term success of all candidates, enhancing the company’s reputation as a supportive and developmental organization.

About the Author

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How to write a rejection letter (with template and example)

7 min read · Updated on July 21, 2023

Let job seekers down gently with the professional approach to rejection

“Rejection doesn't mean you aren't good enough; it means the other person failed to notice what you have to offer.” So said American writer, Mark Amend.

While this might be true in other walks of life, in an interview scenario it means you didn't project your  key strengths  forcefully enough to secure the position you required.

It's never easy telling someone they're not wanted. And it's never easy being told you're not wanted. Whichever side you're coming from, it's a necessity in the recruitment process. You can't give everyone a job!

But what's the best way to go about it?

How to write a rejection letter

A stony silence from recruiters or employers is probably more painful for jobseekers than a rejection letter, especially when they've put their heart and soul into the interview. At least with a job applicant  rejection letter, they know where they stand and can move on to apply for other roles.

It's also important to keep candidates on your good side. Remember that you meet colleagues climbing up the career ladder as well as coming down!

As with any correspondence from your company or business, a rejection letter should be thoughtful, professional, and articulate. After all, it's a reflection of your organisation and therefore should present your high standards in the best possible way. That means rejection letters should be thoroughly checked and proofread for any errors before being sent out.

Below are some hints to take on board when compiling a rejection letter.

While no one relishes being rejected, it's vital to tell candidates as soon as you can that their application has been unsuccessful. This shows that you respect their time and effort in attending an interview and showing an interest in your company.

There's no need to go into a long spiel within the rejection letter itself. While you can take a sentence or two to provide some feedback, it's generally better to keep the letter to just a few paragraphs, such as in the example below.

Be forthright

Let candidates know they haven't made it any further in the recruitment process early on in the rejection letter. That way they don't have to spend time reading through the entire epistle before finding out right at the end that they've been unsuccessful.

Be positive

If possible, maintain a positive tone, explaining why you liked their application or any positives that came out of their interview. This can lift spirits, despite the bad news, and might mean they don't become too despondent as they move on.

Be aware of internal candidates

For internal positions, you might have to send a rejection letter to those you already work with, or have dealings with, in an organisation. Focus on giving more detailed reasons as to why they didn't succeed this time. Maybe organise a meeting where you can discuss what happened in more detail, but at the same time ensure that they're still happy in their current position.

The importance of writing a rejection letter

For closure.

If you tell applicants quickly that they haven't been successful this time in securing the job, they can move on and seek other roles without being left hanging.

For a positive company image

With many people relying on reviews online or checking out a  company's culture , it's worth taking that small amount of time and effort. By sending a polite rejection letter, the rejected candidate just might leave a positive note.

For the maintenance of continuing good relations

There are always going to be other roles available at your organisation. By being courteous, this leaves the door open for potential opportunities in the future.

What is a good example of a rejection letter?

Rejection letters can come in all shapes and sizes - from the one liner to a more in-depth review of a job application and - hopefully - some constructive feedback.

Follow the below steps when constructing a rejection letter, as well as checking out our example and template:

Thank the applicant

Start the rejection letter with thanking the applicant for taking the time to apply for the role. Not only does this give a positive image of your company, it also sends out the message that you appreciate what they did.

Example: “It was a pleasure meeting with you and I would like to thank you for taking the time to attend the interview / complete the tests / send in your application.”

Tell them why you're getting in touch

It's important to state straight off why you're writing to them, with a short statement telling them that they haven't been successful this time. You can be courteous by apologising, but make sure there's no ambiguity by clearly stating that this is where their journey comes to an end.

Example: “Unfortunately, in this instance, we have decided not to proceed any further with your application.”

Give a valid explanation

Giving an honest reason as to why you've chosen someone else over them can help in future job searches, as it points candidates towards something to build on or improve. While they're still being rejected, it gives them something to work with.

Example: “We interviewed a lot of candidates for the position of Sales Assistant and our chosen candidate had more experience in dealing with customers face-to-face.”

Offer a positive slant

Highlighting some good points from their application will hopefully encourage the job seeker to move forward in a positive way when they apply for other roles.

Example: “Your knowledge of the industry was excellent and you answered the strength and weaknesses questions to a very high standard.”

Keep the door open for future opportunities

Only include this if you think the candidate might fit well within the company in another role. This is a great way of keeping a working relationship going and also sends out a more positive message.

Example: “We would be keen to keep your details on file for any future roles, if that is of interest to you.”

Encourage them to apply for other roles

Again, this is only if you're sure the candidate you've rejected has assets that can be used in other areas of the business. This reassures the applicant that you're still interested in them as a professional, even though they didn't fit the spec of this particular job.

Example: “We would like to encourage you to apply for other roles in the business development department if they fit with your experience and skills.”

Close on a positive note

Make that last impression count by finishing off the rejection letter with a positive slant. The aim is to make the candidate feel good towards your company, even though they haven't been successful in this instance.

Example: “Again, thank you for considering the role at our company and we wish you the best of luck with your continuing job search.”

Rejection email or rejection letter?

If you've recently received a rejection letter, it's probably time to spruce up your CV and  interview techniques . Taking a look at TopCV's free CV review is certainly a good start. With clear and concise advice from the experts, you'll surely be on your way to job success very soon!

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How to Write Professional Yet Kind Rejection Letters [4 Templates]

Published: April 28, 2022

It's never easy notifying someone that they didn’t get the job.

This often leads to generic emails, or worse, complete silence – that’s where a rejection letter template can come in handy.

While it’s never fun to do it, there are kind yet professional ways to reject an applicant that preserve your employer brand .

How to Write a Rejection Letter

You might not think twice about a rejection letter once you send it. But the truth is, your rejection letter is a reflection of your company. If it’s poorly written, that leaves a negative impression of your company that could easily spread to other candidates.

This is why writing a thoughtful rejection letter is key. It allows you to maintain a good relationship with the applicant, even if they were not a good fit for a particular role. Who knows, you may want to circle back to them if another position opens up.

When that comes up, you want a candidate to be excited about the prospect of working with you – and how you communicate plays a pivotal role in this.

It's critical you remain positive with your language and focus on language from the job description itself.

In addition, keep in mind that a rejection letter is a fantastic opportunity for the candidate to receive positive feedback and learn how to do better in the future. Consider how you can include specific and valuable feedback.

A rejection letter can be broken down into three sections:

Paragraph One

Your first paragraph should be completely personalized and include the applicant’s name and the position for which they applied. Next, thank the candidate for their interest in your company and for taking the time to interview.

Finally, it's critical you tell the candidate within the first paragraph you've decided to move forward with another candidate.

You can let them down kindly by including a compliment in the rejection, such as "While your qualifications are quite impressive …"

Paragraph Two (Optional)

The second paragraph is where the personalization really comes in. What you write will depend on your experience with the candidate and how far into the process they got.

For instance, if you’re rejecting a candidate after the first round, you can keep this section brief and jump to paragraph three. However, for a candidate who reached the final round, you’ll likely want to give more context to the reason for the rejection.

The candidate took time to prepare for your interview process, so if you were impressed by them during the interview, it could make a huge difference to let them know.

Simply include one strength of theirs you remembered from the interview process, like "Our team was particularly impressed with your writing skills."

To truly add value, you'll also want to include constructive feedback to help your candidate identify areas of improvement. Take detailed notes during the interview (or ask the hiring manager to do so) and when you reject your applicant, provide one or two areas of improvement.

Focus on one aspect of the job description you feel the candidate didn't quite match.

Say the role required expertise in data analytics, but the applicant wasn’t strong in this area. You might say, "At this time, we're looking for candidates with a deeper understanding of data analytics…"

If you were impressed by the candidate and genuinely feel they’d be a good fit for your company down the road, leave the door open by telling them you'll put them into your contact database and reconsider them in the future.

Additionally, if it was a difficult decision, tell your candidate – it can help soften the blow.

Paragraph Three

Conclude by wishing the candidate luck in their job search, and thanking the applicant again for considering your company.

Standard Rejection Letter

Dear [Name],

Thank you for interviewing for [position] on [date of interview] and taking the time to learn about our company. After careful consideration, we have selected another candidate for the position.

We do hope you’ll keep us in mind when we advertise roles in the future and encourage you to apply again.

We wish you the best of luck in your job search and thank you for your interest in our company.

Feedback Rejection Letter

Thank you for interviewing for [position] on [date of interview]. It was a very tough decision but we have selected another candidate for the position.

Our team was particularly impressed with your [skills], but we felt you lacked experience in [skill/experience]. We'd recommend [taking a course/obtaining a certificate/gaining project experience] to improve.

We would like to stay in touch with you for future opportunities that might be a good fit. Please let us know if you're interested in remaining in our talent pool.

Thanks again for taking the time to apply and come in to meet the team. We wish you the best of luck in your job search and thank you for your interest in our company.

Redirection Rejection Letter

Thank you for interviewing for [position] on [date of interview]. After careful consideration, we have decided to move forward with another candidate.

Our team was particularly impressed with your [skills], but we felt you lacked experience in [skill]. However, we believe your skillset would align better with [position] and would love to consider you for it.

Please let us know if you would be interested in discussing it further.

We’d like to thank you again for your time and wish you the best in your future endeavors.

Short Rejection Letter

We thank you for your interest in the company and we wish you the best of luck in your job search.

Notifying a candidate that they have been rejected is never easy. By writing a thoughtful letter fit for the situation, you leave the door open for future collaboration and leave a positive impression of your company.

Editor's Note: This post was originally published in Oct. 2018 and has been updated for comprehensiveness.

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Writing a Rejection Letter (with Samples)

• Sarah Green Carmichael

A quick no is better than a long maybe.

I have a friend who appraises antiques — assigning a dollar value to the old Chinese vase your grandmother used for storing pencils, telling you how much those silver knickknacks from Aunt Fern are worth. He says the hardest part of his job, the part he dreads the most, is telling people that their treasure is worthless.

• Sarah Green Carmichael is a former executive editor at Harvard Business Review. skgreen

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How do you decline a candidate in the process? Use this template to send a job rejection letter to applicants and candidates.

Your recruitment process can make or break your company. That’s because attracting and hiring top talent leads to hitting business goals. Learn how to find the best candidates.

How To Reject A Candidate And Write A Job Rejection Letter (Template)

Even when declining a candidate, you'll want to maintain a positive relationship for future opportunities and to maintain your pipeline. In this article, we’ll discuss the best way to decline a candidate and the right words to use in a job rejection letter.

Unfortunately, you cannot accept every candidate for a job. For the candidate, their job search will continue while you continue to interview other job candidates and make the hire that is right for you.

Some decisions are easier than others; often right away you know that a candidate will not make it through the screening process or you may even have a system in place to screen those candidates before they even reach your review.

Other job seekers are much more difficult to decline: they may have impressed the hiring manager with great ideas or new projects to try during the job interview. This is to be expected; after all you want someone that is brilliant to be in your role.

But in reality, you’ll be sending a rejection email to almost everyone that you interview and talk to.

However, rejecting and declining candidates is not something that should be done lightly; instead, it should be filled with gentleness and respect.

According to the 2018 Talent Board Candidate Experience Report , the type of rejection you send a candidate can impact their future in your talent pipeline and whether or not they refer others. In that survey, 63 percent of candidates surveyed received automated email replies, 21 percent received personal emails and only 7 percent received a personal phone call.

Candidate perceptions of the company jumped when companies called versus sending an automated email.

In many cases, you’ll want this candidate to be part of your talent pipeline for other opportunities and even be a referral source for their network.

To maintain that relationship, be considerate not only with the words you use but also in your timing.

When Rejecting A Candidate...

1) decline at the right stage.

Once you’ve made a decision about a candidate, promptly let them know. Yes there is that waiting game if you’ve made an offer to a candidate and are awaiting a reply. But if you know a candidate is not the right fit for the position earlier in the process, decline them at that time.

2) Provide helpful feedback

If you are rejecting a candidate after an interview stage, this is an opportunity to provide feedback about their skills, experiences and why it would not work at your current company. If you are impressed by a candidate, offer to stay in touch for future opportunities.

By taking great notes or using follow-ups used in your Applicant Tracking System, you can personalize your feedback for the specific candidate.

Specific feedback will be harder and impossible if the applicant does not make it past the initial screening to the interview stage.

3) Stay in communication

It is okay to share with candidates about how long you expect the hiring process to last and even how many candidates you are considering. Of course, use your company guidelines and best practices before oversharing with candidates.

4) Get their opinion

Enhance your own process while also building trust with the candidates and improving your employer brand. Many companies use a candidate experience survey or will share their opinion on Glassdoor or another review site. Take the feedback with a grain of salt--obviously the candidate could be disappointed that they did not receive a position--but many candidates will provide good feedback to preserve the relationship moving forward.

5) Keep them in your pipeline

This could mean adding the candidates to a newsletter of your current job openings, stay in touch on social media or connect them with other recruiters you know in the industry. This will maintain a positive relationship and burnish your employer brand. Use Google Calendar or your ATS to set reminders on when to contact different applicants and for what roles.

How To Write The Job Rejection Letter

1) remember the purpose.

In this case, the medium is the message. Sending a form letter shows your intent and purpose: it’s clear they were not a great fit for the job.

A more personalized, longer note shows that you were more invested in the candidate.

But remember the purpose is the same: to decline the candidate, but in a respectful way.

2) Consider the tone

Use kind words when declining them for the position. Be mindful of the phrases that you employ:

A phrase like “declining at this time” preserves your employer brand and opens them up to future opportunities with your company and preserves their place in the timeline.

You may also want to encourage them to apply for other openings you have if you actually mean it. This is a great phrase if you really mean it. Do not offer this to every applicant or candidate if you sincerely do not believe they could be a fit for your company later on.

3) What to include

How many details to include will depend on the type of position that you were hiring for.

One option may include the aspects of the person you did end up hiring. There is no need to name the person, but you can list the skills and experiences that the new hire has as informative to the declined applicant.

You avoid focusing on the negative aspects of the candidate but are offering a few pointers on how they can improve.

4) How do you leave a positive impression?

Your main goal is to not burn the bridges to your company, but provide an on-ramp for future opportunities or for the applicant to have a positive experience in that they will share with their friends or colleagues about other opportunities at your firm.

Mass-Email Job Rejection Letter Template

You may need to dismiss several candidates at once, especially if it’s position where you conducted volume hiring.

Try our Google template  that you can copy and paste for future use.

This template will help you save time and give you a starting point for your future communications. Please change the text to fit your specific situation and company needs.

Hello [first name],

We appreciate your enthusiasm for joining [company name]. We are writing to tell you that despite the fact that your resume and cover letter were extremely relevant to our needs, our management team assessed your application and did not choose it for further consideration.

Nonetheless, we will keep your resume in our database and connect with you about future job openings that may be a more suitable match for your abilities and work history.

We wish you the best in your search for a new position.

[Sender Name]

[Company Name]

Personalized Job Rejection Letter Template

You may need a more personalized approach if you are rejecting a candidate that you have had more time with or are further in the process. If a candidate is one of your finalists, you may want to call them especially if they were expecting an offer.

Consider tailoring this email specifically to your conversation and include tidbits about what was mentioned in the interview. It’s important to take good notes during an interview, especially if it’s a top candidate. This will help you make your decision based on facts rather than any biases that you have.

Access the  Google Doc template.

Dear [candidate name],

Thank you for making the effort to meet with our group about the [position] at [company name]. It was a joy to become familiar with your achievements and work experiences.

However, the hiring team has decided not to move forward with your candidacy at this time.

As you may guess, the number of applicants at [company name] is constantly competitive and that we regularly need to decide between highly qualified people like yourself. Since we've had the opportunity to learn more about you, we will keep your resume in our database for any future open roles.

If you have any specific questions about the interview or our decision, do not hesitate to reach out.

Again, thank you for applying to [company name] and discussing this position. Good luck in all of your future endeavors.

Conclusion: Communicate, Don’t Ignore

One of the worst feelings from an applicant is to have no communication at all from the company. There are many great reasons why this may be the case, but hearing nothing could be as disappointing as a rejection. People like to know where they stand, and not to be left in a lurch regarding their search for employment.

There are many moving pieces on your end, but remember the long game: these candidates are connected to others in their field and you want to leave a strong, positive impression about your brand. Quick, concise and relevant details will help your reputation moving forward and build your talent pipeline over time. You may be reaching back out to this person in the future--you never know!-- and want to ensure they had a great experience with your company.

• How is your communication with candidates?
• What tips do you have for declining candidates?
• Do you think it is important to maintain good relationships for your talent pipeline?

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Job Rejection Letter: Everything You Need to Know

Job rejection letters inform candidates that they did not get the job. 3 min read updated on February 01, 2023

What Is a Job Rejection Letter?

Job rejection letters inform candidates that they did not get the job. A job rejection letter may be sent to interviewees who have had more than one interview with the company. It can be difficult to give a job rejection letter to a prospect who was liked and qualified enough to make it to the next round of interviews, but it is important to remember that this is commonplace. Due to the sensitive nature of rejection, the letters should be professional and polite as well as written with compassion.

What Is the Importance of Job Rejection Letters?

Reputation is important to an organization. It is critical to ensure that the organization’s reputation is kept intact with each potential employee so that the firm is able to attract the most highly qualified individuals.

The organization’s reputation can be impacted by how the candidates are treated by the interviewers. As candidates make the time and effort to apply for the job and visit the organization on two occasions, if a candidate does not get the job, the firm is obligated to send a professional communication of rejection in the form of a job rejection letter. It would be inconsiderate and disrespectful to not notify the candidate of the results of their effort. Excuses such as not having the time or being preoccupied are unacceptable and sending the letter as soon as possible allow the candidate to continue their job search.

Sending job rejection letters benefits the company by preventing follow ups and safeguard the firm's reputation by showing that the firm respects the candidates.

Begin With a Phone Call

It is advisable to first phone the candidate/s who did not get the job before sending a rejection letter. An interviewee who has taken the time to interview for the job on two occasions, and by having a second interview believes they are in the running, deserves to receive a phone call notifying them of the outcome of their application. The firm should expect the candidate to have follow up questions and be prepared to answer them.

It is  legally advisable  to only tell the candidate that the firm decided to hire another candidate and not that they chose to hire a better-qualified candidate. If the rejected candidate tries to sue the organization for discrimination, the reason of hiring a more qualified person would give the plaintiff's attorney reason to investigate the applications of all other candidates and what might be considered qualified. Feedback with regards to the candidate's strengths, noted during the interviews, is acceptable.

A job rejection letter should follow after the phone call.

The Different Types of Rejection Letters

It is important to note that there are actually a variety of rejection letters for different situations, such as:

• Not selected for the job interview - as many people will apply and only a few will interview, these can be automated electronically on a standard form as there is no relationship with the candidates.
• Selected another candidate - a letter indicating that another candidate was selected, but the firm hopes the rejected candidate applies for future roles.
• Poor fit - Candidate is unsuccessful as they are a poor fit for the organization's culture.
• Not selected for the applied role, but another role is available - another candidate was selected for the applied role, but the firm wishes for the rejected candidate to apply for another role.
• Not selected for the second interview – after initial interview to assess applicant's skills, experience, and cultural fit, it is decided the candidate does not qualify for a second interview.
• No available positions – a letter indicating that the position is not available.

Rejection letters  should include specific reasons as to why the candidate was unsuccessful and next steps if there are any. The job rejection letter should be to the point and the reasons for rejection clearly stated. The letter should be compassionate and not appear insulting. Although time-consuming, job rejection letters with specific feedback as to why the candidate was unsuccessful are the most appreciated and beneficial to the candidate.

If you need help with a job rejection letter, you can post your legal need on UpCounsel’s marketplace. UpCounsel accepts only the top 5 percent of lawyers to its site. Lawyers on UpCounsel come from law schools such as Harvard Law and Yale Law and average 14 years of legal experience, including work with or on behalf of companies like Google, Menlo Ventures, and Airbnb.

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Candidate rejection letter sample

Save time writing your job rejection letter with this all-purpose template. Just copy, paste, and customize this sample rejection for your specific needs. This employment rejection letter can be repurposed to include specific reasons for a candidate's rejection, or potential next steps. Remember when sending a rejection letter after interview, or a rejection email after interview, to be brief and clear about the reasons that you did not move forward with the hire.

Hi [ first name ],

We appreciate your interest in [ company name ] and the time you’ve invested in applying for the [ role title ] opening.

We ended up moving forward with another candidate, but we’d like to thank you for talking to our team and giving us the opportunity to learn about your skills and accomplishments.

We will be advertising more positions in the coming months. We hope you’ll keep us in mind and we encourage you to apply again.

We wish you good luck with your job search and professional future endeavors.

[ Sender Name ]

• Read why employers should always send a post-interview rejection letter to job candidates .
• For a more formal rejection letter, see our sample job rejection letter template .
• Tutorial:  How to reject candidates without burning bridges

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Job Rejection Letters for Unsuccessful Candidates (4 Templates)

In the world of recruiting, job postings on job portals like Indeed, LinkedIn and Naukri.com often attract a large number of candidates who submit their CVs directly to the company email. Although numerous qualified candidates may be applying, not everyone can be chosen. This is when a well-created and careful rejection letter becomes necessary.

Table of Contents

What is a job rejection letter.

A job rejection letter is a formal communication sent to candidates who were not selected for a job position after the interview process. It serves as a professional and respectful way to inform applicants that they have not been chosen for the role. The letter typically includes a brief thank you for their interest in the position, a notification of the decision, and sometimes a brief explanation for the decision.

The purpose of a job rejection letter is to provide closure to the candidates, maintain a positive impression of the company, and leave the door open for future opportunities.

Types of Job Rejection Letters

When an employer decides not to move on with a specific candidate it becomes important to send that candidate a rejection letter to provide closure. There are different types of Job rejection letters for different stages of the interview.

Here are some of the common types of job rejection letters.

1. Standard Rejection Letter: A generic letter thanking the candidate for their application and informing them that they have not been selected. It does not provide specific feedback or reasons for the decision.

2. Pre-Interview Rejection Letter: Sent to candidates who were not selected for an interview, this letter thanks them for their application but informs them that they were not chosen to proceed to the subsequent stage of the hiring process.

3. Post-Interview Rejection Letter: Sent to candidates after an interview, this letter thanks them for their time and effort in attending the interview but informs them that they were not selected for the position.

4. On-Hold Rejection Letter: Informs the candidate that the hiring process for the position has been put on hold and that their application will not be considered further at this time.

5. Finalist Rejection Letter: A letter sent to candidates who made it to the final stages of the interview process but were not ultimately selected. It often includes more personalized feedback and encouragement.

6. Constructive Feedback Rejection Letter: A letter that, in addition to informing the candidate of the decision, provides specific feedback on areas where the candidate can improve for future applications.

7. Rejection Letter with Feedback: A rejection letter with feedback provides candidates constructive criticism, helping them understand why they were not selected.

8. Re-Applicant Encouragement Letter: A re-applicant encouragement letter invites past candidates to reapply for future job openings, maintaining a positive relationship and their interest in the company.

Simple Tips for Writing a Rejection Email

Here are some of the best tips for you to craft a professional yet polite Rejection Email.

• Be clear and concise: Keep your rejection email brief and straightforward. Candidates appreciate clarity and don’t need extensive details.
• Express gratitude: Begin your email by thanking the candidate for their interest in the position and for taking the time to apply. This shows respect for their effort.
• Provide a brief explanation: While you don’t need to give a detailed explanation, a brief reason for the decision can help candidates understand and move forward.
• Maintain a professional tone: Even though the message may be disappointing, it’s important to maintain a respectful and professional tone to uphold your company’s image.
• Offer constructive feedback: If you can provide feedback that can help the candidate improve for future applications, it can be valuable. However, this is not always necessary.
• Close on a positive note: End your email by wishing the candidate success in their job search and future endeavors. A positive closing can leave a good impression.

Job Rejection Letter Sample Templates

Here are a few sample templates for your better understanding of how to write a professional yet polite job rejection letter for unsuccessful applicants.

1. Standard Rejection Email

Subject: Your application for [Position Title] at [Company Name]

Dear [Candidate’s Name],

Your interest in the [Job Title] position at [Company Name] is greatly appreciated. We value the time and effort you dedicated to the application process. After careful review, we have chosen a candidate whose qualifications better match our current requirements.

While we will not be moving forward with your application, we sincerely appreciate your interest in joining our team. We wish you success in your future endeavors.

Best regards,

[Your Name] [Your Title] [Company Name]

2. Rejection Email with Feedback

Subject: Feedback on Your Application for [Position Title] at [Company Name]

We value your interest in the [Job Title] position at [Company Name]. We appreciate the opportunity to review your application. While your qualifications and experience are impressive, we have decided to move forward with another candidate whose skills and experience align more closely with our current needs.

We encourage you to continue pursuing opportunities that match your skills and qualifications. One area for improvement we noted in your application is [specific feedback, if applicable].

We value your interest in our company and wish you success in your future endeavors.

3. Encouragement to Reapply Email

Subject: Future Opportunities at [Company Name]

Thank you for your application for the [Job Title] position at [Company Name]. While we have selected another candidate for this position, we were impressed with your qualifications and would like to encourage you to apply for future opportunities that align with your skills and experience.

We will keep your application on file for future reference and notify you of any suitable opportunities that arise. We appreciate your interest in our company and look forward to potentially working with you in the future.

4. Job Application Result

Subject: Job Application Result for [Job Title] Position at [Company Name]

I hope this email finds you well.

Thank you for your application for the [Job Title] position at [Company Name]. After careful consideration, we regret to inform you that we have selected another candidate who we believe is the best fit for the role.

We were impressed with your qualifications and experience, and we appreciate your interest in joining our team. We will keep your resume on file for future opportunities that match your skills and experience.

We wish you the best in your job search and future endeavors.

Benefits of Job Rejection Letters for Employers

Job Rejection templates are very beneficial to employers because they are time-saving and effortless. These templates help maintain a consistent and professional communication style with candidates.

Time-saving: Templates allow employers to quickly communicate the outcome of the application process to candidates without having to draft individual emails for each job applicant .

Consistency: Using templates ensures that all candidates receive a consistent message, which helps maintain professionalism and avoids misunderstandings.

Professionalism: Templates help employers convey a professional image by providing a well-written and respectful message to candidates, even in the case of rejection.

Efficiency: Templates can be customized to include specific feedback or information relevant to the candidate, making communication more efficient and effective.

Enhanced Candidate Experience: A well-crafted rejection email can leave candidates with a positive impression, reflecting well on the employer and potentially enhancing their reputation for future recruitment.

Legal protection: Templates can help ensure that the rejection message complies with legal requirements and does not inadvertently expose the employer to legal risks.

In conclusion, job rejection letters play a crucial role in the recruitment process by offering closure to applicants and leaving a positive impression of the company. Sending a well-crafted job rejection email to unsuccessful candidates is not just about closing one chapter but also about opening doors for future opportunities. It’s an opportunity to maintain a positive relationship with candidates, uphold the company’s reputation, and contribute to a more compassionate and respectful hiring process overall.

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A job rejection letter is a formal communication sent by an employer to inform a job applicant that they have not been selected for a position. It is a standard practice in the recruitment process and is used to provide closure to applicants who have invested time and effort in applying for the position.

A job rejection email should include a thank you for the candidate’s application, a brief explanation of the decision, and a wish for their future success. You can also offer feedback or encourage them to apply for future opportunities.

Not necessarily required, providing constructive feedback can be helpful for candidates to improve their future applications. It also demonstrates your commitment to their professional development.

A job rejection letter can be delivered via email or postal mail, depending on the company’s preference. Email is often preferred for its efficiency, but postal mail can be more personal.

A job rejection email is important because it provides closure to applicants, informs them of the outcome of their application, and maintains a positive relationship with candidates. It also reflects professionalism and respect in the hiring process.

Yes, it’s still considerate to inform candidates of their application status, even if they didn’t attend an interview. It provides closure and maintains a positive image of your company.

Yes, a well-crafted job rejection email can leave a positive impression on candidates and reflect well on your company. It shows that you value professionalism and respect in your hiring process.

To ensure legal compliance, avoid discriminatory language or reasons for rejection. Keep the letter professional and focus on the candidate’s qualifications and fit for the role. If in doubt, seek legal advice.

Yes, it’s recommended to personalize job rejection emails whenever possible. Addressing the candidate by name and mentioning specific details from their application can make the letter more meaningful.

Yes, it’s a good practice to keep a record of rejection emails for documentation purposes. This helps ensure consistency in your hiring process and can be useful if there are any questions or disputes later on.

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Letters , Rejection Letters

37 Polite Rejection Letter and Email Samples (+ Writing Tips)

A polite rejection letter is written by the HR or hiring manager. Many people usually apply for a job, and there is a possibility that a few among the applicants will not qualify for the vacancy advertised. Furthermore, dismissing an application might seem easy, especially if it indicates that a person is not qualified for a job. However, this is not the perfect option because the applicants usually take their time to apply and get interviewed for the position.

Therefore, you must reciprocate the effort even if they are not fit for the job by writing them a job rejection letter. Bear in mind that a job rejection letter respectfully and formally declines a job application. This enables the applicants to continue searching for a job that suits them better and not wait for a letter that is nowhere and is likely not to come. Suppose you do not send this letter; your company is likely to have a negative image during the process of hiring.

What is a Polite Rejection Letter?

A polite rejection letter is a professional courtesy response written to a job seeker who has not been successful after applying, submitting, and attending the interview.

What is a Polite Rejection Letter Template?

A polite rejection letter template is a fillable or editable document that guides you in writing a professional response to unsuccessful job applicants .

Polite Rejection Letter Templates and Examples

Why is a Polite Rejection Letter Important?

Below are a few reasons why a polite letter is essential:

Helps the employer in branding

A brand or company that takes time to issue a rejection letter will likely enjoy excellent PR from applicants even when they are not fit for the advertised job. Besides, applicants can refer other individuals to apply with an assurance that they will get a response from the employer.

Similarly, if the applicant is not issued a rejection letter, they are likely to share what they got when they applied with their friends and family. And this might spoil the reputation of the company or employer. As a result, this will limit the figure of individuals applying for the job. Hence limiting the company’s choice, more so in terms of qualified candidates.

It opens a chance for the future

When an applicant receives this letter from the employer, they will boost the experience and skills required. This will make them valuable applicants to the employer soon. This letter creates malice between the applicant and the employer. Therefore, if a vacancy position is advertised in the future, the candidate will comfortably apply.

If the employer does not issue this letter to the unqualified candidates, they improve their weaknesses. They might hesitate to apply for the job if the same company advertises for a job in the future and needs a maximally qualified employee. This will be a loss to the company or brand.

Excellent experience standards

The experience you get when applying for a job plays a vital part in your life. And issuing a rejection letter ensures that you have a polite and professional experience with the company or employer. Furthermore, it also enhances a healthy relationship with candidates, and most people consider this a healthy business practice.

Essential Elements of a Rejection Letter

There are a few essential elements of a rejection letter, these elements include:

• Thanking the applicant

Applicants usually invest a lot of effort and time to apply, and while undergoing this process, they are usually emotional, excited, and enthusiastic. Applying for a job is demanding, and rejection makes it more complicated, which explains why you should be thankful to them.

Break the negative news

A rejection letter entails bad news, and thus ensure you are clear and upfront when giving this information. Say no and mean a no. You will leave your applicant with no illusions that they have an opportunity.

Explain reasons

As much as the applicants were unsuccessful, you need to explain why they were never chosen. Here you can state that you found more suitable candidates or give comprehensive feedback.

A positive end

Ending your job rejection letter positively is crucial because as much as you have not given them a job, there are many positions out there to try their luck. Thank the jobseeker, appreciate their strengths and encourage them to make applications again in the future.

How to Write a Polite Rejection Letter?

The following are steps you must follow to write a rejection letter:

Develop an informative subject line

When writing a rejection letter, create a unique and straightforward subject line that will stand out in your applicants’ inbox. Include the organization name and the position for the jobseeker to understand the letter’s purpose.

Appreciate the candidate for their precious time

Start your letter by thanking the applicant for taking their time to apply and come for the interview. Stay specific to show that the letter is sincere and unique.

Tell them you do not consider them for the position

Inform them about being unsuccessful and why you considered other candidates. And this is the primary purpose of this letter.

Offer them reasons why they are unsuccessful

Giving the applicant reasons for being unsuccessful usually helps the candidates enhance future roles. Furthermore, explain what you were looking for in a potential candidate. Candidates are never picked because of missing experience, education, and skills.

You must provide them with several positive aspects about your interview or qualification

To leave your candidate smiling, talk about one to two qualities you love about them. When you describe these positive aspects, they will understand where they need to improve.

Inform them you will consider them for future opportunities

Suppose you think that the candidate can be fit for your company, you can choose to consider them for future opportunities. Informing them that you will consider them next time is perfect for maintaining your connection with applicants. In addition, the tone of your letter should be positive.

Motivate them to apply for other positions

Build a connection by encouraging the applicant to apply for other advertised positions they might be interested in. This is another way to show your applicants that you would love them to be part of your company.

End with a positive message

How you close your letter matters; in this section, you need to thank the candidate for their time and wish them the best in their endeavors.

Sample Rejection Letter to Job Candidate

Below is a sample of the rejection letter to the job candidate:

Linda Walker

133 Main Street

1122- Virginia Road, South West Avenue

November 24th, 2019

Cynthia Whitney

133 Business Street

Business Town, NY 12033

Dear Madam Applicant

We interviewed multiple candidates for the finance position, and we offered another applicant this position. Therefore, this letter is to notify you that you were not chosen for the position you applied for.

However, the interview panel was captivated by your experience and credentials. Hence we are offering you a chance to be interviewed for the next finance job in our company. Enclosed is a vacancy description for the review. Suppose you are interested in the second opportunity offered by our company. Kindly email Chris Brown and your interview will be scheduled at your convenient time. The position interviewed is the first one.

We greatly appreciate your effort to come and meet our entire interview team. We enjoyed our discussion and meeting you. Whatever you decide concerning the second interview coming soon, please feel free to apply for the vacancy position you qualify for soon.

Furthermore, we wish you professional success as you search for a job now and also in the future. Thank you for showing maximum interest in our company.

HR Director for employment section

Polite Candidate Draft Rejection Letter

Job Applicant Rejection Letter

A job application rejection letter is a document an employer or sends to a candidate that didn’t meet the qualifications they were looking for. A job application rejection letter can help any individual know where they stand with the company.

Proposal Rejection Letter

Polite Business Application Rejection

A business application rejection letter or a letter of declination is a formal letter sent from one business to another declining an offer or proposal. A business application rejection letter is a firm and direct way for B2B (business to business) to correspond with each other in regard to client acquisitions or proposals.

Polite Interview Rejection Letter

A post-interview rejection letter is a document that an employer sends to job candidates who didn’t make it to the next phase of the selection process. No one likes to be “left in the dark” when it comes to the knowing the status of an application or interview. A post interview rejection letter is a very direct and professional way to respond to the declined client.

Resume Rejection Letter

A pre-interview rejection letter is a document stating a declination of an interview. A pre-interview rejection letter is ideal for a company to send to candidates when they don’t currently have any openings with their company. A pre-interview rejection letter may also help the candidate find another company that are accepting resumes that match the person’s skill set.

Response to Rejection Letter

Polite Employment Rejection Letter

Example of Polite Rejection Letter

Job Offer Rejection Letter

Polite Client Rejection

What Is a Rejection Email?

A rejection email is a professional courtesy response to an applicant how has not succeeded after applying and attending an interview.

How to Reject a Candidate via Email?

You might be well familiarized with a job rejection letter, but how do you reject a candidate via email? Below is an overview of how to reject a candidate through email:

Use a person’s name

Most employers find it tempting to create and send a group email to the entire interviewees, but it is inappropriate. It is good to address an applicant by name and make them grateful, and using the first name sounds more personal.

Appreciate them for applying

Applying for a job and attending the interview takes a lot of effort. Therefore, thanking the applicant is a necessity.

Commence with the negative news

This letter needs you to be true and straightforward. It would help if you told the applicant directly that they are unsuccessful. Do not wait to break the bad news at the end of your email. Additionally, job seekers are likely to read and read your rejection letter email. Stay clear and not vague. Do not be sorry for the bad news since whatever decision you make is suitable for your company.

Be personal

Take a considerable amount of time to reflect on the candidates’ experience to make the applicant feel your decision is fair. A rejection letter without any explanation can cause frustrations and confusion and upset the job seeker.

If you offer to give feedback, ensure you fulfill your promise

Many companies offer to give feedback, but they never fulfill their promises. If you are not ready to provide feedback, avoid being promising.

Encourage the applicant to apply again

Being unsuccessful does not mean the doors are shut, and this means you should encourage the jobseeker to make an application in the future. Please include information on how they can find new opportunities in your company, and you can offer them your social media platforms.

End your email professionally

Ensure you end your email professionally and with a salutation.

Proofread your email

Nothing can be irritating like a job-written letter that is poorly written. Ensure you check it before sending it to the applicant.

Sample Detailed Rejection Email

Here is a sample of a detailed rejection email:

To: [email protected]

Your application for the finance position

Dear Cynthia,

It was an honor to meet you at our interview this week. We were captivated by your approach, professionalism, and experience, but we have selected another candidate. I know this comes as a disappointment to you, and however, our interview panel valued your strategy and maximally enjoyed your presentation.

Currently, we are transforming. And we are searching for people with a robust digital background. Therefore, with your qualification, experience, and knowledge, you will feature a suitable position to meet your goals.

We wish you all the best as you continue searching for a job and future endeavors. Kindly feel free to call me or contact me via email suppose you need me to break this down further.

Tips for Writing a Rejection Letter

A rejection letter that serves its exact purpose while maintaining its level of professionalism is a dream of every employer. Below are several tips you must consider when writing your rejection letter.

Inquire for feedback on the process of recruitment

Employers must ask for methods of improving their process of recruitment. This will offer the company room for improvement. This is important because applicants are better positioned to see the recruitment process than the employers.

Avoid terms that can be translated as discrimination and unlawful evidence

Your rejection letter should be based on the qualifications, not a disability or other physical aspect. On the other hand, you should avoid comparing the candidates, which falls under unlawful discrimination.

Offer constructive feedback

As an employer, you should be sure to include constructive feedback in your rejection letter. You can identify certain concerns and issues and provide solutions to your candidate’s area of weakness for improvement purposes. Ensure that positive intentions lead your feedback.

Stay honest

The kind of information on your rejection letter should be 100% true. It would help if you pointed out specific reasons why the applicant did not qualify for the advertised vacancy. Avoid assuring the candidate that you will reach out while you know you will not.

Keep it clear and brief

This letter needs to be as brief as possible. Furthermore, going through a lengthy rejection letter can be pretty boring. Keep this letter brief and clear. A long letter becomes boring very fast.

Avoid using the word rejected

There is no point in using the word reject when writing a job rejection letter, and it would be best if you opted for other phrases or words with the same meaning as rejection. Your objective is to ensure that your letter remains positive.

What makes a good candidate rejection email?

A rejection email has four essential parts that make a good candidate rejection letter, these parts include:

• Breaking the bad news
• Explaining reasons
• Offering a positive end

How long should my rejection letter be?

This question has no wrong or right answer, and it just needs you to create a job rejection letter, which so many organizations and businesses never do. The rejection letter length depends on how long an applicant was involved in the job selection process, and in many cases, 3 to 4 paragraphs are sufficient.

How do you politely reject a job application?

You can politely reject a job application by sending a job rejection letter at the right time, selecting the right medium, and Keeping your letter brief. It would help if you also were personal and asked them to reach out in case of anything and be honest with them.

How do you respond to rejection politely?

Once you receive a job rejection email, you must write your response to the interviewers. It would help if you thanked the interviewers for letting you know they successfully got a potential candidate. Take your time, express your disappointment, and let the interviewer know how disappointed you are.

Let your response show that you are interested in working with the company again to make them consider you the next time in case of any vacancies. This shows the employer how you would love to be considered in the coming future. You can also proceed and ask for feedback about why you failed. This is acceptable to applicants’ who are starting their careers as recent college graduates or student interns.

Final Thoughts

Writing and sending a job rejection letter is crucial because it keeps a professional relationship between employers and applicants. Most employers find it challenging to write a rejection letter, but it is necessary to reach out to candidates who did not qualify for the position advertised. Ensure that the job rejection letter is polite, honest, and brief. Similarly, the letter also needs to be personalized to show the employer’s appreciation to each individual who underwent the application process. Feedback is \ in the job rejection letter since it encourages the jobseeker to enhance the skills and qualities they need.

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Employment / Job Rejection Letter

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Updated December 21, 2022

An employment/job rejection letter is a document sent out to individuals who have applied for a particular job but were not chosen for the position. A rejection letter is typically completed by human resources (HR) and will replace the need for a phone conversation with the rejected applicant. However, some companies might only receive a handful of applicants during a calendar year and will find it isn’t necessary to send out rejection letters.

Larger companies with enormous staff will likely have a very high turnover, which will lead to a plethora of applicants. Rejecting a vast number of individuals can take a long time, making the rejection letter a quick, efficient tool for letting individuals know they did not get the position. The template provided here contains all the necessary information for breaking the news to the rejected applicant.

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By Coral Davenport ,  Christina Jewett ,  Alan Rappeport ,  Margot Sanger-Katz ,  Noam Scheiber and Noah Weiland

• June 28, 2024

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