job rejection letter not a good fit

Protect your data

This site uses cookies and related technologies for site operation, and analytics as described in our Privacy Policy . You may choose to consent to our use of these technologies, reject non-essential technologies, or further manage your preferences.

• Career Advice
• 7 Rejection Letter Samples to...

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!

Recommended reading:

Make the Perfect First Impression With Your Resume

How to Describe Yourself in an Interview

Top 15 Professional Goals and How to Achieve Them

Related Articles:

Don't “Snowplow” Your Kids' Job Search — Set Them Up for Success Instead

What Kind of Job Candidate Are You?

Why December is the Best Time of Year to Look for a Job

See how your resume stacks up.

Career Advice Newsletter

Our experts gather the best career & resume tips weekly. Delivered weekly, always free.

Thanks! Career advice is on its way.

Share this article:

Let's stay in touch.

Subscribe today to get job tips and career advice that will come in handy.

Your information is secure. Please read our privacy policy for more information.

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.

Don't forget to share this post!

Related articles.

How To Design a Professional Development Plan for Career Growth

Creating a Fulfilling Workplace: 5 Guaranteed Ways to Boost Job Satisfaction on Your Team

30+ Positive Feedback Examples Your Employees Need to Hear

Guide to Onboarding vs. Orientation

Behavioral Competencies: Putting Together the Best Team

56 Core Company Values That Will Shape Your Culture & Inspire Your Employees

How To Use a Hiring Committee for Your Company

How To Avoid Manager Burnout

How To Create a Job Requisition

Paid Holidays: An Explainer

Everything you need to find, recruit, hire, and train marketing all-stars.

Marketing software that helps you drive revenue, save time and resources, and measure and optimize your investments — all on one easy-to-use platform

Navigating HR Challenges? Find Solutions in Our HR Hub.

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

Read more articles by Ammar Ahmed

Continue Reading

How to Write an Employee Write-Up Form (With Template)

How to write a job offer letter (template & examples), how to create an employee schedule (with templates), how to write a reference letter (template & examples), what is holiday pay everything you need to know, how to conduct a reference check (with questions), what is staff augmentation everything you need to know.

• Career Development

7 Rejection Letter Samples to Send Unfit Applicants

When it comes to the hiring process, rejection letters play a significant role in maintaining a positive candidate experience. Addressing unsuccessful applicants with tact and respect reflects well on your company's professionalism and helps build a favorable reputation for your brand. Crafting well-written and thoughtful rejection letters can help you attract potential employees in the future. 

In this article, we will provide seven rejection letter samples to send to applicants deemed unfit for the job. These templates will assist you in delivering clear, concise, and courteous messages to unsuccessful candidates while maintaining a professional yet approachable tone.

How do you write a rejection letter politely?

Before we dig into those samples, there are a few things you should know about crafting a rejection letter. The first thing to remember is you’re sending a document that has the potential to ruin someone’s day, so remember the human factor. You want the rejection letter to be professional, but embracing empathy is important, also. 

Here are some additional tips for crafting your rejection letter:

Be direct and clear about the outcome. You can even provide a bit of an explanation for the decision so that the candidate knows what they need to work on to improve their skills or qualifications. 

Offer encouragement . Dr. Barbara Fredrickson, a positivity researcher, suggests a 3-to-1 positivity ratio – for every negative, include 3 positives. Rejection doesn’t have to be cold and detached, nor does it have to be overtly negative. 

Personalize your template. When you personalize the letter to address the candidate by name and mention specific details about their application or interview, you add some authenticity to their whole experience. 

Sample 1: A polite nudge for future opportunities

Dear [Applicant's Name],

We want to extend our appreciation for your interest in the [Job Title] role at [Company Name]. Your application showed your dedication, and we value the effort you put into the process.

While your qualifications and experience are commendable, we have chosen to move forward with another candidate who possesses skills that more closely align with our current requirements.

However, we genuinely recognize your potential and would like to encourage you to interview for future openings that might be a better fit for your qualifications. We invite you to keep an eye on our job postings and apply again when the right opportunity arises.

Once again, thank you for your interest in joining our team. We wish you the best of luck in your job search and hope to connect with you in the future.

[Your Name] [Your Job Title]

Sample 2: Rejection for an unqualified candidate

Thank you for considering [Company Name] for the [Job Title] position. We appreciate your interest in joining our team.

After a careful review of your application, we are sorry to say that we have chosen another candidate whose qualifications are more closely aligned with the requirements for this role.

While your application showcased [mention one or two positive aspects from their application], we believe that the specific skills needed for this position differ from what you currently offer.

Please feel free to explore other opportunities that might be a better match for your skills and expertise.

Thank you once again for your application. We wish you the best in your job search and future endeavors.

Sample 3: Appreciation for a positive experience

We extend our gratitude for considering [Company Name] as a potential employer for the [Job Title] position. Your interest is genuinely appreciated.

Upon reviewing your application, we acknowledge your impressive credentials and qualifications. However, it is evident that the culture and values that shape [Company Name] may not align with your professional aspirations.

We believe that a harmonious relationship between our team members and our company culture is vital to both personal growth and collective success. In this instance, we regret that we are unable to proceed further with your application.

We sincerely encourage you to continue your journey in pursuit of opportunities where your skills and ambitions will seamlessly integrate with the organization's ethos. Your dedication to crafting a meaningful career path is admirable, and we have no doubt that you will find the perfect match.

Thank you for your interest in [Your Company Name]. We wish you the best in your endeavors, both professionally and personally.

Warm regards,

Sample 4: Gratitude and encouragement for growth

We sincerely appreciate your interest in the position of [Job Title] at [Your Company Name]. Your application showcased your dedication and enthusiasm for joining our team.

Although we were impressed with your skills and qualifications, we have chosen to move forward with a candidate who more closely aligns with the specific requirements for this role.

We want to encourage you to continue developing your talents and experience, as we believe you have the potential to excel in your professional journey. Please consider applying for future openings, as we would be delighted to consider your candidacy again.

Thank you once again for your interest in [Your Company Name]. We wish you all the best in your career endeavors.

Sample 5: Recognition due to late application

Thank you for expressing interest in the [Job Title] position at [Company Name]. We appreciate your proactive approach to joining our team.

Regrettably, we have already progressed into the advanced stages of the selection process. Your application, while impressive in showcasing your skills and qualifications, was received after our deadline for evaluation.

Given the high level of interest in this position, we had to adhere to a strict timeline. As a result, we are unable to consider applications submitted beyond the specified cutoff date. We understand that timing can be a critical factor in job searches, and we regret any inconvenience this may cause. We encourage you to stay updated with our future openings and ensure that your application is submitted within the designated timeframe.

Thank you for considering [Company Name]. We wish you success in your job search and hope to have the opportunity to consider your application for future roles.

Best regards,

Sample 6: Post-interview rejection

We sincerely appreciate your time and effort throughout the interview process for the [Job Title] position at [Company Name]. Your enthusiasm for the role and your thoughtful responses were truly valued.

After we concluded our rounds of interviews, having spoken to more than 25 equally impressive candidates, we have chosen someone whose qualifications more closely align with the specific needs of the position. Please know that this decision does not diminish the impressive skills and experience you demonstrated during the interview. It was a pleasure to learn about your achievements and aspirations.

We genuinely appreciate your interest in becoming a part of the [Company Name] team. We encourage you to keep an eye on our future job postings and consider applying for positions that match your expertise.

Thank you once again for your time and interest. We wish you continued success in your career journey.

Warmest regards,

Sample 7: Appreciation and encouragement to stay connected

We extend our appreciation for your interest in expanding your role within [Company Name] by applying for the [Job Title] position. Your dedication to our organization and your desire to contribute further is commendable and appreciated.

After carefully reviewing all of the applications we've received, we made the decision to move forward with another candidate. Don't be discouraged, though. Your accomplishments and contributions are recognized and valued, the selection process was highly competitive, and another candidate's qualifications were more aligned with the specific requirements of the role.

Please understand that this outcome does not diminish the significant role you continue to play within our organization. Your ongoing commitment is integral to our success.

We encourage you to maintain your enthusiasm for growth and advancement within [Your Company Name]. Your skills and expertise will undoubtedly be sought after in future opportunities that align with your career goals.

Thank you for your ongoing dedication to our company. We look forward to your continued contributions and hope to have the opportunity to consider your application for future internal positions.

Avoid ghosting job seekers

It is easy to send out an offer letter to the candidate you choose for your role and let everyone else guess that they didn’t get the job. As a professional, you should avoid doing that. Rejection letters are more than just a courtesy, they bridge the gap between your company and candidates. You’ll likely need to fill new jobs in the future; therefore, you want your company to have the reputation of being transparent and respectful to attract future job seekers. Ghosting can have lasting negative effects on a candidate's morale and perception of your company. 

In the end, be professional yet approachable

Crafting rejection letters with a professional yet approachable tone is essential in the hiring process. Utilizing these seven sample rejection letter templates will enable you to communicate respectfully and courteously with candidates who are deemed unfit for the job. 

If you're receiving a lot of rejection letters or are being ghosted by companies, it may have something to do with your resume. Let ZipJob's resume writing service help you open doors to new job opportunities.

Recommended reading: 

How Long Does it Take to Hear Back From a Job Application in 2023?

Being Unemployed: How Long is Too Long?

5 Places to Get Feedback on Your Resume

Marsha Hebert, Professional Resume Writer

Marsha is a resume writer with a strong background in marketing and writing. After completing a Business Marketing degree, she discovered that she could combine her passion for writing with a natural talent for marketing. For more than 10 years, Marsha has helped companies and individuals market themselves. Read more advice from Marsha on ZipJob's blog .

Our resume services get results.

We’ve helped change over 30,000 careers.

Get a free resume review today

Our experts will review your resume’s grammar, layout, and ability to pass ATS — all free and delivered straight to your inbox.

PROTECT YOUR DATA

This site uses cookies and related technologies for site operation, and analytics as described in our   Privacy Policy. You may choose to consent to our use of these technologies, reject non-essential technologies, or further manage your preferences.

Human Resources | How To

How to Compose a Job Rejection Letter + Free Templates

Published March 13, 2023

Published Mar 13, 2023

WRITTEN BY: Charlette Beasley

This article is part of a larger series on Hiring .

• 1 What to Include
• 2 Do’s & Don’ts
• 3 Legal Considerations
• 4 Bottom Line

A job rejection letter serves to notify a potential candidate that you are no longer considering them for your open position. It may also provide reasons you didn’t hire the candidate, though we recommend being careful about how much detail you share, and serves as legal documentation. The type of job rejection letter you send depends on the candidate’s stage in the hiring process.

We have provided four templates for your use: simple and advanced post-interview rejection letters and simple and advanced applicant (pre-interview) rejection letters. All templates are brief and straightforward and can be used as formal written letters or emails.

Simple Post-Interview Rejection Letter

FILE TO DOWNLOAD OR INTEGRATE

Thank you for downloading!

If you’re hiring, we recommend advertising on Indeed , the #1 job board for small businesses.

Indeed makes it easy with a $50 free credit toward advertising your job postings to move them to the top of the job seeker’s search results.

Click here to get started.

Advanced Post-Interview Rejection Letter

Simple Applicant Rejection Letter

Advanced Applicant Rejection Letter

What to Include in a Job Rejection Letter

When writing a job rejection letter or email, keep it simple and send it within 24–48 hours of your decision to reject the candidate. It’s typical to send job rejection letters via email so candidates learn about your decision as soon as possible. Your job rejection email should include the information covered below but remember not to add too much detail, as that can open the door to legal trouble.

Address the Candidate

Be sure to address the candidate by name at the top of your job rejection letter (e.g., Hi Michelle ). This makes the letter personalized to the candidate vs a general rejection letter. A salutation sets the tone for the rest of the letter.

Next, thank them for applying for the position. Be specific and list the actual position applied for and also mention your company name (e.g., Thank you for taking the time to speak to me and interview for the position of Marketing Manager at ABC Company ). This acknowledges the time they took to apply for the position and the time and effort they put into any interviews.

State the Reason for the Letter

Once you have addressed the candidate and thanked them for applying, it is now time to get to the reason for the letter. This can be done in one of two ways. First, you can simply let the candidate know they are no longer being considered for the position (e.g., Unfortunately, we will not be moving forward with your candidacy ). This method is efficient and gets right to the point.

Another way to let the candidate know they are not being considered for the position is to explain that you are going in a different direction (e.g., Unfortunately, you were not selected to continue in the hiring process. We have decided to move forward with other candidates who more closely align with our job requirements and needed skills ). This version lets the candidate know why they weren’t selected, albeit in a generic and vague manner.

You can customize the letter to include specific reasons, such as a clear skill deficiency (not enough marketing or technical knowledge). Cultural or personality fits are more delicate issues. For example, saying in a rejection letter that “you wouldn’t fit in with the team” could be construed as discriminatory if your candidate is in a protected class—someone over age 40 or a minority, for example. We recommend keeping the letter skill-focused or not mentioning a reason at all.

Leave the Door Open

Following the reason for the rejection letter, you can add verbiage that leaves the door open for future opportunities (e.g., We will keep your resume on file should we have a role open in the future that more closely matches your skills and experience ). Your business’s hiring needs could change, and perhaps a candidate who isn’t a good fit now could be in six months or a year. Only state this in the letter if you intend to do this and have a policy to review previous candidates for new roles. Also, don’t suggest this if you know the candidate isn’t the right cultural fit for your organization.

This is how you build a talent pipeline, which saves time on recruiting and gets you quality hires. And, if candidates have a good experience interviewing, even if they weren’t selected, they may also help you find someone for your open roles in the future and become a referral.

Close the Letter

When closing out your letter, include your name, position title, and company name. If the candidate is rejected before an interview, the rejection email can come from HR. If the rejection letter comes after an interview, however, it should come from the person who interviewed the candidate , making it more personal.

Job Rejection Letter Do’s & Don’ts

A job rejection letter should be straight to the point. This will help you avoid any legal issues, which we will discuss further below, during the hiring process . Keep in mind these do’s and don’ts.

Legal Considerations

Companies are not required to give a reason as to why a candidate was rejected. Internally, however, it’s good practice to note why the candidate was rejected. If a candidate ever alleges discrimination in the hiring process, you’ll have documented evidence that the candidate was rejected for a legitimate and legal reason.

Giving vague information about why a candidate was rejected doesn’t always sit well with applicants. Some people may respond to your job rejection email asking for more information. Some responses may be professional and others not. Your best course of action is to place the email in the candidate’s file and move on.

Don’t respond if a rejected candidate threatens legal action, but also don’t ignore it. Pass this email to your legal or HR team so they can review the candidate’s file to ensure there was a nondiscriminatory reason for rejection.

Ultimately, you can’t stop people from suing your business. But you can be as prepared as possible to tackle those legal challenges.

Using structured interviews , taking notes during phone screens, and keeping documentation can help you avoid legal implications.

Documenting Your Job Rejection Letters

You should document all stages of the hiring process, including job rejection letters. If you have an applicant tracking system like ZipRecruiter, you can send and store these letters right through the software. If you don’t have one of these systems, track all stages in an Excel spreadsheet or a Word document.

As mentioned above, clear documentation helps protect your company from possible Equal Employment Opportunity Commission (EEOC) discrimination laws. These laws make it illegal for an employer to deny employment to a candidate based on age, race, sex, religion, natural origin, and pregnancy.

Bottom Line

Sending a job rejection letter to a candidate letting them know they are not a fit for your open position is a good business practice. It lets them know you appreciate the time and effort they invested in applying or interviewing for the position and may protect your company from possible legal issues. Be sure to keep documentation on all correspondences you send and receive.

About the Author

Find Charlette On LinkedIn

Charlette Beasley

Charlette Beasley is Associate Director of Content for the Accounting, HR, Retail, Finance, and Insurance topics on FitSmallBusiness.com, where she works to develop and support editorial leaders on their mission to deliver the best answer to our readers in their areas of expertise. She has more than 10 years of publishing experience between magazines and websites. She's written columns about local small businesses, digital content on payroll, HR, and technology, and helped businesses in various industries strategize and successfully execute on creating quality content for their online blogs.

By downloading, you’ll automatically subscribe to our weekly newsletter.

Join Fit Small Business

Sign up to receive more well-researched small business articles and topics in your inbox, personalized for you. Select the newsletters you’re interested in below.

Explore Jobs

• Jobs Near Me
• Remote Jobs
• Full Time Jobs
• Part Time Jobs
• Entry Level Jobs
• Work From Home Jobs

Find Specific Jobs

• $15 Per Hour Jobs
• $20 Per Hour Jobs
• Hiring Immediately Jobs
• High School Jobs
• H1b Visa Jobs

Explore Careers

• Business And Financial
• Architecture And Engineering
• Computer And Mathematical

Explore Professions

• What They Do
• Certifications
• Demographics

Best Companies

• Health Care
• Fortune 500

Explore Companies

• CEO And Executies
• Resume Builder
• Career Advice
• Explore Majors
• Questions And Answers
• Interview Questions

How To Write A Rejection Letter (With Examples)

• Send Retirement Wishes
• Write A Congratulations Email
• Professional Voicemail Greeting Examples
• Made A Mistake At Work
• Google Tricks
• Appeal Letter
• Employee Morale
• How To Write A Professional Email
• Out Of Office Message
• Small Group Icebreakers
• Memo Format
• Memo Examples
• Cell Phone At Work
• Meeting Minutes
• Communication Barriers
• How To Take Notes
• How To Brainstorm
• Ask For A Mental Health Day
• Transfer Request Letter And Email Examples
• How To Write A Business Proposal
• How To Deal With A Lazy Coworker
• How To Write A Rejection Letter
• How To Say No

Find a Job You Really Want In

When you’re looking for potential candidates for an open job position, the inevitable downside is rejecting applicants who may not be qualified or fit for the job. Depending on your organization, you should consider sending rejection letters to those who do not qualify for the job.

Although it may not seem important, sending a rejection letter can positively reflect on you as an organization and help the candidate move on to continue their job search elsewhere.

The candidate you’re interviewing has gone through the trouble of applying for the job at hand, taking a phone screen, and sometimes an in-person interview. This can include preparation, anxiety, and time on the candidate’s end. So, even if they don’t land the job , they deserve closure on their experience with your company.

Your rejection letter should be straightforward and notify your applicant of their status following their interview. Below, we discuss the best practices of rejection letters and how to write one effectively with a template and example.

Key Takeaways:

Make sure you send the letter as soon as you decide the candidate is no longer being considered for the position.

Clearly state that you are no longer considering them for the position in the first couple sentences of the letter.

Offer positive feedback to help them improve on any weaknesses they had in the application or interview.

Why Send a Rejection Letter

How to write a rejection letter, rejection letter examples, rejection letter tips, types of rejection letters, providing feedback in the rejection letter.

• Sign Up For More Advice and Jobs

Rejections can be difficult to receive from the candidate’s perspective. Nobody likes being told no, and when it has to do with your skills or experience, the blow can be even more hurtful. However, not hearing anything at all is the worst possible experience a candidate can have with an organization.

Burning a bridge this way is easily avoidable with rejection letters. Rejection letters can be crafted individually, but many organizations opt to use a template. This is perfectly acceptable, as the intent of a rejection letter is really to let the candidate know they did not receive the job.

Remember, you never know who knows who. That person you decide to reject without a response could be the child or friend of a candidate you may be extremely interested in. This individual might have a wide reach on a digital platform or be connected to others in your industry who may look at your company differently based on this person’s experience.

That’s why it’s important to treat everyone you interview with respect, no matter the outcome of the interview. Being respectful to your candidates includes sending a rejection letter.

Create an informative subject line. If the rejection letter is being sent by email, writing a simple subject line can help it sound out in the candidate inbox. You won’t want this letter getting lost in their inbox so make sure to include your company name and the position title so they know where the email is coming from and the purpose of the email.

Thank the candidate for their time. The first paragraph of the letter start by thanking them for their time. Depending on the hiring process and where they are, they have taken time out of their busy schedule to meet with you. Thank them for submitting an application or for interviewing with you. Make sure to be specific to show that the letter is personalized and not generic.

Tell them you are no longer considering them for the position. The next part of the letter should clearly state that you are no longer considering them for the position and you are moving forward without them. This should be close to the beginning of the letter.

You can also offer a reason for why you are no longer considering them. This can help a candidate learn from any mistakes and improve for any future positions. Briefly describe what you are locking for in a candidate and what they were lacking such as experience or skills.

Offer positive feedback. To leave a good impression with the candidate, offer some positive feedback on what you liked about them. This can also give them a better understanding of their strengths and what they are able to highlight on for the future. This is important is you are considering them for any other positions in the future.

Encourage them to apply for more positions. By encouraging them to apply for other positions with the company can help build connections and a relationship with the candidate. They may not have been qualified for the position they applied for, but they may be right for another position.

You can also explain that you will consider them for any future opportunities. If you think that they will be a good fit for the company culture and environment, let them know that. This will also help keep the tone of the letter more positive.

Sign off. End the letter on a positive message thanking them again for their time and you can even wish them good luck in their efforts.

Below are a few rejection letter templates that you can use as a starting point for your rejection letter templates. You may choose to use different ones for different candidates, depending on how far along they may have been in the interviewing process.

Short and sweet is acceptable for phone-screen candidates, but for those who have come in for an in-person interview or multiple interviews, it’s best to try and tailor your rejection letter with constructive feedback.

Dear Sophia, Thank you so much for taking the time to interview with our team for the Marketing Manager position at Apple, Inc. It was a pleasure to learn more about your background, experience, and accomplishments. Unfortunately, at this time, we have not selected you for further consideration. Please know that the candidate pool at Apple, Inc. is always highly competitive, and we often must make choices between many highly qualified candidates. However, we would like to keep your resume on file for any future job openings that may suit your expertise. We are happy to answer any questions or give you further feedback regarding your application or interviews. Thank you for your interest in Apple, Inc., and best of luck in your job search. We know you have a bright future ahead of you. Regards, Leslie Stanton

Hi Chelsea, Thank you for your interest in Salesforce and the time you’ve spent applying and interviewing for the Digital Marketing Manager position. Unfortunately, we have decided to move forward with another candidate, but we wanted to thank you for allowing us to learn more about your background , experience, and accomplishments. We anticipate having more job openings in the next few months. We hope you’ll consider us again if you find another job opportunity you’re interested in. We wish you the best of luck in all of your future endeavors. Joshua Tree

Dear Mr. Glass, I want to personally thank you for your interest and commitment to the job opening at Lucky Middle School. Unfortunately, we have decided to select a different candidate at this time. While your education qualifications meet our criteria, we have chosen a candidate who has more hands-on experience. Please know we will keep your resume on file for future job openings and opportunities that you may be qualified for. After you have gained some additional education experience through student teaching or an additional position, we hope you will re-apply for the vice-principal position at Lucky Middle School. I truly thank you for your time, interest, and effort and wish you the best in all of your future career endeavors. If you have any questions or would like to discuss this email further, please give me a call at 505-346-000. Sincerely, Jenny Lopez, Superintendent

As mentioned above, many companies use a rejection letter template for their candidates who didn’t land the job. Using a template is an efficient and effective way of sending out rejection letters to your candidates. Consider personalizing each slightly and following these best practices.

Let candidates know as soon as possible. Many organizations will wait until they’ve found their dream candidate before letting other candidates know they haven’t landed the job. However, this isn’t necessarily the best way to approach this.

Typically you’ll have a good idea as to whether or not the person you’ve interviewed will be acceptable for the job. If you know the person isn’t the candidate you’re looking for, let them know as soon as you can.

If you have candidates in the running, it’s also okay to let them know they’re being considered in a smaller candidate pool. Giving candidates updates is the best way to make a great impression .

Personalize the rejection template. Templates are ideal for rejections because not only will they save time and effort, but they can ensure you cover all of the important points in the letter without needing to start fresh every single time.

However, companies should consider personalizing their letters with the candidate’s name, and any other feedback you feel may be relevant or helpful. Take accountability for the rejection rather than hiding behind the company name.

Any personal details you can add will help soften the blow and show the candidate that you truly did appreciate the time they gave to you and your company.

Get straight to the point. Rejection is hard enough as it is, so there’s no need to elaborate on the point. Make sure your template is short and sweet. One to two paragraphs should be able to include all of the important information. Let your candidate know they won’t be moving forward, and be sure to appreciate their time.

Be honest. Many times candidates will ask for the reasoning behind their rejection. However, if you’re honest off the bat, then you can minimize the number of times this happens. Coordinate with HR to understand what kind of feedback you can offer the candidate.

Taking the time to offer this will give a great impression on the company and you. Also, if you give them constructive feedback, they may be able to adjust to becoming more successful at their next interview.

Here are some reasons a rejection letter might be sent:

Internship rejection. This is for when an applicant isn’t a good fit for the internship . Some reasons could be mismatched time commitment or unrealistic compensations.

Unqualified candidate. This will be when the applicant or candidate is rejected because they lack the necessary qualifications that are required for the position.

Post-interview rejection. This letter will be sent after the interview if the candidate demonstrated poor communication skills, or left a negative impression during the interview.

Internal candidate rejection. This will be for an internal candidate who applied for a position within the company that they are not qualified for.

Late application. If an applicant applied too late to be considered for the position. They may be qualified but they missed the deadline. If the candidate is still interested, you may assist them with resubmission for a future position.

Mismatched applicant. The candidate may not be the right fit for the position they applied for, but they may be the right fit for another position.

Although it’s not expected, providing feedback can be invaluable to candidates who are anxious to improve their chances of getting a future job. Without feedback, it’s nearly impossible to improve your interview experiences or understand what additional qualifications you may need to land the job of your dreams .

Candidates deserve feedback, and by giving it, your company’s reputation could improve drastically.

So, what is the best way to provide candidate feedback? While you may want to soften the blow of criticism, it’s important not to dilute your words. However, you want to have a good balance of honesty and respect. The best way to provide valuable feedback to your candidates is to consider the following:

Be respectful. Even if your candidate was brash or showed up in an unprofessional outfit, you owe them respect. Rather than taking a dig at them directly, use simple suggestions to let them know what your reasoning was to go in a different direction.

Don’t dwell on the topic while providing this feedback; a simple mention should be enough to inform the applicant.

Be genuine. Feedback is never required, so offering feedback should come from a genuine place. If it’s coming from any other place, the candidate may be able to feel that and develop a sour view of your company. If you treat the candidate with respect, they will be more likely to recommend you to others or even leave a good Glassdoor review.

Focus on the job. Rather than focusing on unimportant details, try to tailor your feedback directly to the job or career this candidate is interested in. When it’s directly related to the job, it will benefit the candidate the most.

Be constructive and clear. Don’t be vague in your feedback. Candidates require actionable and constructive feedback that they can work on immediately. Being too vague in your feedback can leave the candidate feeling even more confused and possibly give them additional anxiety before their future interviews.

Provide examples, if possible. Be sure that you pick our specific details as to why they may not have answered a question adequately or what exactly they may be missing in their experience skill set. This will allow them to focus on key parts of their resume to be more likely to get a job in the future.

How useful was this post?

Click on a star to rate it!

Average rating / 5. Vote count:

No votes so far! Be the first to rate this post.

Caitlin Mazur is a freelance writer at Zippia. Caitlin is passionate about helping Zippia’s readers land the jobs of their dreams by offering content that discusses job-seeking advice based on experience and extensive research. Caitlin holds a degree in English from Saint Joseph’s University in Philadelphia, PA.

Recent Job Searches

• Registered Nurse Jobs Resume Location
• Truck Driver Jobs Resume Location
• Call Center Representative Jobs Resume Location
• Customer Service Representative Jobs Resume
• Delivery Driver Jobs Resume Location
• Warehouse Worker Jobs Resume Location
• Account Executive Jobs Resume Location
• Sales Associate Jobs Resume Location
• Licensed Practical Nurse Jobs Resume Location
• Company Driver Jobs Resume

Related posts

What Is A Digital Nomad (And How To Become One)

How To Plan For A Layoff

What Are Common Communication Barriers?

“Why Don’t People Like Me?” — 12 Reasons And How To Fix Them

• Career Advice >
• Life At Work >
• Communicating >

Flow through your inbox

Flowrite turns your instructions into ready-to-send emails and messages across your browser.

For companies

Mar 23, 2021

How to write the perfect candidate rejection email

Learn how to craft a polite, personalized, and professional candidate rejection email that protects your reputation and strengthens your brand.

Lawrie Jones

Table of contents

Telling a prospective candidate that they've not got a job is one of the most challenging things anyone can do, but it's crucial that you do. Jobseekers have taken the time, effort and, in some cases, the expense to submit an application and attend an interview, so the least you can do is to tell them if they haven't got a job.

The best candidate rejection emails are personal and professional, providing just enough feedback to the job seeker. They find the right balance between being positive, informative and encouraging while still saying no.

Get it right, and you can improve the reputation of your business. Get it wrong, and a bad job rejection email can quickly spread across the world, damaging your reputation and credibility.

Do you send a lot of candidate rejection letters? Try Flowrite's smart email templates to write repetitive emails faster. Here's how it works:

What is a rejection email?

 A job rejection email response is a professional courtesy to job seekers who haven't been successful after submitting an application or attending an interview.

Once you've decided whom to interview or employ, it's essential that you let unsuccessful candidates know as soon as possible.

There are no real rules on job rejection emails, but you should definitely send one. Sadly, many organizations don't bother.

Job platform Workable found that  75% of job seekers never receive a reply  after sending an application. A further 60% never received any feedback after an interview.

Why do I need to know about job rejection emails?

The task of crafting a rejection letter is often delegated to staff who may not have been involved in the selection process. The key is to find the right tone between being encouraging and positive but honest and professional.

If you've never written an applicant rejection letter before, it can take some practice before you hit all the right notes. Even experienced recruiters may find rejection emails can be challenging to create.

Telling someone bad news is always tricky but writing rejection letters is particularly challenging. Jobseekers become  emotionally invested  in the recruitment process, and rejection can be hard to take.

From application to an appointment, the average recruitment process takes 27 days,  Glassdoor  found. If candidates have been invited to interview and have met prospective employers, a 'no' can be difficult to take. When rejected, jobseekers will  experience a range of emotions , including disappointment, anger, and frustration.

A missing or poorly written letter could harm the self-concept of the recipient and future intentions of potential recruits,"  researchers found.  Simply put, a bad rejection letter could do lasting damage to someone's mental health.

In  another study , academics found that applicants rejected without receiving correspondence were more likely to believe that the organization failed to fulfill its obligations. Those who didn't receive a personalized rejection letter had what the researchers describe as "more negative intentions" toward the organization. ‍

A well-written rejection letter can achieve three things: ‍

• Deliver essential news promptly.
• Provide emotional closure for the job seeker.
• Protect the reputation and improve their perception of your organization.

A rejection letter before interview or a post-job interview rejection email can be as short or long as you wish, but it needs to contain some specifics that we'll cover next.

What makes an excellent candidate rejection email?

We've written before on  professional email etiquette , but a rejection letter for job vacancies is slightly different. Our research has identified that there are four core parts of any successful rejection email.

• Thank the applicant
• Give the bad news
• Explain the reasons
• End positively

Let's look at these in more detail.

1. Thank the applicant

Jobseekers have put time and effort to apply and craft a resume . They're enthusiastic, excited, and have invested emotionally in the process. Applying for a job is hard , and rejection is even harder. Hence, it's essential to recognize that by thanking them for their effort .

2. Give the bad news

Rejection letters are about bad news, so be clear and upfront. If it's a no, then say so.

Your response must be definitive and leave the applicant under no illusion that they have a chance. A clean break is the fairest approach.

3. Explain the reasons

It's vital that you explain why the person didn't get a job.

You can enter into as much detail here as you wish. In some cases, it may be as simple as stating there were more suitable candidates, or you may want to provide lengthy and detailed feedback. See our examples below for some inspiration.

Even brief feedback is better than no feedback. If you struggle with finding time or the right words for writing feedback, check out Flowrite's smart feedback email template , that uses AI to write your feedback emails for you.

4. End positively

Finishing your email on a positive note is essential. You haven't given this person a job, but there's a role out there for them.

Thank the applicant, recognize their strengths, and encourage them to apply again. If you're prepared to follow through, then offer to give the applicant feedback.

How to reject a candidate via email

You've read our framework for constructing the perfect email, but you may wonder how that translates into a rejection email? Let's take a look at some of the crucial tips for writing an application rejection letter.

1. Use the person's name

It may be tempting to send out a group email to all interviewees but don't. Always address the person by name. They will appreciate it.

We prefer using the first name as it sounds much more personal. You can learn more about  how to start a professional email  in our in-depth blog.

2. Thank them for applying

Every application and interview represent hours of effort on behalf of a jobseeker, so a thank you isn't just welcome; it's a necessity.

3. Start with the bad news (and don't apologize for picking the best candidate)

Tell people straight away that they have been unsuccessful. Don't leave it to the end of the email to give the bad news. Jobseekers will read and re-read your email, so be clear, not vague.

For example: ‍

• On this occasion, we've decided not to take your application further.
• I'm writing to let you know that you've not been selected for an interview.
• Unfortunately, we won't be proceeding with your application at this time.

You may want to say sorry but don't . The decisions you take are what's best for your business, and there's no need to apologize.

4. Be personal

Spending a little time reflecting on a candidate's experience can make the jobseeker feel your decision is considered and fair. A rejection with no explanation can lead to confusion, frustration, and upset.

5. If you offer to provide feedback, make sure you really mean it

So many organizations offer to provide feedback but don't (for many reasons). If you aren't prepared to provide feedback, then don't offer to do so.

6. Encourage them to apply again

The door is never shut to great candidates, so encourage them to apply again. Include details of how they can search for new opportunities.

You can suggest job seekers connect with you on social media platforms such as LinkedIn to learn about new opportunities. ‍

7. End professionally

We've written a detailed blog on the best practices for ending professional emails .

8. Proofread all emails

There's nothing worse than a poorly written rejection email, so be sure to check it before sending it.

How long should my rejection letter be?

There is no right or wrong answer, but following a professional email format is advised. The first thing is that you write a job rejection letter, as so many businesses and organizations don't even take this step.

A good guide is that the longer someone has been involved in the job selection process, the more detailed a candidate rejection letter should be. In most cases, three or four paragraphs is enough.

Subject line for the rejection email

It's best to keep things simple, clear, and professional. We recommend that you list the job title in the subject line. As an example, you could use the following.

Rejection email template

You should personalize your rejection emails for each role and each organization, but here are some basic examples you can follow.

Example 1: Basic candidate rejection email

This is a pretty standard rejection letter that is tailored for the person. It's professional, to the point, and clear.

Example 2: Formal rejection letter

If you are writing on behalf of someone else, keep it brief and formal. Here's an example.

Example 3: Detailed rejection email

If you're prepared to provide detailed feedback, it can be highly beneficial for the job seeker. This template is a suitable sample rejection letter after the interview. It's modeled on the rejection email used by Apple.

Example 4: Personal job rejection email

If you run a business yourself and want to do something slightly different (while following our basic principles), then why not?

Are you still struggling to write that candidate rejection email? Flowrite turns sequences of words into ready-to-send email that's both personal and professional. ‍

Supercharge your communication with Flowrite

Write emails and messages faster across Google Chrome.

Explore Flowrite

Start using Flowrite today

Try it yourself

Candidate rejection

Reply to: "

Received message

thanks for the interview earlier this week decided not to proceed not enough experience

Generate a reply

Generate an outreach

Share this article

Related articles

10 examples for informing candidates of interview decisions

Learn to write an email to candidate after interview informing them of interview decisions with the help of our follow-up email examples and template.

How to decline a job offer – 15 examples

Finding it hard to reject a job offer? This blog post will teach you how to turn down a job offer with 15 examples and templates that will make declining a job offer an ease.

Asking for a raise email with samples and templates

Wondering how to ask for a raise via email? Our guide to writing the perfect email asking for a raise will help you land the raise you deserve with the help of raise request email samples and templates. Get ready for a raise!

We use cookies to analyze site performance and deliver a better experience for visitors.

Product updates

Read the latest →

About Flowrite

Get to know us →

Productivity

© 2023 Flowrite

How to write a job rejection email (templates included)

A corporate job typically gets 250 applications. Of these applicants, about 2% to 6% are called in for an interview. Of course, the offer is made to just one.

This means that there are about 249 candidates who get rejected each time you post an ad. Chances are you’re going to have to write a  job rejection email or two.

Now, no HR professional wants to break the bad news of rejection their candidates. But informing them about their application status is important. It helps them to track their application to closure.

Otherwise, they might end up investing more time on your job listing with follow up emails or calls – only to learn that they aren’t being considered anymore. Bad candidate experiences like these can negatively impact your employer branding .

Here’s where well-written and thought-out job rejection emails come in handy. They are great tools to update your candidates’ on their application status.

Let’s now look at the job rejection email templates you can send to your applicants. You’ll need a different kind of rejection based on the different hiring stages where they end their application.

1. Post-application job rejection email template

The application stage is quite an early stage in the hiring process . At this point, all that the candidates have done is sent you their resume along with any other preliminary information you might have asked for.

Generally speaking, candidates aren’t very invested at this stage. They’re not expecting to be hired on the spot and they haven’t spent too much time in the application.

This means that a rejection at this point is usually not as discouraging as getting rejected in the more advanced hiring stages.

For these candidates, send a brief job rejection email such as:

Hello [first name] , Thank you for applying to be an [role] at [company name] . While we were really impressed by your resume and you clearly show the potential of doing some great [job core responsibility like customer service, writing, testing, etc.] , we sadly can’t move forward with your application at this point. But please feel free to re-apply when you see another relevant listing at [company name] . Thank you for applying. We appreciate your effort. [your name]

Always use the candidate’s name when delivering the rejection news as this little trick personalizes the email and it doesn’t read like a robotic mass mail.

A simple response, closing out the process is all it takes to provide a polite rejection letter at this stage.

2. Post-screening job rejection email template

The screening stage is an intermediate stage in the hiring process. Usually, at this point, you would have engaged the shortlisted candidates to work on some sample specs, had a phone call with them or got them to undertake a few pre-hiring assessment tests .

Candidates at this point feel that they’re in that zone where they have a good chance at landing the job.

So they’re somewhat hopeful and have also typically invested reasonable time and effort into getting closer to getting the job. This means that rejection at this point means more than what it does at the application stage.

Send a more thoughtful job rejection email to these candidates, such as:

Hi [first name] , Thanks so much for [sending over the trial specs or taking up the assessments tests or for participating in the screening call] to be our next [role] at [company name] . We really enjoyed reviewing your performance, and while you certainly have the skills to make it big in a [marketing or writing or customer service] role and also carry a right attitude, we sadly can’t move forward with you at this point. But please do re-apply when you see another relevant listing at [company name] . Thank you for applying. We really appreciate your effort. [your name]

Consider including personalized feedback where possible. This will help you author a polite rejection letter that candidates respond well to.

3. Post-interview job rejection email template

The interviewing stage is the most advanced stage in the hiring process. The candidate job rejection email after an interview is one of the most important, especially if you’ve had them participate in a job trial day .

Usually, at this point, your candidates have already invested a lot of time and effort to get the job and will feel much more confident and closer to getting the job. This means getting rejected after the interview can be disheartening.

Candidates don’t just lose all their time and effort, but they also experience discouragement of making it so far and still not getting hired.

To these candidates, it’s important to send a detailed job rejection email like:

Hey [first-name] , Thanks so much for interviewing to be our next [role] at [company name] . We thoroughly enjoyed talking to you about your skills, experience, and job expectations. What really stood out was your [one quality about the candidate or a complex project they might have handled or any constructive feedback they can use] . We can already tell that you have a great career ahead, but unfortunately, we can’t move forward with you this time. We went with the candidate who [explain the criteria on which the candidate lost out, for example, going with a candidate who had more experience, an additional skill, or better cultural fit]. But we’d love to have you re-apply when you see another relevant listing at [company name] . Thank you for applying at [company name]. We really appreciate your effort. [your name]

Notice that this email offers specific feedback to the candidate.

Often, this is the only way to compensate these candidates for making it this far and to give them some value in return for the time and effort they invested throughout the hiring process.

Besides, this also helps them with their future interviews.

3 principles to write polite rejection letters

Generally speaking, better job rejection emails create a better candidate experience . Every candidate will respond differently to rejection. However, there are some general best practices to abide by when writing your own job rejection letters and emails.

When using these job rejection emails samples to write yours, remember:

• Convey empathy: Show the candidates that you know how it feels to be getting such an email. A little empathy goes a long way when improving the candidate experience.
• Show gratitude: Thank the candidates for applying. You may not always be able to compensate candidates for their time, so demonstrating your gratitude for their time and effort is important.
• Be personal: Customize your emails, so they feel like one-on-one conversations rather than a bulk update.

Why you should send unsuccessful candidates rejection emails

First, it is helpful to understand why you should send rejection emails at all.

Research suggests that more than half of job candidates have to wait weeks or more to get a response from prospective employers. Some never hear anything. This makes them feel disrespected and as if their time has been wasted.

Sending a rejection email is a nice way to recognize unsuccessful candidates and all the effort they put into applying. It also prevents them from having to wait around while wondering what will happen next.

Your rejection email can also be a chance to encourage them to apply again if you want them to.

In short, sending unsuccessful candidates rejection emails makes the experience more positive for them. Not only is this the kind thing to do, but it is also suitable for your business.

Candidates who have a positive relationship with employers are more likely to apply to future open positions, refer friends, and write positive reviews on websites such as Glassdoor.

In other words, you are expanding your future hiring pool by sending rejection emails.

Tips for sending better rejections emails

Sending a rejection email is always a good thing. However, sending the well-written email is even better. Many recruiters make the mistake of sending cold and mechanical emails.

These are some tips for making your emails warmer and more human:

• Thank them: It is common courtesy to thank unsuccessful candidates for their applications. Consider expanding on this by thanking them for considering you (hiring is a two-way street). Also, acknowledge the time and effort they put in.
• Make it personal: Whenever possible, make the email a little personal. Consider including a brief note referencing the conversation and highlighting a strength the person demonstrated.
• Provide feedback: Offer some helpful feedback on why the person was not accepted. Ideally, this should be specific, constructive, and actionable. Providing even basic explanations can make the rejections more satisfying than merely telling unsuccessful candidates that they didn’t get the job.
• Encourage future applications: If the person was the right candidate, encourage him or her to apply again. Consider making this more positive by writing something such as, “we hope you will be open to us reaching out about other opportunities.” This is a great way to make the email more positive.

Examples of great emails to unsuccessful candidates

Following the above tips will help to make your rejection emails more effective.

Below are some examples of well-written rejection emails to unsuccessful candidates that you can use as inspirations.

Rejection email to a candidate who was a good fit

Hi Jane, We really appreciate you applying to the Marketing Manager position at ABC Corporation. We know that many companies are hiring, and thank you for taking the time to visit us and interview with our team. At this time, we have chosen to move forward with a different candidate whose experience more closely matches our needs. We were very impressed by your in-depth knowledge of our product line and believe you would have made a great fit with our culture. Ultimately, the decision came down to the other candidate having a little more leadership experience. We expect to have other positions open soon in our marketing department. We hope that you will not mind us reaching out about any openings that we feel you would be a good fit for. Additionally, we encourage you to apply to any positions you are interested in. The best of luck with your search. We know that you will make a great team member wherever you end up. Warm regards, John Doe Marketing Director

Rejection email to a candidate who was not a good fit

Hi Jane, We appreciate you applying to the Marketing Manager position at ABC Corporation. We know that many companies are hiring, and thank you for taking the time to visit us and interview with our team. Although you have some great skills and experience, we have decided to move forward with a different candidate whose experience more closely matches our needs. Again, we really appreciate your time and effort. If you would appreciate additional feedback, please don’t hesitate to ask. The best of luck with your search. Warm Regards, John Doe Marketing Director

Key takeaways from these examples

The above two rejection email examples apply some of the aforementioned tips.

Useful tip:

While unsuccessful candidates will always be disappointed, that doesn’t mean that the rejection email needs to be devastating.

In the example for a good candidate, the hiring manager highlighted a specific strength (that she had done significant research into the product line).

He also made clear that the reason for selecting another candidate was because of the other applicant’s leadership experience.

Following this by encouraging future applications also helps keep the door open. Since she was a good candidate, the hiring manager indicates that he is considering reaching out about other openings.

This is more positive than merely asking the person to check back for other opportunities. However, you should only include this type of language if you mean it.

He also concludes with a positive note that she will make a good fit somewhere. While this isn’t going to salve the wound from rejection completely, it does help.

The example for the poorly fit candidate is shorter and more to the point. As with any other type of communication , it is best to say less when you don’t have positive things to say. There is no reason to kick the candidate when he or she is already down.

The hiring manager thanked the candidate in the same language as the first example. Regardless of whether someone was a good candidate or not, he or she put time and effort into applying, and that deserves gratitude. Conversely, the explanation is much shorter because the hiring manager has less to say.

Additionally, the hiring manager offers a chance to get some additional feedback. This is not necessary and should only be offered if you genuinely want to be helpful.

However, this can be a best practice when hiring. Providing feedback gives a good image of your company.

By offering a chance for feedback rather than just giving it, the hiring manager puts the control in the candidate’s hands. If he or she does not need to hear why the interview went poorly, he or she doesn’t have to.

The value of better recruitment

Talent is one of the most valuable resources for any organization. After all, it is the people working on your team that make it successful.

Improving your recruitment processes can help you to accelerate your business’s success.

Sending well-written and construction emails to unsuccessful candidates is a good way to enhance your recruitment efforts.

Another way is to use Recruitee. This talent acquisition platform will help you organize and streamline your recruitment process.

‍ Learn more about how Recruitee can help your team today.

Adrie is a content strategist at Foleon, and the former Head of Content & Branding at Recruitee!

Get the MidWeekRead

Get the exclusive tips, resources and updates to help you hire better!

Hire better, faster, together!

Bring your hiring teams together, boost your sourcing, automate your hiring, and evaluate candidates effectively.

Rejecting Applicants: A Template for the Perfect Rejection Letter

You never know—one of your now-rejected candidates may be an excellent fit for one of your roles in the future!

Before the pandemic, every corporate job attracted about 250 applicants . Of those, anywhere between four and six would make it to the final interview, and only one would get the job. In a post-pandemic world, there are over 12.6 million unemployed people in the United States alone. That means the number of applicants is even higher. So are the rejections that go with them.

When you’re rejecting so many candidates every day, it starts to get challenging to remain human. You get desensitized and may even forget that the people you are dealing with on the other end are just that: people.

Now, more than ever, it’s essential to be kind. Check yourself before you respond to any applicant, no matter what their stage. Here’s a checklist you can use to go through your responses and craft templates that work the best for your company and help your candidates still feel valued, even in rejection.

Start your day  with great  quality  content

Best practices for rejecting applicants.

If you can create a template to use and regularly modify for each of your candidates, it will make each rejection letter a bit easier and a bit more straightforward. Consider the following best practices as you go and create something that works perfectly for you and your team.

1. Let them know quickly

Many people like to wait until they’ve found or hired the best candidate before notifying any other candidates that they won’t be moving forward. Don’t do that. As soon as you know that the person you’re reviewing or talking to isn’t the best candidate for your team, let them know. Depending on where they are in the interview process, this can be via email or phone. If they’re just in the beginning stages of application review or a phone screen, you’re good to email. Beyond that: give them the courtesy of a phone call.

2. Personalize your rejection

Templates make things much more manageable and assure that you address everything that you need to in each rejection. Leave sections in your templates for personalization. Mention the candidate’s name in the opening and sign the message with your own. Take ownership over the rejection , rather than just hiding behind your company’s name. If you’ve spoken with them or they’ve gone through the process, mention something from your conversation if you can . Providing personal details helps the candidate feel like they are more than just a number to you and can soften the rejection blow.

3. Make it short and sweet

No one wants to read a novel about why they aren’t getting a job . Keep your rejection letter short and sweet. One to two paragraphs that include all of the critical information will suffice. Let them know that they won’t be moving forward, that you appreciated their time , add any additional information that you feel is necessary, and then move on. If they reach back out for more information, try to keep that quick and concise as well.

4. Be honest

If you can be honest in your rejection, people won’t have to reach back out and ask why they aren’t moving forward. Take time to chat with your HR or People team about what you can or can’t share regarding constructive insights. Try to offer as much information as you can, though. It will help create a better impression of your company with the candidate and help them move forward. The more insights you can offer, the more potential they have for their next interview to be the one that works out.

Ask for insights on your process

Just like they’re curious about what could have gone better, you should be too. Ask people that run through your process what they liked and didn’t like. Ask them what felt awkward or if there was anything that you could have improved. By asking for insights, you show them that you value their experience, but you also get the opportunity to hear different perspectives on how you could improve your interview process.

Rejection Letter Templates

Now that we’ve broken down the things to consider and include when writing a rejection letter, here are three templates for you to use. The type of response you send after the phone screen versus after a conversation with them should be different. Similarly, you should call them if you’ve had an interview or taken a substantial amount of their time.

Template to send to a candidate that has applied but hasn’t yet reached the phone screen:

Hey there [Name],

Thanks so much for taking the time to apply for [The Role] at [Your Company]. We really appreciate your interest.

We’ve had a chance to review your qualifications, and while you have an impressive background, we have ultimately decided to move forward with other candidates at this time.

I’m happy to stay in touch should anything change or other opportunities with [Your Company] come about that might fit your background.

Thank you again for your time and interest in [Company]—best of luck in your search.

Thanks, [Your Name]

If you’ve reviewed their credentials, scheduled a phone screen, and then decided that they aren’t a good fit, the template changes slightly:

Thank you for taking the time to speak with me and for allowing us to consider you for a position with [Company]. While you have an impressive background [note something that you liked about your conversation], we have ultimately decided to move forward with other candidates for the role.

I’m happy to stay in touch should anything change or other opportunities with us come about that might fit your background as we continue to scale.

Again, thank you so much for your interest in [company], and best of luck with your search.

When rejecting a candidate after a longer-form interview or conversation, it’s a best practice to reach out over the phone. Lead your discussion off by letting them know that you won’t be moving forward.

Continue by saying that you appreciate their time and energy and keep them in mind for future roles. If you’d like to, follow up with them via email with something like the following:

Hey there [name],

Thanks for speaking with me. I wanted to reiterate that I’m grateful for the time and energy you put into the interview process. While it didn’t work out for this role, I’m happy to keep you in mind for future positions at [Company].

Please let me know if there’s anything else I can help with, and good luck in your job search.

Thanks, [your name]

Keep it human

Everyone knows the Golden Rule: treat others as you’d like to be treated . That goes doubly when you’re rejecting candidates in a hot job market. Give people their answers quickly and keep it short and sweet. If they ask for feedback on what they could have done better or how they could change their resume, give them as much information as you can. Similarly, ask for their insights on what you could have done better. It never hurts to improve your processes, even if you aren’t moving forward with them.

Treat your candidates like humans. Personalize the templates that you use, and be as open and receptive as possible. Building relationships rather than breaking them is one of the best ways to continue to ensure your business’s health and stability.

3 Templates for the Perfect Rejection Letter

We prepared craft templates that work the best for your company and help your candidates still feel valued, even in rejection.

How did you like this blog?

Mercer is the Head of Support at Appcues, a yoga fanatic, and strives to make the world a little bit happier one customer at a time. You can find her at mercenator.com and on Twitter at @mercenator .

Related articles

3 Steps To A Perfect Customer Support Job Ad

How to jump into a new support job even if you’ve been fired.

How to Structure a Customer Service Job Interview (with 11 great questions to ask!)

The best customer service tips every week. no spam, we promise..

Get guides, support templates, and discounts first. Join us.

Are you a freelance writer? Do you want your articles published on Nicereply blog?

Get in touch with us

Rejection Letter

What Is a Rejection Letter?

Why send a rejection letter at all, what to include in a rejection letter, the position they applied for, a genuine thank you for applying, the applicant or candidate’s qualifications, a clear statement about why they were rejected, positive feedback for the future, tips for writing and sending applicant rejection letters, tip 1: be clear and transparent, tip 2: show empathy and stay positive, tip 3: be brief, tip 4: call candidates interviewed before sending the letter, what if applicants get angry, get started with free rejection letter templates, applicant rejection, phone interview rejection, final interview rejection, finalist rejection, how to use a rejection letter template correctly.

Natasha Wiebusch

Hunter Anglemyer

Eddy’s HR Mavericks Encyclopedia

• Eddy Overview
• People Management
• Time Tracking
• Training Tracking
• HR Encyclopedia
• HR Mavericks Podcast
• Help Center
• Contact Support

Sling is now Sling by Toast! Learn more

More Features

• Restaurants
• Get Started

Rejection Letter Template: A Guide To The Rejection Letter

• Templates & Guides

Hiring a new employee is both an exciting and a stressful time. Exciting because you could potentially find someone who makes your team—and your business—better. Stressful because you may have to go through a ton of interviews to find that ideal person. The ones who aren’t a good fit should be notified that they didn’t get the job. So how can a busy manager contact everyone who needs notifying and still have time for the million other responsibilities on his or her plate? That’s where the rejection letter (and the rejection letter template) comes in.

Before you run for the hills screaming “I hate writing,” let the experts at Sling show you how to make the process simple. Along the way, we’ll answer such questions as:

• Why does sending a rejection letter matter?
• What type of language should I use in the rejection letter?
• What should I include in the rejection letter?
• What should I exclude from the rejection letter?

We’ll introduce you to the standard parts of this kind of correspondence, and we’ll even supply a rejection letter template that can make your management life much easier. So without further ado, let’s start with the reasons a rejection letter is crucial for your business.

Why Sending A Rejection Letter Matters

It’s all too common these days for a job seeker to send out 25, 50, even upwards of 100 résumés—or fill out that many applications—without hearing a word in return. It can be incredibly frustrating and can even go so far as to create “bad blood” between the job seeker and your company.

On the other hand, letting the applicant know that he or she hasn’t been chosen establishes goodwill between the two of you. A rejection letter, at the very least, tells the job seeker that the information was received so that other options can be explored.

When you’re the only business out of several that responds with a rejection letter, it creates a good reputation over time that employees are drawn to and want to be a part of.

Keep in mind that it doesn’t matter when in the hiring process you decide not to pursue a certain job candidate, sending a rejection letter is the right thing to do, regardless.

You may know immediately from an application that someone isn’t a good fit. Send a rejection letter. You may decide not to hire an applicant after conducting an interview . Send a rejection letter. You may even decide after two or three interviews. Send a rejection letter.

Remember, you’re creating goodwill and building a solid business reputation by doing so. That’s worth the few minutes it takes to send some letters.

Now that we’ve discussed the importance of the rejection letter, let’s examine the content and structure in more detail.

The Best Type Of Language For A Rejection Letter

The language you use in a rejection letter should always be professional and focused on the task at hand. That means no sarcasm, no jokes—nothing that might be taken the wrong way by the reader.

Here’s an example (from the template below) to help you understand exactly what type of language to use in your rejection letter.

We interviewed a number of candidates for the barista position at XYZ Restaurant, and we have determined that another candidate is the most qualified for the opening.

This example sentence is factual, professional, and focused on communicating only the relevant information. Use it as a model for everything you write in your rejection letters.

Information To Include In A Rejection Letter

The rejection letter is, by nature, very basic and brief, so you don’t need to include a lot of extra detail. In fact, there are really only two things you must include:

• A general explanation for why you didn’t hire the person or invite them to interview, such as, “We received a number of applications for the position and have determined that another candidate is the most qualified for the opening.”
• A statement directly informing the candidate that he or she didn’t get the job, such as, “This letter is to inform you that you have not been selected for the position.”

It’s also a good idea to include some thank-yous (as explained in “The Parts Of A Rejection Letter” section below) to further the rapport being established through your rejection letter.

Information To Exclude From A Rejection Letter

A rejection letter is not the place to provide detailed reasons why an applicant didn’t get the desired job or interview.

For example, there’s no reason to mention that the individual didn’t dress the part or was lacking communication skills. Keep all personal information out of your rejection letter so you don’t inadvertently insult the applicant and do more harm than good.

Now that we’ve established some general guidelines for language and content, let’s look at the basic sections of a standard rejection letter.

The Parts Of A Rejection Letter

Every rejection letter is composed of at least two basic parts: the explanation and the salutation. You can also choose to include further details as you deem necessary. Here’s a breakdown of each of the parts.

Explanation

This is the initial part of the letter after the greeting and contains the reasoning for why the person didn’t get the job or hasn’t been selected to be interviewed. This section should be general while still giving the candidate a good idea as to why he or she wasn’t selected.

Within the explanation section, be sure to include a sentence that clearly states the applicant hasn’t been selected for the position. See the first paragraph in the rejection letter template below for an example of what to say.

Further Details

In some cases, you may want to encourage an applicant to apply again at a later date or to apply for another position. That’s where the second section comes into play. You can include such statements as:

“Please apply in the future if you see a posting for which you qualify.”

“However, we feel that you might be a good fit for the waiter position in our company. If this is something you are interested in, please feel free to apply again at your earliest convenience.”

Keep in mind that this information doesn’t have to be in a paragraph all by itself. It certainly can be, but it can also be tacked onto the end of the explanation section.

Gratitude & Salutation

The gratitude and salutation section is where you thank the applicant for the time they spent either applying or interviewing, and wish them well in their job search. The possibilities are almost endless as to what you can write in this section but just remember to keep it professional. Here are some examples.

“Thank you for taking the time to meet with us.”

“We enjoyed meeting and getting to know you.”

“Thank you for your interest in working for us.”

“We hope your job search goes well.”

After thanking the applicant and wishing them well, close your letter with the simple salutation “Regards,” followed by your name, title, and the business name.

Now that we’ve discussed the standard parts of a rejection letter, let’s put it all together in a rejection letter template.

Rejection Letter Template

The following rejection letter template can be used as-is or can be tailored to fit the specific needs of your business. If you’re sending the rejection letter in response to receiving applications, change the first few words of the template to read:

We received a number of applications for the head bartender position…

And be sure to change other aspects of the letter so that it addresses the specific issues of your hiring process.

BEGIN TEMPLATE

Ms. Regina Phalange 1234 Long Road Lane Athol, MA 01331

Dear Ms. Phalange,

We interviewed a number of candidates for the head bartender position at XYZ Restaurant, and we have determined that another candidate is the most qualified for the opening. This letter is to inform you that you have not been selected for the position.

Thank you for taking the time out of your busy schedule to come to our restaurant to meet with our interview team. We all enjoyed meeting you.

We wish you success with your job search and your future endeavors. Thank you for your interest in our restaurant.

Malcolm Reynolds Manager, XYZ Restaurant

END TEMPLATE

The rejection letter doesn’t have to be long, drawn out, or complicated. Just keep the language professional, provide only necessary information, and get right to the point. That way you can build a good reputation even with those you have to turn down.

For more great management tools and advice, and for help scheduling your employees, visit GetSling.com today.

See Here For Last Updated Dates: Link

This content is for informational purposes and is not intended as legal, tax, HR, or any other professional advice. Please contact an attorney or other professional for specific advice.

Find the article useful? Share with others:

Related articles

How To Write A Termination Letter: A Manager’s Complete Guide

Writing a termination letter can be a stressful experience. In this article, the...

What to Include in a Job Offer Letter, Plus Sample Template

Found the perfect candidate for your team? Send them a job offer letter to start...

The 37 Best Restaurant Interview Questions

Discover 37 restaurant interview questions that help you avoid the canned answe...

Get started today

Schedule faster, communicate better, get things done.

• SUGGESTED TOPICS
• The Magazine
• Newsletters
• Managing Yourself
• Managing Teams
• Work-life Balance
• The Big Idea
• Data & Visuals
• Reading Lists
• Case Selections
• HBR Learning
• Topic Feeds
• Account Settings
• Email Preferences

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

Partner Center

How to write a job applicant rejection letter

Find out more about business management

by   Belle Wong, J.D.

Belle Wong, is a freelance writer specializing in small business, personal finance, banking, and tech/SAAS. She ...

Read more...

Updated on: November 24, 2023 · 4 min read

Why you need to send job applicant rejection letters

How to write a rejection letter.

Your small business is growing, and you've put out the word through an online job site that you're recruiting new employees. Chances are, you've received a flood of applications from hopeful applicants. And, while it's great to be able to choose from so many people with potential, the reality is, you can't hire them all. In fact, you're probably only looking to hire one person. And, once you've determined who the successful candidate is, you'll need to send all the other applicants an employment rejection letter .

When you're faced with dozens of applications for the position you've advertised, the prospect of writing an employment rejection letter to the ones who didn't make the cut can seem daunting. But there are some very good reasons why it's a task you need to undertake:

• Maintain your company's reputation. Every applicant is potentially a future employee, colleague, or customer. Sending a job application rejection letter is a courteous gesture that signals respect and consideration, and will go a long way toward building and maintaining your company's reputation, both as an employer and as a business.
• Save valuable time. As counterintuitive as it may seem, sending applicants a rejection letter to let them know they are no longer in the running for the position advertised is actually a time-saver in disguise. While it will take you time to write and personalize each employment rejection letter, each letter also will reduce the number of follow-up calls, emails, and letters you will likely receive if you just leave your job applicants hanging.
• Foster relationships with potential future employees. One frequent scenario employers face is having to reject an applicant who has the potential to be an invaluable addition to their staff at some future point, when the right job opening comes up. The applicant rejection letter helps to maintain good relations with such potential future employees, and increases the chances that they will apply again when that "right" position in your company opens up.

When drafting the letter you'll be sending out to unsuccessful candidates, there are certain important points to keep in mind , regardless of whether you're writing the letter from scratch or using an online template as a starting point:

• Be courteous and gracious. While the tone of your letter should be businesslike, the formal nature of the letter shouldn't deter you from being polite and considerate. For example, if you met with the candidate in person or interviewed them on the phone, you can strike a gracious note with an opening such as "It was a pleasure speaking/meeting with you...."
• Personalization is a good thing. By adding details such as the day you met or spoke with the applicant, you can customize the rejection letter so the recipient doesn't feel as if they're on the receiving end of a form rejection.
• Tone down the negative language. While it might be second nature to say something along the lines of "We're sorry to inform you," the use of this kind of negative language imparts a discouraging tone to your letter. Instead, try to frame the rejection in a more positive light by, for example, emphasizing that there were a number of qualified applicants for the position.
• Be timely. When you're faced with a crushing load of applicants, it can be tempting to put off writing rejection letters until some nebulous future date down the road when you have the time. But, as every small business owner knows, "having the time" is a rare situation to be in. Communicating with applicants in a timely way will go a long way toward preserving your company's reputation.
• Follow your company's recruitment procedures. If your business has policies or procedures already established for turning down job applicants, you should follow these procedures consistently for all applicants. This will help prevent the likelihood of a disgruntled applicant's challenging your process and claiming that you've been unfair by dealing with other applicants in a different way.
• Be honest about the applicant's future prospects. You may be tempted to tone down the rejection-oriented tone of your letter, yet it's important that you also be honest about the applicant's potential fit with your company. If you feel they would be a good fit in a different position in your business, say so, and ask them to apply again when another position comes up. But—if they're not a good fit—don't feel the need to soften the blow by inviting them to apply again in the future. In such cases, it's better to simply leave off any mention of a future application.
• Be ambiguous, where appropriate. Unlike most business communications, in the case of an employment rejection letter, it's actually a better approach to use more ambiguous language. While you do need to make it clear that the applicant did not get the job, it's better not to get too specific as to the whys—for example, stating that the successful applicant was better qualified. In fact, you should keep in mind that there's no need to give them any explanation as to why they weren't chosen for the job.

It's usually time to celebrate when your small business finds itself in need of additional employees. And, while you're not likely to procrastinate on writing and sending that employment offer letter, it can be tempting to put off telling rejected applicants you've hired someone else.

Don't be that employer who's facing anxious or disgruntled calls two months down the road. Let your applicants down easily by sending them a polite and timely job applicant rejection letter instead.

You may also like

What does 'inc.' mean in a company name?

'Inc.' in a company name means the business is incorporated, but what does that entail, exactly? Here's everything you need to know about incorporating your business.

October 9, 2023 · 10min read

How to get an LLC and start a limited liability company

Considering an LLC for your business? The application process isn't complicated, but to apply for an LLC, you'll have to do some homework first.

March 21, 2024 · 11min read

How to start an LLC in 7 easy steps

2024 is one of the best years ever to start an LLC, and you can create yours in only a few steps.

May 6, 2024 · 22min read