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7 Rejection Letter Samples to Send to Unsuccessful Applicants

10 min read · Updated on December 08, 2023

Simplify the rejection notification process with these sample rejection letters

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

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

Why send out a job rejection letter?

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

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

Why use template rejection letters?

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

How to write your own employer rejection letters

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

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

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

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

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

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

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

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

Seven rejection letter samples

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

1.     Generic rejection letter template

Dear Mr / Ms [Applicant's name],

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

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

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

[Your name and company name]

2.     Application rejection letter template

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

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

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

Warmest regards,

3.     Screening stage rejection letter template

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

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

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

Best regards,

4.     Early-stage interview rejection letter template

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

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

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

5.     Final stage interview rejection letter template

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

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

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

With our best regards,

6.     Post-phone call rejection letter template

Dear Mr /Ms [Applicant's name],

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

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

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

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

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

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

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

Simplify your efforts to follow-up with rejected candidates

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

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

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WTO / Letters and Emails / Rejection / Rejection Letter Without an Interview (Samples)

Rejection Letter Without an Interview (Samples)

Every time employers advertise for a job opening, they receive lots of applications. After shortlisting successful applicants for the interview, professionalism dictates that the employer should inform unsuccessful applicants via letter or email.

This rejection letter is also known as the no-interview letter. Though the work of informing unsuccessful applicants is tedious, it’s vital for the employer’s branding and maintaining relationships with potential future employees. The rejection letter before the interview should be brief, kind, and professional.

Free Templates

Rejection Letter Format

A standard no-interview letter should follow the following structure:

• Employer Address : The letter should start with the employer’s/sender’s address. It should appear on the top right-hand side of the page.
• Date : After the letterhead, skip a line and include the current date.
• Candidate address: After the date comes to the recipient’s or applicant’s address, leave a space between the date and the recipient’s address.

Rejection Email Format

If you’re writing an email, you should skip these first three steps.

• Subject : The subject of the letter should be brief and precise. It should include the job title. The recipient should understand the purpose of the email by reading the subject.
• Salutation: Use the appropriate title for the applicant. In most cases, use the word “dear,” followed by the applicant’s name.
• Body : The body of the letter should comprise at least three paragraphs. In the first paragraph, thank the applicant for taking the time to apply for the job. In the subsequent paragraphs, explain in brief why the candidate was unsuccessful.In the closing paragraph, you should commend the applicant and express the hope that they may succeed in future job openings at the company.
• Complimentary close : Use suitable polite words to close the letter, such as “sincerely,” “yours sincerely”, etc followed by your name, signature, and designation. 

Template Rejection Letter 

[Your Company Name]

[Your Company Address]

[City, State, Zip Code]

[Applicant’s Name]

[Applicant’s Address]

Dear [Applicant’s Name],

Thank you for your interest in the [Position Name] position at [Your Company Name] and for taking the time to share your background and experiences with us. We have carefully reviewed your application among a highly competitive pool of candidates.

After thorough consideration, we regret to inform you that we will not be moving forward with your application for this position. This decision does not reflect on your qualifications or potential but rather the alignment of our current needs and the specific skills and experiences of other candidates.

We appreciate the opportunity to learn about your achievements and professional aspirations. We encourage you to apply for future openings at [Your Company Name] that match your skills and experience.

Thank you again for considering a career with [Your Company Name]. We wish you all the best in your job search and future professional endeavors.

Warm regards,

[Your Name]

[Your Position]

[Your Contact Information]

Sample Rejection Letter Before an Interview

Dear Jordan,

Thank you for your application and interest in the Risk Analyst position with Quantum Financial Services. We appreciate the time and effort you invested in your application to join our team.

After a thorough review of your application materials, we regret to inform you that we will not be moving forward with your candidacy for this position. We received applications from many highly qualified candidates, and the selection process was highly competitive. Our decision was based on matching the specific qualifications and experiences we are seeking for this role with the profiles of the applicants.

We would like to express our sincere appreciation for considering Quantum Financial Services as a potential employer and for sharing your professional background with us. Your experience in risk analysis and financial services is impressive, and we have no doubt that you will find a position that fits your skills and career aspirations.

Please consider applying for future opportunities with us that match your qualifications and interests. We wish you the best in your job search and your future professional endeavors.

Thank you again for your interest in Quantum Financial Services. Should you have any questions or wish for feedback on your application, please do not hesitate to contact our HR department at [email protected].

Alice Smith

Quantum Financial Services

[email protected]

Key Takeaways

This rejection letter demonstrates effective communication practices for delivering unfavorable news, marked by several key elements:

Appreciation for Effort: It opens by thanking the candidate for their application and the effort put into the process, setting a respectful tone.

Clear Communication of Decision: The letter straightforwardly informs the applicant that they will not be moving forward in the selection process, ensuring clarity.

Reason for Rejection: It provides a brief explanation for the decision, noting the competitive nature of the selection process and the alignment of qualifications with the role, which helps the candidate understand the context.

Acknowledgment of Qualifications: By complimenting the applicant’s background, the letter softens the impact of the rejection and encourages the candidate by recognizing their professional value.

Encouragement for Future Applications: The invitation to apply for future positions suggests that the rejection is not a reflection of the candidate’s overall potential, fostering a positive relationship.

Offer of Further Engagement: The provision of contact information and the offer to provide feedback if desired show openness to further communication, offering a sense of support.

Professional and Warm Tone: Throughout, the letter maintains a professional yet warm tone, balancing the delivery of disappointing news with encouragement and respect.

This approach not only conveys the necessary information but also manages to maintain a positive relationship with the candidate, reflecting well on the company’s employer brand.

Tips for Writing an Interview Rejection Letter

As you write the letter, consider the following tips:

Avoid offering false hope

In your letter, be clear on why the applicant didn’t succeed in shortlisting. It’s unprofessional to encourage the applicant to apply for future jobs, yet they lack the necessary skills and knowledge the company requires.

Send the feedback immediately

Once you’re through with the shortlisting process, inform the unsuccessful candidates immediately so that they can proceed in applying for other jobs

Be positive

Though you’re writing a rejection letter, you should offer some hope to the candidate by highlighting any impressive skills and experience they might have. If you feel they may be eligible for future openings in your company, let them know.

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

Published: April 28, 2022

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

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

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

How to Write a Rejection Letter

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

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

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

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

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

A rejection letter can be broken down into three sections:

Paragraph One

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

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

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

Paragraph Two (Optional)

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

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

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

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

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

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

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

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

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

Paragraph Three

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

Standard Rejection Letter

Dear [Name],

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

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

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

Feedback Rejection Letter

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

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

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

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

Redirection Rejection Letter

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

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

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

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

Short Rejection Letter

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

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

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

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Legal Templates

Home Business Employee Job Rejection Letter

Job Rejection Letter Template

Use our employment rejection letter to inform a candidate you didn’t choose them for the job.

Updated February 28, 2024 Written by Sara Hostelley | Reviewed by Brooke Davis

An job rejection letter informs job applicants you haven’t chosen them for an open position. It lets you deliver the news respectfully and allows them to continue their job search instead of waiting to hear if they got a position with your company.

What If You Want to Extend an Offer?

While you need to send applicant rejection letters to some candidates, you may have found your ideal employee during the hiring process. Use a job offer letter template to extend an employment offer to the right candidate.

How to Reject a Candidate After an Interview

How to write a rejection letter for a job, rejection letter samples.

Follow these tips to include the necessary information candidates desire and demonstrate brand integrity after making your hiring decision:

Inform Them as Soon as Possible

Inform the candidate that you won’t hire them as soon as you decide. Providing immediate notice is respectful and informs them to proceed with their job search.

Quick turnaround times show your organization understands the competitive job market and empathizes with people looking to further their careers.

Personalize Your Communication

Tailor the messaging if possible. Write the candidate’s name, the position they applied for, and something specific from their application or interview.

Including a reference from the interaction shows your thoughtfulness as a recruiter or manager.

You can also include personalized feedback and pointers if you have ways for the candidate to improve their performance. Delicately point out areas where they excelled during the interview and ways to polish other elements.

Keep the Letter Concise

Briefly highlight key reasons the organization respectfully selected another applicant. Then, point out the person’s strengths and areas of feedback about possible resume growth.

Demonstrate Compassion and Respect

Choose your words carefully to respect the person’s professional dedication. Indicate you’d be open to considering their candidacy after they garner more experience or credentials.

Offer Context

Losing out on a position can be a challenging experience for a candidate. However, job hunters may feel more hopeful when the employment rejection letter notes the approximate number of applicants and their experience. It can also remove some of the candidate’s ill feelings about the lost opportunity.

Wish Them Well

Express professional understanding and a sense you want others to succeed. State that you wish the candidate well in securing a good position.

Step 1 – Format as a Formal Business Letter

Format the document as a formal business letter. Write your information in the upper right-hand corner, including your name and address. Detail the date you’re writing the letter and the applicant’s name and address on the upper left-hand side of the page.

Personalize the letter to the person instead of sending an identical document to several rejected applicants.

Step 2 – Use a Standard Salutation

Use a typical salutation such as “Dear [First and Last Name]” to begin your letters. This simple addition ensures they know they’re the intended recipient.

Step 3 – Thank the Applicant

The first sentence should thank the applicant for their time and application. Consider using a sentence such as “We greatly appreciate your application and your interest in our company” or “Thank you for applying for the position of [Position Name].”

Thank the applicant for their effort, but don’t make promises of future consideration.

Step 4 – State the Reason for the Rejection

Consider stating the reason for the rejection, like if you decided to move forward with a different candidate or the applicant didn’t have enough experience.

Step 5 – Include Your Closing Statements

The final paragraph should encourage the employee to apply again in the future if you desire or say your goodbyes. Keep these statements concise, as simple statements can prevent any miscommunication.

You may also:

• Communicate your intent to keep the applicant in the hiring pool for the future.
• Encourage the applicant to apply for a different position.
• Ask that they apply again when they meet the qualifications for the position.

Format the end of the letter how you want to fit your individual needs. Consider requesting feedback from the candidate on the hiring process so you can pinpoint weaknesses and make improvements.

Step 6 – Sign the Letter

A company representative should personally sign the letter and provide their title. This addition gives a personal touch to the letter that demonstrates your care.

When you’re ready to hire your successful applicant, use an employment contract to make it official.

Here are various examples of rejection letters depending on the situation:

Generic Rejection Letter

It often does not provide specific feedback or reasons for the rejection, as it aims to maintain a professional and neutral tone.

Dear Frances Obel,

Thank you for expressing your interest in the Occupational Therapist position at St. Mark and Matthew’s Hospital.

After thoroughly reviewing your application, we regret to inform you that we have chosen to move forward with candidates whose qualifications more closely align with the specific requirements in the job description. In particular, we are looking for someone with at least three years of experience in a pediatric setting.

While we recognize your interest in joining St. Mark and Matthew’s Hospital, we want to express our gratitude for your application and the time you invested in the process. We encourage you to explore other opportunities with us in the future that may be a better match for your skills and experience.

We wish you the best in your job search and appreciate your understanding in this matter.

Dylan Moore Recruiter St. Mark and Matthew’s Hospital

After a Screening Stage

It may express appreciation for their interest in the position and the effort they put into the application. It often does not delve into specific reasons for the rejection but may briefly mention that the decision was made based on the qualifications and fit of the candidates relative to the requirements of the role.

Dear Natalie Turner,

We appreciate the time you contributed to the application process for the Marketing Director position at Pinnacle Grove Strategies. After thorough consideration and screening, we regret to inform you that we will not be moving forward with your application.

We based our decision on a comprehensive evaluation of various factors, including your qualifications and experience. Additionally, as part of our standard procedure, we conduct an online presence review. Unfortunately, our findings raised concerns regarding the alignment with our company values and brand image.

We understand that this news may be disappointing, and we want to express our gratitude for your interest in joining Pinnacle Grove Strategies. We recognize your skills and experience, and we encourage you to continue pursuing opportunities that align more closely with your professional goals.

Thank you once again for considering a career with us.

Best regards,

Ava Collins Recruiting Manager Pinnacle Grove Strategies

After the Final Interview Round

These letters often express appreciation for the candidate’s time, effort, and interest in the position and organization. Some companies may offer feedback or provide information on keeping in touch for future openings.

Dear Scarlet Robinson,

We want to express our sincere appreciation for your interest in the Accountant position at Echo Accounting.

After careful consideration and a thorough evaluation of all candidates, we regret to inform you that we have chosen to move forward with another candidate for this particular role. We did not make the decision lightly, as we recognized the depth of your skills and experience.

We want to extend our gratitude for your professionalism throughout the interview process. Your qualifications and achievements are commendable, and we believe you would be a valuable asset to any organization.

We were fortunate to have had the opportunity to consider your candidacy, and we appreciate your interest in joining Echo Accounting.

We wish you continued success in your future career endeavors, and we hope our paths may cross again.

Josh Martin Recruiting Manager Echo Accounting

After an Interview (Including Specific Feedback)

Here’s a rejection letter to a candidate that includes specific feedback on how they can improve:

Dear Madison Green,

We appreciate the time and effort you dedicated to the application and interview process for the Research Scientist position at BioCosmic Dynamics. After careful consideration, we regret to inform you that we have chosen not to move forward with your application.

While we were impressed with many aspects of your candidacy, we believe certain areas could benefit from further development. Constructive feedback is crucial for professional growth, and we would like to provide you with some specific examples that you may find useful:

• Communication Skills: Consider refining your communication style, particularly in conveying complex scientific concepts to a non-expert audience.
• Adaptability to Change: Demonstrating a proactive approach to adaptability and flexibility in response to changing project requirements and priorities could further showcase your resilience in dynamic research environments.
• Networking and Collaboration: Actively seeking collaborations within the scientific community may open up new opportunities and broaden your exposure to different research methodologies.

Please view these suggestions as constructive feedback to support your ongoing professional development. We believe your commitment to continuous improvement will contribute to your success in future endeavors.

We genuinely appreciate your interest in BioCosmic Dynamics. If you have any questions or require further clarification, feel free to reach out.

Thank you for your understanding.

Mia King Recruiting Manager BioCosmic Dynamics

After an Interview (Advising to Reapply in the Future)

Here’s a rejection letter to a candidate in which you advise them to apply in the future:

Dear Oliver Lee,

I hope this message finds you well. On behalf of Magnificent Creations, I want to express our sincere appreciation for your interest in the Chef position with our esteemed culinary team.

Your qualifications and culinary expertise truly impressed us during the interview process, and we are grateful for the opportunity to have considered your application. After careful deliberation, we have decided to move forward with another candidate for the current opening.

I want to emphasize that the decision was a challenging one, as we recognized the exceptional skills and creativity you bring to the culinary field.

We believe in maintaining a strong network of talented individuals, and we would be thrilled to see you apply for future opportunities at Magnificent Creations. Your culinary prowess aligns with the standards of excellence we uphold, and we are confident there may be suitable positions for you in the future.

We appreciate the effort you invested in the application and interview process. Please contact us if you have any questions or want additional feedback.

Jacob Taylor Head Chef Magnificent Creations

Blank Job Rejection Letter Template

A standard employment rejection letter template can help you get started. You can download a free template in Word or PDF format below.

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Sample Job Rejection Letters

A LinkedIn survey found that 94% of talent would like to get interview feedback .

Make sure you provide a great employer branding experience by communicating with your candidates when they haven’t been successful in applying for a job.

When you send a candidate  rejection letter, it puts your company in a good light.

This will encourage candidates to reapply for another position, speak to their friends or leave good reviews about your business.

The sample job application rejection letters below will give you a good start when communicating with candidates who haven’t made the grade. Use these candidate rejection letter templates and personalize them according to your company. Before we get into the “you didn’t get the job” email samples, here are some tips for writing job applicant rejection letters.

Job applicant rejection letter tips

• Keep it straightforward. Don’t make the applicant letters long-winded. Keep it professional and to-the-point.
• Personalize your applicant rejection letters. Use the candidate’s name and position and, if they attended an interview, make a comment about their performance.
• Be gracious. As well as being professional, you should also be gracious. The person applied for a job at your business because they wanted to work with you, so make sure that your applicant rejection letter is respectful and considerate.
• Be honest. It may be tempting to say things you don’t mean in your applicant rejection letter. So, keep things simple. For example, don’t include that you want the candidate to apply for more openings going forward if you know that the person isn’t a good fit for your business.
• Be swift. When you know an applicant isn’t suitable for the role, don’t wait a long time before sending a rejection letter. Do it as soon as possible, so they will concentrate their efforts elsewhere.
• Cushion the blow. When you have to give the candidate constructive criticism, start off with something positive. You can talk about things you were impressed with and then go into the skills or qualifications they were lacking. Always end on a positive note by wishing them well.
• Always remember your brand. The applicant rejection letter could be your last chance to convey a positive impression of your business. This will either make your applicant feel favorably towards your business or hard done by. Always think about your reputation when communicating. This should be no different with an applicant rejection letter.

The structure of the job applicant rejection letter

You should have a structure for all of your job candidate rejection letters. This will enable you to say what you need to quickly and efficiently as well as sticking to your company’s brand. Use the following information when formatting a job applicant rejection letter:

• ‍Address. Start the sample letter for rejecting a candidate with the official address of your business in the top right hand corner. You need to include your address only if you’re sending a physical letter. ‍
• Date. A few lines under the address, include the date. You don’t need to do this if you’re sending an email.‍
• Inside address. The candidate’s address goes a few lines underneath the date. ‍
• Subject. Use a subject line  that is short and to-the-point. For example, the candidate’s name – job application.‍
• Salutation. How formal or informal your salutation is will depend on your company and whether you’ve met the applicant. If you’ve met them in an interview and have developed a rapport, you can go on a first name basis, for example, “Dear Jane.” ‍
• Opening paragraph. In the opening paragraph, convey that you appreciate that the candidate took the time to apply for the job and, if applicable, attended the interview.‍
• The body. Use this part of the job candidate rejection letter to inform the applicant that they were not successful at this time. You can give reasons or just let them know that other candidates were more suitable and matched the job description better .‍
• Last paragraph. How you use this last paragraph depends on your company’s policies. Some companies use it to give more detailed advice about the application while others simply note that, if the job applicant wants more detailed feedback, they can make a request.‍
• Closing. Keep this short and to-the-point. Thank the candidate for their time and wish them the best in their future job search.‍
• Your name and signature. You need to include your name and signature in the last part of the letter. Also, include your contact information just in case the applicant wants more information. In addition, include a signature if you’re sending a physical letter.

Job candidate rejection letter samples and templates

Job rejection letter sample 1, the standard sample rejection letter from an employer to an applicant who will not get an interview..

Dear < Applicant’s first name >,

I would like to say thank you for taking the time to apply and meet with our team about the <role title=””> at <company name=””>. It was great to find out more about what you have achieved, as well as your skills and qualifications.</company></role>

Regrettably, you were not selected by our team to go forward. Please remember that competition for jobs at <company name=””> is very high and it is often difficult to choose between many experienced and quality applicants.</company>

We will be keeping your details on file in case any openings come up in the future that we believe you would be a better fit for.

Please feel free to contact me if you would like detailed feedback about the selection process.

Many thanks again for your interest and application to <company name=””> and all the best with your job search.</company>

< Sender’s name >

Job Rejection Letter Sample 2

Dear Mr./Miss < Applicant’s last name >,

Thank you for applying for the <job title=””> at <company name=””>. We want to thank you for making the effort to apply to our company and we value your interest in becoming part of our team.</company></job>

The number of applications we received for this role was unprecedented and, after careful consideration of every single one of them, it is unfortunate that we have to let you know that you will not be proceeding to the next phase of our selection process. Although your skills and qualifications are remarkable, we have chosen to go forward with another applicant, who is a better fit in terms of experience.

Again, we value your interest in our company and would welcome an application from you in the future, should you come across another role that you think you will be suitable for.

If you need further information or have any more questions, please feel free to contact me by phone at <phone number=””> or email< email address>.</phone>

We wish you all the best with your future ventures.

Job Rejection Letter Sample 3

After a phone interview.

Dear Miss/Mr. < Applicant’s last name >

Thank you for taking the time to speak with me on the phone for the position of <job title=””>.</job>

Our company has received a high number of applications and we have contacted a number of applicants. We would like to let you know that, although your qualifications and skills were very impressive, we have decided to go forward with other candidates whose experience and skills better meet the needs of our organization at this time.

Thank you again for your interest in <company name=””>. I wish you success in your career search.</company>

Job Rejection Letter Sample 4

After a face-to-face interview.

Thank you for taking the time to interview with <company name=””> for the <position name=””>.</position></company>

We value your interest in our company and this role. I am writing to inform you that we have chosen an applicant who is the closest match for the job requirements and description of this role.

We very much appreciate you taking the time and making the effort to attend the interview. We would like you to consider applying for future openings at our company.

Once again, thank you very much for your time.

Job Rejection Letter Sample 5

Dear Miss/Mr. < Applicant’s last name >,

I appreciate you taking the time and making the effort to meet with our team to talk about the <position> at <company>.</company></position>

Your time, enthusiasm and interest in this position are much appreciated. I would like to inform you that the position has been filled by another candidate, whose qualifications, skills and experience most closely matched the requirements in the job description.

However, your application will be kept on file and you will be considered for future openings, if they are a good fit.

Again, it was good to meet with you and I wish you all the best in your future job search.

Job Rejection Letter Sample 6

Thank you for providing us with the opportunity to meet and interview you for <job position=”” title=””> with our company. We value your interest and enthusiasm in joining our team and we enjoyed getting to know more about you.</job>

It can be difficult to choose among brilliant candidates who we interview, especially when we have many who are so qualified for this particular role. Even though we would love to welcome every single person we interview to our team, in the end we need to choose an applicant who we know most closely fulfills the requirements of the position’s job description.

Although your qualifications, experience, skills and education are very impressive, we have chosen to go forward with another candidate who better matches and meets the needs of this role. Our decision was based on small nuances, but you were still a very exceptional candidate. We do hope that you keep us in mind and apply again in the future for a role you believe would be a good fit, as we appreciate your expertise in our industry. You were one of the few top candidates and it was a pleasure to meet you.

If you need more information or have any questions, I would be happy to speak with you. You can contact me by email at <email address=””> or phone at <phone number=””>.</phone></email>

Once again, thank you for the time, effort, energy and enthusiasm you have invested in this process and we wish you all the best in your personal and professional endeavors.

Job Rejection Letter Sample 7

This job applicant rejection letter is used for after a second interview.

Thank you for investing the time to go through our two-stage interview selection process for the position of <job title=””>. Our team really enjoyed meeting you and discussing various aspects of the < industry>.</job>

We have now had the time and opportunity to consider every candidate. You were one of the candidates most highly regarded for this position. However, on this occasion, the team felt that another candidate’s experience and skills were a better match for the position. We want to take this time to encourage you to continue to check our vacancies for future positions that match your skills and experience.

We wish you all the best in your future endeavors and the next part of your career. Thank you again for your interest in <company name=””>.</company>

Job Rejection Letter Sample 8

After assessment test.

Dear <applicant’s first=”” name=””>,</applicant’s>

Thank you for taking the time to meet with me and the team for <job title=””> at <company name=””>. It was a pleasure to learn more about your accomplishments and skills.</company></job>

We have now had the chance to review all applicants and, unfortunately, we regret to inform you that, at this time, we have decided not to proceed with your application. This has been a tough decision as the applicant standards have been very high. However, we have found that, during the test, other candidates had higher verbal reasoning skills. We would like to give you the advice to gain more experience in this field and to submit another application in the near future when more vacancies become available.

Thank you once again for your interest in <company name=””> and we wish you all the best in your job search and career.</company>

Conclusion: Job applicant rejection letter sample

Use the job applicant rejection letter templates above by customizing them according to the different stages of the hiring process .

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

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

What is a rejection letter?

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

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

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

The benefits of candidate rejection letters

For candidates.

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

For employers

How to write a rejection letter.

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

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

Checklist: Writing a rejection letter

Legal considerations and tips

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

3 types of rejection letters + free templates

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

1. Pre-screening rejection letter

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

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

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

Mastering the rejection letter

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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. ‍

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Rejection Letter Examples For After an Interview

When Employers Notify Applicants

• What's Included in a Rejection Letter
• Examples of Job Rejection Letters
• Rejection Letter Example
• Rejection Email Example
• What to Do if You Don’t Hear Back

Julie Bang / The Balance 

Are you a job seeker wondering if you will be notified if a company opts not to hire you after they have interviewed you to evaluate your candidacy? Or are you a  hiring manager  who needs to let a candidate know that they weren't hired?

Even though the appropriate protocol is to notify all the candidates that employers interview for a job, this, unfortunately, doesn’t always happen. Employers aren't required to notify applicants, even though it's courteous to inform candidates who haven't been selected to move forward in the hiring process.

Employers don’t always provide applicants with the courtesy of letting them know where they stand in the  hiring process , though some do provide status updates to candidates.

• Some employers let every candidate know the status of their application.
• Some companies notify applicants who haven’t been accepted for an interview, while others only contact candidates they wish to discuss the job with.
• Some employers don’t even notify applicants who interview that they weren’t  selected for a second interview  or the job.
• Other companies may send rejection letters to applicants who are not selected for a position after the interview process is complete.

You may not receive a letter directly after your interview, if the organization notifies applicants.

Many employers wait until they have hired someone for the job before notifying the other candidates.

That’s because they may want to give the applicant pool another look if their leading candidate rejects their job offer.

What is Included in a Rejection Letter Sent After a Job Interview

If you do receive a rejection letter, don’t expect it to include a reason why you weren’t offered a job. Employers are concerned about discrimination issues.

Reasons for rejecting an applicant could be construed as discriminatory if they are based on age, gender, national origin, religion, marital status, pregnancy, or disability.

It’s safer, from a legal perspective, for companies to write a simple rejection letter that thanks the interviewee for taking the time to meet with the hiring manager. If the company is interested in considering an applicant for other openings, the letter may state that as well.

Examples of Rejection Letters

If a company does send rejection letters, the following are examples of what you may receive if the organization has decided not to pursue your candidacy for a job.

Rejection Letter After a Job Interview Example

Carolyn Zho Human Resources Manager XQT Company 103 Main Street Jamestown, NY 11224

February 15, 2022

Reginald DeLoatch 10 Smythe Avenue, Unit 1A Buffalo, NY 11222

Dear Mr. Deloatch,

Thank you very much for taking the time to interview with us for the Customer Service position. We appreciate your interest in the company and the job.

I am writing to let you know that we have selected the candidate whom we believe most closely matches the job requirements of the position.

We do appreciate you taking the time to interview with us and encourage you to apply for other openings at the company in the future.

Again, thank you for your time.

Signature (hard copy letter)

Carolyn Zho

Rejection Letter After a Job Interview Email Example

Subject:  Marketing Associate Position

Dear Ms. Hagardon,

I appreciate you taking the time to meet with me to discuss the Marketing Associate position at ABC Company. Your time and interest in the position are much appreciated.

I would like to inform you that we have filled the position. However, we will keep your application on file for consideration if there is a future opening that may be a fit for you.

Again, thank you for meeting with me.

Best regards,

Samantha Hancock

What to Do if You Don’t Hear From an Employer

What is the best way to handle it, if you don’t hear back from an interviewer? It’s appropriate to  follow up on the status of your application , especially if you are juggling multiple job applications or offers or need to make an immediate decision on another job offer.

Following up  immediately after an interview with a thank-you email is a particularly effective strategy, since this allows you to remind the employer of your qualifications, answer any questions you feel were not fully addressed in the interview, and keep you “top of mind” as employers make their hiring decision.

It is also fine to contact the employer with a second email or phone call after two or three weeks, if you still have not heard from them.

Keep in mind that you may not receive a response. So, while you're waiting, be sure to continue to proactively job hunt.

Don't consider your job search complete until you've received—and accepted—a job offer.

SHRM. " What Should an Employer Tell a Candidate Who is Not Selected for the Position ?" Accessed Feb. 15, 2022.

U.S. Equal Employment Opportunity Commission. " Prohibited Employment Policies/Practices .” Accessed Feb. 15, 2022.

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How to Tell Someone They Didn’t Get the Job

Hiring managers often play a crucial role as gatekeepers during the recruitment process, ensuring that only quality candidates move on to the next stage. This means filtering through hundreds, if not thousands of resumes, until you finally find a candidate who seems to fit the requirements of the team. Initial interviews may have been scheduled, but you (or the team) now realized that they aren’t not suitable after all. This leads to the big question: how to tell someone they didn't get the job?

The goal of this blog post is to serve as a valuable resource to help hiring managers and recruiters with how to tell someone they didn't get the job. We'll also discuss why it's important to provide a rejection email for a job, how long to wait to send the rejection email after the interview, and how to tell someone they didn't get the job in the most productive way.

How do you politely tell someone they didn't get the job?

Simply ghosting the dropdown#toggle" data-dropdown-placement-param="top" data-term-id="294634007">job candidate may seem like an ideal (and easy) way out, and this is also the path that many companies often take. However, the lack of dropdown#toggle" data-dropdown-placement-param="top" data-term-id="294634006">follow-up after an application, be it to provide an offer or rejection, may end up leading applicants on, and give a false sense of hope. More often than not, a lack of response to candidates can leave a bad impression and even spark negative word-of-mouth about your organization. You’re only as saught after as your dropdown#toggle" data-dropdown-placement-param="top" data-term-id="294633995">company’s reputation and properly telling a candidate they didn’t get the job is the first step in setting up your companies image.

But we recommend another way to frame the question, "How to tell someone they didn't get the job?" How would you want to be told that you didn't dropdown#toggle" data-dropdown-placement-param="top" data-term-id="294634028">get a job ? It may seem simple to say that the golden rule replies to this situation just as it applies to so many others, but it's still a valuable way to re-frame the challenge of how to tell someone they didn't get the job.

Most HR professionals would agree that the right way on how to tell someone they didn't get the job is by sending them a dropdown#toggle" data-dropdown-placement-param="top" data-term-id="294634012">rejection letter . Sometimes a dropdown#toggle" data-dropdown-placement-param="top" data-term-id="294633983">phone call may suffice but more often than not, a dropdown#toggle" data-dropdown-placement-param="top" data-term-id="294634012">rejection letter is the way to go. It allows you to carefully tailor the dropdown#toggle" data-dropdown-placement-param="top" data-term-id="294633997">bad news with positive dropdown#toggle" data-dropdown-placement-param="top" data-term-id="294634001">constructive feedback and, if the candidate was adequate, you can mention that they could be dropdown#toggle" data-dropdown-placement-param="top" data-term-id="294633998">strong candidates for dropdown#toggle" data-dropdown-placement-param="top" data-term-id="294633990">future dropdown#toggle" data-dropdown-placement-param="top" data-term-id="294633994">job dropdown#toggle" data-dropdown-menu-id-param="menu_term_294633994" data-dropdown-placement-param="top" data-term-id="294633994"> openings .

Luckily, these dropdown#toggle" data-dropdown-placement-param="top" data-term-id="294633986">rejection emails aren't something that you need to write from scratch, and can be templated to make the process as simple as possible. Below you'll find tips on how to write a dropdown#toggle" data-dropdown-placement-param="top" data-term-id="294634012">rejection letter and even an applicant dropdown#toggle" data-dropdown-placement-param="top" data-term-id="294634012">rejection letter dropdown#toggle" data-dropdown-placement-param="top" data-term-id="294633993">template for you!

Why Write a Job Rejection Letter?

When it comes to the right and wrong way how to tell someone they didn't get the job, it's important to realize the effects of a "non-response." In this case, we’re referring to the lack of follow-ups after the interview, even though the candidate has already been deemed to be "rejected" internally. Frustration, impatience and a sense of false hope may accumulate, resulting in lasting negative sentiments towards your company. This may manifest in the form of a negative Glassdoor review, with the words "terrible interview experience" in the title. While this may be the worst case scenario, it is undeniable that many candidates expect some sort of reply from the company. 

Writing a job rejection letter helps to maintain a relationship with the applicant, who may potentially be a better fit for another team or role. With more experience and training, they may be suitable for future roles as well, and a positive recruitment experience will help in keeping them in the candidate pool. Most importantly, they will retain a good impression of your company.

Candidates will also realize that you respect the effort they've put into applying for the role and preparing for the interview(s). At the same time, it also provides a form of closure , so that they are not left anticipating a callback, but can instead focus their efforts on other companies. This is especially so if they felt like they nailed the interview and stood a chance. Instead of waiting for them to follow up after the interview (and having an influx of follow up emails in your inbox), sending the rejection letter shows initiative and does not result in anticipation and disappointment thereafter.

Furthermore, you will be able to preserve your employer brand . Remember that negative Glassdoor review we mentioned earlier? Studies have shown that 6 in 10 candidates will discuss their negative experience with the people around them, while 30% will discourage others from applying. This may in turn dissuade other qualified candidates from even applying to your company, which will reduce the candidate pool. 

Finally, rejection emails are also effective in keeping candidates as customers . If your brand is providing some sort of product or service, it is likely that these candidates are supporters of the product or service in the first place. Negative feelings towards the company may result in loss of support as they hold back on their purchases. The impact may even be amplified as many candidates are involved in the hiring process, which could lead to a drastic fall in profits or revenue when they are also lost as customers. 

Writing a Good Job Rejection Letter

Writing a good job rejection letter is not as hard as you think it is! Here are some points you can (and should) include:

Be Concise, and Swift

Keep letters professional and to the point. Send them out as soon as you know that the applicant is not suitable for the role. 

"Thank you"

The most important part of the rejection email - it is necessary to acknowledge their interest in your company, and the effort they've put into applying for the job, and complete the interview(s). It also emphasizes that you value their time. 

Personalization

This step is crucial, especially if they were involved in at least one round of interviews. Include the applicant's name and the title of the position, as well as certain pointers brought up during the interview which reflected well on them. If they were not approved in the resume screening stage, you may also set up an automated rejection email, which will put your company ahead of many others. 

You may also choose to include feedback, such as how they could improve based on their interview, or what was lacking which resulted in them not making the cut. This would also be helpful in their future interviews, and candidates will definitely be appreciative of the feedback. However, do ensure that this is phrased in a gracious and careful manner, or it may come across as criticism which may end up being insulting to the candidate.

Additionally, it's of the utmost importance that any feedback given is based solely around the candidate's answers and doesn't steer into subjective areas like "professionalism." You want to avoid any possible appearance of bias, and at the same time offer valuable recommendations for the candidate to succeed in the future. Nebulous feedback isn't very helpful, and also potentially opens your company up to possible allegations of bias.

To go the extra mile, you may even ask the candidate if they would like individual feedback. From my personal experience, the best hiring manager even offered to hop on a quick call and took the time to explain why I was not shortlisted for the particular role, which was heartwarming.

Invitation to Apply Again 

If you see potential in a particular candidate, you may let them know that they can apply for other opportunities available, or keep in touch and contact you should they see other openings which may be of interest to them.

Applicant Rejection Letter Template

Here are some templates which you may consider sending to applicants: 

Rejection letter for an applicant who will not get an interview

Rejection letter for an applicant who will not get an interview (version 2)

Rejection letter for an applicant after the interview 

Rejection letter for an applicant after the interview (version 2)

By including a well-written job rejection letter, you will be able to maintain a candidate's good impression of your brand, while at the same time prevent them from having false hopes and disappointment - which is a win-win situation for both parties. This will in turn elevate the hiring experience for all candidates! 

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How To Write A Job Rejection Letter

Whether you are a small business owner or a large corporation, ensuring that every candidate gets a response within a few days of their interview is essential.

Rejection letters or emails are a necessary part of the recruitment process. They should be written professionally and courteously with, ideally, some personal detail and perhaps tips for the future. This article contains information on what to include and samples of short and detailed rejection emails or letters.

Example of a Short Rejection Email

Dear [ Applicant’s Name], Thank you for your interest in the role of [Position Name].

Unfortunately, your application has been unsuccessful at this time. We appreciate the time and effort you placed into your application and enjoyed meeting you.

Regards, [ Your Name ]

Above is the simplest form of a job rejection letter. But read on to improve your process:

Unfortunately, not everyone you interview during recruitment will be right for your business. For whatever reason, there will always be cases where the applicant just isn't right. Time is valuable in business, but there is a range of reasons why you should respond to candidates with a simple rejection letter. Here's our guide to rejecting applicants and a sample letter for you to use for your candidates.

Click the link to see an example of a Longer Rejection Letter 

Why is it worth writing a rejection letter?

Rejected applicants should still have a good opinion of your business:

Even if a candidate doesn't meet your requirements, it's important to treat them with respect to avoid them spreading negative comments about your company. In a similar vein of thought to customer service interactions, a bad experience is far more likely to be shared than a good one.

It can save you time:

Candidates who have invested time in a job vacancy will often reach out to employers who they have not heard back from. A simple interview rejection letter can save valuable time by letting candidates know where they stand.

Candidates may be right in the future:

Often when an applicant isn't suitable for a current position, they could be ideal for another role presently or in the future. This is particularly important in specialist fields, as these industries are small worlds where you will likely interact with the same person again.

Rejection letters are easy to write:

A simple response can be written and posted within minutes, and candidates are usually satisfied with one simple, constructive piece of feedback that they can take into the future.

View a full job rejection letter sample in your browser here.

Things to consider:

All applicants want from a rejection letter is a piece of constructive criticism that will help them in job applications for the future. When interviewing a candidate or reading through an application, it can be good practice to already think of that one piece of constructive criticism you can give if you have decided they are unsuitable for the position.

There will be occasions when you want to put more time and effort into writing a rejection letter, which is to be expected. Examples of these times can be:

• An applicant where you have a personal relationship already – Often it can be worth going into a bit more detail why they are not suitable for a position with candidates who you deal with regularly. In these cases, a phone call can often be more appropriate.  
• Lengthy recruitment processes – For a vacancy with a series of rounds, e.g. first, second and third interviews, it is usually worth writing a more personal rejection letter. If a candidate has passed a series of rounds it will probably be someone you could consider in the future!  
• Someone who has obviously invested a lot of effort – Candidates who have travelled a long distance or have had to invest a lot of time into an application should deserve a more detailed rejection letter than someone who has failed on the first round due to a psychometric test. This is common sense but goes back to the idea that you want to give people who could talk about your business a good experience, even if they have been rejected.

Should a Rejection be a Letter, email, or phone call?

In this day and age, the majority of rejection letters are sent through email. After all, over 90% of job applications are sent through a website or email anyway! 

What's the best timing for sending a rejection letter?

A common misconception with sending rejection letters is that you must wait a given period after the application or interview to treat the candidate respectfully. Employers often think that if they send a rejection too quickly, candidates will feel down that they haven't had sufficient consideration. 

Rejecting an internal candidate

For many vacancies, the position will be advertised both internally and externally for applications. Rejecting a candidate who is already part of your business can be a special case, as it's important to treat them with as much respect as possible to make sure they are still happy in their current position. Often it can be worth following up a letter with a quick one-to-one meeting to ensure them they are still valued in your organisation. Tell them why they were unsuitable for the vacancy and how you will help them with their personal development in the future.

Rejecting a candidate based on 'cultural fit'

Example of a longer rejection letter.

----------------------------------------------------------------------------------------

Dear [candidate],

I hope this email finds you well. I wanted to reach out to thank you for applying for the [position] at [company] and for taking the time to interview with us. Your enthusiasm and passion for the role were evident during the interview process, and we appreciate your effort in preparing for the interview.

Unfortunately, after careful consideration, we have decided to move forward with another candidate for the position. While we were impressed with your skills and experience, we ultimately felt that the other candidate was a better fit for the role and our team.

We understand that receiving a rejection can be disappointing, and we want to assure you that this decision was not made lightly. In addition to evaluating your skills and experience, we also considered your fit with the team and your potential for success in the role.

Although we will not be moving forward with your application now, we encourage you to continue applying for positions at [company] in the future. If you would like, we would be happy to provide feedback on your application to help you in your job search. 

Again, we appreciate your interest in [company] and your time and effort in applying for the position.

We wish you the best of luck in your job search.

Kind regards,

[Your name]

Exit Interviewing

Date published: 29th February 2024

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by Rob Scott

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About the author

Lucy Burrows

Lucy is a diligent and stealthily competitive recruiter passionate about delivering clients’ expectations and helping candidates perform their best in interviews.  She thrives on ensuring that the role is suitable for every candidate and hearing about the successes of her placements.  Her content is straightforward, easy-to-read advice focused on first interview tips.

How to Send a Rejection Letter After an Interview (+ Templates)

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In this article

Ever wondered how to gracefully handle rejecting a candidate after an interview? It's a tricky part of the hiring process, but it's essential to ensure that candidates feel respected and valued, even if they're not the right fit for the role. In this guide, we'll explore step-by-step how to navigate this challenging task with professionalism, empathy, and integrity. From preparing for rejection to crafting a thoughtful message and delivering it with care, we'll cover everything you need to know to ensure a positive experience for both you and the candidate.

Importance of Handling Rejections Professionally

Handling rejections professionally is not just a matter of courtesy; it's an essential aspect of maintaining a positive employer brand and fostering positive relationships with candidates. Here's why it's crucial to handle rejections with care:

• Protecting Your Employer Brand : How you treat candidates throughout the hiring process, including during rejections, directly impacts your employer brand. A positive candidate experience, even in rejection, can enhance your reputation as an employer of choice. Conversely, negative experiences can damage your brand and deter future candidates from applying.
• Respecting Candidates' Dignity : Rejection is a natural part of the job search process, but it can still be a challenging and emotional experience for candidates. Handling rejections professionally demonstrates respect for candidates' dignity and acknowledges the effort they invested in applying and interviewing for the position.
• Building Relationships for the Future : Candidates who receive respectful and transparent rejections are more likely to maintain a positive perception of your organization, even if they were not selected for the position. This can lead to future opportunities for engagement, such as referrals or reapplications, and helps to build a pipeline of talent for future roles.
• Legal Compliance and Risk Mitigation : Treating candidates fairly and consistently throughout the hiring process is not just good practice; it's also legally required. Discriminatory or unfair rejection practices can expose your organization to legal risks and damage your reputation. Handling rejections professionally helps to ensure compliance with relevant laws and regulations.

Benefits of Providing Constructive Feedback

While providing constructive feedback to candidates is optional, it offers several benefits for both candidates and employers:

• Candidate Development : Constructive feedback provides candidates with valuable insights into their strengths and areas for improvement. This feedback can help candidates refine their skills, enhance their qualifications, and become more competitive in future job searches.
• Positive Candidate Experience : Offering feedback demonstrates that your organization values candidates' professional growth and development, even if they were not selected for the position. This can leave a positive impression on candidates and enhance their overall experience with your organization.
• Enhanced Employer Brand : Organizations that provide constructive feedback are perceived as transparent, supportive, and invested in the success of their candidates. This can enhance your employer brand and attract top talent who value professional development opportunities.
• Increased Candidate Engagement : Candidates who receive feedback are more likely to engage with your organization in the future, whether through referrals, reapplications, or networking opportunities. This ongoing engagement helps to build a strong talent pipeline and fosters long-term relationships with candidates.
• Internal Learning and Improvement : Providing feedback can also benefit your organization internally by highlighting areas for improvement in your hiring process. By identifying common themes or trends in candidate feedback, you can make informed decisions to optimize your recruitment strategies and enhance the candidate experience.

Overall, providing constructive feedback benefits both candidates and employers by fostering professional development, enhancing the candidate experience, and strengthening your employer brand. While it requires time and effort, the long-term rewards are well worth the investment.

How to Prepare Rejection Letter After Interview?

Before delivering the news of rejection to a candidate, it's essential to ensure that you're fully prepared. This involves not only understanding the legal implications and compliance requirements but also crafting appropriate communication materials and considering the timing and channels of communication.

Understanding Legal Implications and Compliance

When rejecting a candidate, it's crucial to comply with relevant employment laws and regulations to avoid potential legal issues. Discrimination based on protected characteristics such as race, gender, religion, or age is prohibited by law. Therefore, rejection decisions must be based on legitimate job-related factors, such as qualifications, skills, and experience.

Additionally, some jurisdictions require employers to provide reasons for rejection upon request. Familiarize yourself with the specific legal requirements in your area to ensure compliance throughout the rejection process. By understanding these legal implications, you can mitigate the risk of legal disputes and uphold fair hiring practices.

Crafting Rejection Templates or Scripts

Crafting rejection templates or scripts can streamline the rejection process and ensure consistency in communication across all candidates. These templates should be empathetic yet clear, conveying the decision to the candidate while maintaining professionalism and respect.

When crafting rejection templates, consider including elements such as:

• A personalized greeting addressing the candidate by name.
• Expressions of appreciation for the candidate's interest in the position.
• Clear and concise reasons for the rejection, focusing on job-related factors.
• Optional feedback on areas for improvement, presented constructively.
• Closing remarks wishing the candidate success in their future endeavors.

By preparing these templates in advance, you can save time and ensure that rejection messages are delivered promptly and effectively.

Considering Timing and Communication Channels

Timing plays a crucial role in the rejection process. It's essential to deliver the news of rejection as soon as a decision has been made, allowing candidates to move forward with their job search without unnecessary delay. Delaying the rejection unnecessarily can cause frustration and uncertainty for candidates.

When deciding on the communication channel, consider factors such as the candidate's preferences, the complexity of the message, and the nature of your relationship with the candidate. Email is often the preferred method for delivering rejection messages due to its asynchronous nature, allowing candidates time to process the news privately. However, for candidates who have reached advanced stages of the hiring process or have established a rapport with the hiring team, a phone call or in-person meeting may be more appropriate.

By carefully considering the timing and communication channels, you can ensure that rejection messages are delivered respectfully and efficiently, preserving the candidate's dignity and maintaining a positive employer brand.

How to Write a Rejection Email After Interview?

Crafting a rejection message requires finesse and empathy to ensure that the candidate feels respected and valued despite the outcome. Each element of the message, from the opening to the closing, plays a crucial role in shaping the candidate's perception of your organization.

1. Open with Gratitude and Appreciation

The opening of the rejection message sets the tone for the entire communication. Start by expressing genuine gratitude and appreciation for the candidate's interest in the position and the time they invested in the interview process. Acknowledge the effort they put into their application and any specific contributions they made during the interview.

A sincere expression of gratitude can help soften the impact of the rejection and demonstrate your organization's commitment to treating candidates with respect and appreciation, regardless of the outcome.

2. Provide Clear and Concise Reasons for Rejection

Transparency is key when providing reasons for rejection. Be clear and concise in explaining why the candidate was not selected for the position, focusing on specific job-related factors such as qualifications, skills, and experience. Avoid vague or generic statements that may leave the candidate confused or frustrated.

When articulating the reasons for rejection, it's important to strike a balance between honesty and diplomacy. While you want to provide meaningful feedback, be mindful of how your words may be perceived and strive to deliver the message in a constructive and professional manner.

3. Offer Constructive Feedback (Optional but Recommended)

While not always required, offering constructive feedback can be immensely valuable to candidates seeking to improve their skills and performance. If you choose to provide feedback, focus on specific areas where the candidate excelled and areas for potential growth or development.

Frame your feedback in a positive and supportive manner, highlighting opportunities for improvement rather than dwelling on shortcomings. Offer actionable suggestions or resources that the candidate can leverage to enhance their skills and qualifications for future opportunities.

4. Maintain a Respectful and Empathetic Tone

Throughout the rejection message, it's essential to maintain a respectful and empathetic tone that acknowledges the candidate's feelings and demonstrates empathy for their situation. Acknowledge the disappointment they may be experiencing and assure them that their candidacy was carefully considered.

Avoid using language that may come across as dismissive or insensitive. Instead, convey your message with sincerity and compassion, recognizing the candidate's efforts and expressing confidence in their potential for success in the future.

By crafting a rejection message that opens with gratitude, provides clear reasons for rejection, offers constructive feedback (if appropriate), and maintains a respectful and empathetic tone, you can ensure that candidates feel valued and respected, even in the face of disappointment.

Rejection Email After Interview

Crafting a rejection email after an interview is a delicate task that requires empathy, clarity, and professionalism. This communication serves as the official notification to the candidate that they have not been selected for the position. Here's how to write a thoughtful rejection email that leaves a positive impression, even in disappointment:

1. Subject Line:

The subject line of your rejection email should be clear and concise, indicating the purpose of the email while maintaining professionalism. Examples include:

• "Application Status Update: [Position Title]"
• "Thank You for Interviewing: [Position Title]"

2. Greeting:

Address the candidate by name in the greeting to personalize the message and establish a respectful tone. Examples include:

• "Dear [Candidate's Name],"
• "Hello [Candidate's Name],"

3. Opening Paragraph:

Start the rejection email by expressing gratitude for the candidate's interest in the position and their time spent interviewing. Acknowledge the effort they put into their application and any contributions they made during the interview process. Examples include:

• "Thank you for taking the time to interview for the [Position Title] role at [Company Name]. We appreciate your interest in joining our team."
• "We wanted to extend our sincere thanks for your recent interview for the [Position Title] position. We value the time and effort you dedicated to the process."

4. Rejection Announcement:

Clearly communicate the decision to not move forward with the candidate, providing a brief and neutral explanation for the decision. Focus on job-related factors and avoid personal criticisms. Examples include:

• "After careful consideration, we regret to inform you that we have chosen to pursue other candidates whose skills and experience more closely align with the requirements of the role."
• "While we were impressed with your qualifications and experience, we have ultimately decided to move forward with another candidate whose background better fits the needs of the position."

5. Optional Feedback:

Offering constructive feedback is optional but can be highly appreciated by candidates seeking to improve. If you choose to provide feedback, be specific, constructive, and tactful in your delivery. Examples include:

• "While your experience in [specific area] was impressive, we felt that another candidate's expertise better matched the requirements of the role."
• "We encourage you to continue developing your skills in [specific area], as we believe it will enhance your future opportunities."

6. Closing Remarks:

End the rejection email on a positive note, expressing well wishes for the candidate's future endeavors and thanking them again for their time and interest. Examples include:

• "We wish you the best of luck in your job search and future endeavors. Thank you again for considering [Company Name]."
• "Please know that we genuinely appreciate your interest in [Company Name]. We wish you continued success in your career journey."

7. Signature:

Sign off the email with your name and title to provide a personal touch and authenticate the message. Examples include:

• "Best regards,[Your Name][Your Title]"
• "Warm regards,[Your Name][Your Title]"

By following these guidelines and tailoring the content to the specific circumstances of the candidate and position, you can craft a rejection email that conveys professionalism, empathy, and respect, leaving a positive impression on the candidate despite the disappointing news.

Rejection Email After Interview Examples

Crafting a rejection email after an interview is a delicate task that requires empathy, clarity, and professionalism. Providing examples can help illustrate different approaches and styles for delivering the message. Here are several examples of rejection emails after an interview, each tailored to convey professionalism and respect while delivering the disappointing news:

Example 1: Simple and Direct

Subject Line: Application Status Update: [Position Title]

Dear [Candidate's Name],

Thank you for taking the time to interview for the [Position Title] role at [Company Name]. We appreciate your interest in joining our team.

After careful consideration, we regret to inform you that we have chosen to pursue other candidates whose skills and experience more closely align with the requirements of the role.

We wish you the best of luck in your job search and future endeavors. Thank you again for considering [Company Name].

Best regards,[Your Name][Your Title]

Example 2: Appreciative and Encouraging

Subject Line: Thank You for Interviewing: [Position Title]

Hello [Candidate's Name],

We wanted to extend our sincere thanks for your recent interview for the [Position Title] position. We value the time and effort you dedicated to the process.

While we were impressed with your qualifications and experience, we have ultimately decided to move forward with another candidate whose background better fits the needs of the position.

Please know that we genuinely appreciate your interest in [Company Name]. We wish you continued success in your career journey.

Warm regards,

[Your Name]

[Your Title]

Example 3: Offering Feedback

Subject Line: Update on Your Application for [Position Title]

Thank you for your interest in the [Position Title] role at [Company Name] and for taking the time to interview with us.

After careful consideration, we have decided to pursue other candidates for this position. While your experience and skills are impressive, we ultimately selected a candidate whose background closely matches the requirements of the role.

We encourage you to continue developing your skills in [specific area], as we believe it will enhance your future opportunities. We wish you the best of luck in your job search and future endeavors.

Example 4: Personalized and Detailed

Subject Line: Decision Regarding Your Application for [Position Title]

I hope this email finds you well. I wanted to personally thank you for your interest in the [Position Title] position at [Company Name] and for the insightful conversation we had during your interview.

After careful consideration and evaluation of all candidates, we have chosen to move forward with another candidate whose background closely aligns with the specific needs of the role. While this decision was difficult, please know that your candidacy was given thoughtful consideration.

I want to express my appreciation for your professionalism and the valuable contributions you made during the interview process. Your [specific skills or experiences] were particularly noteworthy and made a positive impression on our team.

Although we will not be moving forward with your application at this time, I encourage you to keep in touch and consider applying for future opportunities at [Company Name]. We are always on the lookout for talented individuals like yourself.

Thank you again for your interest in [Company Name]. I wish you continued success in your career endeavors and hope our paths may cross again in the future.

By providing multiple examples, you can tailor the rejection email to fit the specific circumstances and tone you wish to convey, ensuring that the message is delivered with professionalism, empathy, and respect, regardless of the outcome.

How to Deliver the Rejection Letter?

Now that you've crafted a thoughtful rejection message, it's time to deliver it to the candidate. How you deliver the rejection can greatly impact the candidate's experience and perception of your organization. Let's explore the key aspects of delivering the rejection with professionalism and empathy.

1. Choose the Appropriate Communication Method

Selecting the right communication method is essential to ensure that the rejection message is delivered effectively and respectfully. Consider the following communication channels:

• Email : Email is often the preferred method for delivering rejection messages due to its asynchronous nature, allowing candidates time to process the news privately. It also provides a written record of the communication for both parties.
• Phone Call : A phone call can offer a more personal touch, allowing you to convey empathy and answer any immediate questions the candidate may have. However, it requires more time and resources and may not be feasible for all candidates.
• In-Person Meeting : For candidates who have reached advanced stages of the hiring process or have established a rapport with the hiring team, an in-person meeting can provide a more personal and respectful experience. However, this option may not always be practical, especially for remote candidates.

Consider the candidate's preferences and the nature of your relationship with them when deciding on the most appropriate communication method.

2. Personalize the Message for Each Candidate

Whenever possible, personalize the rejection message to address specific points discussed during the interview or highlight the candidate's strengths. This demonstrates that their application was considered thoughtfully and helps to humanize the rejection process.

• Reference specific aspects of the candidate's experience or qualifications that were impressive.
• Express appreciation for any unique contributions or insights they brought to the interview.
• Acknowledge any challenges or concerns raised by the candidate and express empathy.

Personalizing the message shows that you value the candidate as an individual and reinforces your organization's commitment to treating candidates with respect and dignity.

3. Ensure Confidentiality and Professionalism

Maintaining confidentiality throughout the rejection process is essential to protect the candidate's privacy and uphold your organization's reputation for professionalism. Here are some tips to ensure confidentiality:

• Limit Access : Restrict access to candidate information to only those involved in the hiring process to prevent unauthorized disclosure.
• Secure Communication : Ensure that rejection messages are sent securely to prevent interception or accidental disclosure of sensitive information.
• Respect Privacy : Refrain from sharing details of the candidate's application or interview performance with third parties without their consent.

By prioritizing confidentiality and professionalism throughout the rejection process, you can demonstrate your organization's commitment to ethical conduct and respect for candidates' privacy.

How to Handle Follow-Up Questions?

Once you've delivered the rejection message, it's common for candidates to have follow-up questions or seek further clarification. Being prepared to handle these inquiries with patience and professionalism is essential to maintaining a positive candidate experience. Here are some tips for effectively handling follow-up questions:

• Prompt Response : Aim to respond to follow-up questions promptly, ideally within one to two business days. Delaying responses can cause unnecessary anxiety and frustration for candidates.
• Active Listening : Listen carefully to the candidate's questions and concerns, demonstrating empathy and understanding. Acknowledge their feelings and validate their perspective, even if you ultimately cannot change the decision.
• Provide Clear Answers : Be transparent and straightforward in your responses, providing clear answers to the candidate's questions. If you're unable to disclose certain information due to confidentiality or legal reasons, explain this to the candidate in a respectful manner.
• Offer Additional Assistance : If the candidate requests further assistance or resources, such as feedback on their interview performance or information about other job opportunities, be willing to provide support where possible. This can help mitigate any lingering disappointment and maintain a positive relationship with the candidate.
• Redirect if Necessary : If a candidate continues to dwell on the rejection or becomes hostile or aggressive, calmly redirect the conversation back to constructive dialogue. Remind the candidate of the reasons for the decision and offer to provide further assistance if needed.
• Maintain Professionalism : Regardless of the candidate's reaction, maintain a professional and courteous demeanor throughout the interaction. Avoid engaging in arguments or defensive behavior, and always communicate with respect and empathy.

By effectively handling follow-up questions with promptness, active listening, clear answers, and professionalism, you can help candidates navigate the rejection process with dignity and respect, ultimately preserving your organization's reputation and employer brand.

Remember that rejecting a candidate after an interview isn't just about closing a chapter—it's about leaving a lasting impression. By handling rejections professionally and empathetically, you not only preserve your organization's reputation but also uphold the dignity of every candidate who walks through your door. So, whether it's offering constructive feedback or delivering the news with grace, each interaction shapes your employer brand and fosters trust in your organization. Keep shining bright in your hiring journey, knowing that every rejection is an opportunity to showcase your values and commitment to treating everyone with respect.

In the world of recruitment, every rejection is a chance to sow seeds of positivity. By prioritizing professionalism, empathy, and clear communication, you not only soften the blow of rejection but also plant the seeds of goodwill for future engagements. So, as you bid farewell to candidates who weren't the perfect fit, remember that your actions today can influence your organization's success tomorrow. Keep spreading kindness and sincerity in your hiring endeavors, knowing that the way you handle rejections speaks volumes about your character and values.

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Candidate rejection email template

A candidate rejection email is a formal letter sent to job candidates to inform them that they’re not moving forward to the next stage of your hiring process.

If you’re wondering about whether you should send a rejection email , it’s important to keep in mind that ignoring a rejected candidate could negatively impact your employer brand and sabotage your company’s candidate experience . Use this rejection email sample to build and maintain a relationship with your applicants.

Explaining why you’re rejecting candidates shows candidates that you appreciate the time and effort they took to apply to your job, and won’t leave them guessing. If, for example, they were skilled but lacked experience, they might consider applying again in the future. Or, if they applied late in your application cycle, or were more suitable for another position, you could reach out to them when there’s another opening.

If your candidate was in the final stages of your hiring process, you could suggest connecting on social media (e.g. LinkedIn) to stay in touch. But, if you know that you won’t reconsider a candidate in the future – it’s best to be honest and avoid alluding to future opportunities.

Even if you’re rejecting a candidate outright, adding a short personal note (like ‘good luck with your X project’ or ‘best of luck with your future endeavours’) will increase the likelihood of leaving a good impression.

This late-stage candidate rejection email template will help you inform your candidates that they’re not moving forward to the final stage of your hiring process. You can customize your email to give your candidates some feedback and details about why you decided to reject them, especially if they went through an interview process.

For candidates rejected through your resume screening process, you should opt for a simple, short message. You could also choose between a formal or casual tone, depending on your company culture. For more inspiration, read our post-interview , applicant and candidate rejection letter samples or our  job application rejection email template .

Sending rejection letters to candidates is an integral part of the hiring process. Signup for free to Workable’s all-in-one recruiting software for better candidate experience.

Candidate rejection email template

Email subject line.

Your application to [ Company_name ]

Dear [ Candidate_name ],

Thank you for taking the time to consider [ Company_name ]. We wanted to let you know that we have chosen to move forward with a different candidate for the [ Job_title ] position.

[ Optionally, include feedback from the hiring process for candidates who may be suitable for future openings: ] Our team was impressed by your skills and accomplishments. [ It’s best to include something that specifically drew your attention. ] We think you could be a good fit for other future openings and will reach out again if we find a good match.

Email sign off

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

[ Your name ] [ Your email signature ]

• More email templates:  12 time-saving email templates for recruiters

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Sample Letters to Reject a Job Applicant After a Second Interview

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Susan Heathfield is an HR and management consultant with an MS degree. She has decades of experience writing about human resources.

Do you need a sample job rejection letter? These sample job rejection letters are for candidates who interviewed with your organization twice. It is painful to send a job rejection letter to a candidate whom you found qualified enough to tap for a second interview. But, it happens.

Job Rejection Letters Make Business Sense

Use these sample job rejection letters to professionally and politely, with care and concern, tell your  second interview candidates that they did not get the job.

Your reputation with job candidates, which is built one candidate at a time, is critical to your ongoing ability to attract the best and most skilled employees to your firm. Candidates make decisions about your company based on their treatment by your interview team.

Consequently, and especially after a candidate has invested the time and energy in applying for the job and making two visits to your firm, you owe him or her a job rejection letter . You need to officially notify your candidate about your decision to hire a different candidate. These sample job rejection letters will guide you as you write your own.

Start With a Follow-Up Phone Call

A candidate who has interviewed at your firm on two occasions deserves more than a rejection letter. She deserves special treatment. In the instance of a candidate whom you are rejecting after a second interview, please pick up the phone. You owe a candidate, who has progressed this far in your hiring process, a phone call.

Be prepared for the candidate to ask you for feedback about his or her candidacy when you call. The candidate feels as if he knows you and will seek your input when you call to formally notify him that you have selected a different candidate for the job.

Unfortunately, at this stage in your hiring process, the only feedback that you are likely able to provide is that you decided to hire another candidate. I used to tell candidates that we hired a person who is more qualified and a better fit for our job. No more.

The Legal Implications of Giving Too Much Feedback

An attorney warned us not to use this approach to informing the job candidate of his fate. If a rejected candidate sued the employer for discrimination , this simple statement opened the employer up to the possibility that the lawyers could request a copy of the application materials of every candidate who was considered.

Part of a resulting trial might be the consideration of whether the other applicants were more qualified. Consequently, I don't recommend that employers give a reason for the rejection anymore.

If the rejected candidate asks you for feedback , consider pointing out several of the strengths your hiring team noted during the interview process.

After making the phone call, follow up with a version of these, or similar, job rejection letters.

Sample Job Rejection Letter

This is a job rejection letter example. Download the job rejection letter template (compatible with Google Docs and Word Online) or see below for more examples.

This sample rejection letter is brief, to-the-point, and assumes that what you wanted to convey to your candidate occurred during your follow-up phone call.

Sample Job Rejection Letter (Text Version)

March 1, 20XX

Ms. Arwen Matthews 1345 Middle Street Sullivans Island, SC 29482

Dear Arwen,

I wanted to follow-up after our phone call with official notification that Marshall's has selected another candidate for the position of sales manager. 

As I said during our call, your experience and credentials made the selection committee's job challenging. I would also like to re-emphasize the fact that the team would like to see you apply for additional openings that fit your credentials in the future.

We enjoyed getting to know you and want to wish you great success in both your job search and in your next professional position.

Again, thank you for taking the time to interview.

Kathleen Janssen Human Resources Manager On Behalf of Mark Mason and the Interview Team

It is a second sample job rejection letter for a candidate who was considered through the second interview stage by your firm and was not selected for the position.

Second Sample Job Rejection Letter

August 1, 2019

Almira Nieto 8765 Copeman Blvd. Charleston, SC 29413

Dear Almira,

Thank you so much for taking the time to visit our company on two occasions to interview for our open customer service position. The interview team was impressed with your credentials and experience.

The purpose of this letter is to thank you and also to let you know for the record that we have selected another candidate for the job. As we discussed during our phone call last week, the decision was difficult given the many strengths we felt you would bring to the position.

Even though another candidate was chosen for this job, we'd like to encourage you to consider applying for jobs that fit your credentials and experience with us in the future. Smith-Kline is frequently seeking new employees to fill open jobs. Your continued interest in our company is appreciated.

You have many skills and capabilities that your next employer will appreciate should you decide to continue your job search. We wish you well in your job search and the next phase of your professional career.

We appreciate your interest in our company. Again, best wishes in your next endeavors.

Margaret Sampson HR Director on Behalf of the Interview Team

Here is a sample job rejection letter for a candidate who was considered through the second interview stage by your firm.

Third Sample Rejection Letter

John Tompkins 94307 Applewood Drive Small Town, Virginia 24577

The Johnson Company interview team wants to thank you for taking the time to participate in our hiring process through the second interview stage. This letter is to let you know that we have selected another candidate.

You were an exceptional candidate for our job, and we hope that you apply for openings at Johnson Company for which you qualify in the future. While you were not selected for the current opening, the interview team did not make this decision lightly. Your future applications will receive a thorough review.

Again, thank you for taking the time to come to Johnson Company to meet our interview team. We enjoyed meeting you, and our discussions indicated that you have much to offer your next employer.

We wish you both personal and professional success in your job search and in the future. We appreciate your interest in our organization.

Real Person's Name and Signature Example: HR Director for the Employee Selection Team

The Bottom Line

The job rejection letter is your last opportunity to build a relationship with your job candidates. Especially after getting to know a candidate through the second interview stage, you will want the candidate to think favorably of your company. You thought favorably of them even if they were not selected for your job.

They have likely met five-ten of your employees, managers, and in a team selection process, they may have met even more employees. The candidate is taking a permanent perception of your company with them—help make it a good impression.

Protect the Candidate's Feelings and the Company's Reputation

You will have accomplished this goal if you have communicated with the candidate at every decision point in your hiring process . Candidates appreciate feeling as if you cared about them and that their efforts to apply for your open position were appreciated. Even when a candidate fails to get the job, open communication is a win.

Your reputation as an employer is affected by this candidate and by the opinions of the people who are affected by this candidate's treatment. Don't ever believe that this is unimportant for your reputation as a potential employer.

Send a formal job rejection letter to a candidate after he or she is not selected for the job following a second interview.

Please note that the information provided, while authoritative, is not guaranteed for accuracy and legality. The site is read by a worldwide audience, and employment laws and regulations vary from state to state and country to country. Please seek legal assistance, or assistance from State, Federal, or International governmental resources, to make certain your legal interpretation and decisions are correct for your location. This information is for guidance, ideas, and assistance.

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• Rejection Letters: Applicants Who Won't Receive an Interview
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• How to Reject a Job Applicant Politely
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How to Write a Job Offer Letter (Template & Examples)

By Priya Jain

Published: January 30, 2024

In this article, we guide professionals in writing an effective job offer letter and provide information about key elements to include, along with templates and examples to draft these letters.

What Is an Offer Letter?

An offer letter is a formal document sent to a potential employee after a verbal job offer, confirming details like the company name, position title, employment status, duties, work schedule, and compensation. It’s a key tool in the hiring process, which provides clear and comprehensive information to the prospective employee.

Job Offer Letter Example

Here are some job offer letter examples when hiring entry-level, executive, and remote workers:

Entry-Level Offer Letter

2023-12-20 Smith Brookes 98 W 8th St New York, NY 10031

Dear Mr. Brookes,

We are pleased to offer you the position of Junior Financial Analyst at RockFinance Corporation. Your skills and enthusiasm will be a great addition to our team.

Position Details: Job Title: Junior Financial Analyst Start Date: 2024-01-05 Work Schedule: Full-time, Monday to Friday, 40 hours per week Reporting To: Harry James, Finance Manager

Compensation and Benefits:  Salary: $65,000 per year Benefits: Eligibility for health insurance, 401(k) retirement plan, and two weeks of paid vacation, effective March 1, 2024.

Terms of Employment:

• This position is at-will and full-time.
• A probationary period of 90 days will apply.

Company Policies:

You must comply with all RockFinance Corporation policies and procedures outlined in the employee handbook.

Next Steps:

• Please indicate your acceptance of this offer by signing and returning a copy of this letter by January 22, 2024.
• Your employment is contingent upon a successful background check and verification of your eligibility to work in the United States.
• We are excited about the prospect of you joining our RockFinance Corporation team and are confident that you will contribute significantly to our marketing efforts.

Should you have any questions or need further information, please do not hesitate to contact me at [email protected] or (555) 123-4567.

Congratulations on this offer, and we look forward to welcoming you to RockFinance Corporation.

Harry James Finance Manager RockFinance Corporation [email protected] (555) 123-4567

Executive Offer Letter

When hiring executives, you can use this letter as a reference:

Date: 2023-12-20

Ms. Emily Johnson 123 Business Ave Innovate City, IN, 46000

Dear Ms. Johnson,

It is with great pleasure that we extend the offer for the position of Chief Technology Officer at Zenith Global Enterprises. Your extensive experience and innovative approach to technology solutions make you an ideal fit for our executive team.

Position and Role Expectations: Job Title: Chief Technology Officer Reporting To: Johnathan Black, CEO Role Overview: As the CTO, you will lead our technology team, oversee the development and implementation of our technology strategy, and play a key role in shaping the company’s future in the tech industry.

Compensation and Benefits: Base Salary: $250,000 per year Equity: Stock options representing 2% of company shares Bonus Structure: Up to 20% of base salary based on company performance Benefits: Comprehensive health and dental plan, 401(k) matching, four weeks paid vacation

Start Date and Work Schedule: Start Date: February 1, 2024 (flexible) Work Schedule: Monday to Friday, with options for remote work two days per week. Termination Clause: Employment at will, with a mutual review after the first six months. Acceptance Deadline: Please confirm your acceptance of this offer by January 5, 2024.

This offer is contingent upon the successful completion of a background check.

We are thrilled at the prospect of you joining Zenith Global Enterprises. Your vision and leadership in technology will be critical as we expand our digital footprint globally. We look forward to your response and hope to welcome you aboard.

Should you have any questions or require further clarification, please don’t hesitate to contact me at [555-123-4567] or [ [email protected] ].

Johnathan Black CEO Zenith Global Enterprises [555-123-4567] [email protected]

Remote Work Offer Letter

Here’s an example of an offer letter for a remote worker:

Date: March 15, 2024

Jane Smith 789 Remote Lane Digital City, TX, 75001

Dear Ms. Smith,

We are thrilled to extend the offer for the position of Senior Software Developer at Bright Future Tech Solutions. Your expertise in software development and your innovative approach to remote collaboration make you an ideal fit for our team.

Position Details: Job Title: Senior Software Developer Department: Software Development Responsibilities: Lead software development projects, collaborate with cross-functional teams, and contribute to product innovation. Work Schedule: Flexible, with core hours from 10 AM to 3 PM Central Time. Location: Fully remote, open to any location within the United States.

Compensation and Benefits: Salary: $95,000 annually, payable bi-weekly. Equity/Bonuses: Eligible for annual performance bonuses. Benefits: Health, dental, and vision insurance; 401(k) with company match; 3 weeks paid vacation. Additional Perks: $1,000 home office setup allowance, annual professional development budget. Equipment Provision: We will provide a company laptop, dual monitors, an ergonomic chair, and necessary software licenses. In-Person Attendance: Occasional travel to our headquarters in Austin, TX, for team retreats and strategy sessions, typically once per quarter.

Start Date and Onboarding Information: Start Date: April 10, 2024 Conditions of Employment: Subject to successful completion of a background check. Employment Type: Full-time Acceptance Deadline: Please confirm your acceptance of this offer by March 25, 2024.

We are excited about the possibility of having you as a part of our team at Bright Future Tech Solutions and are confident in the contributions you will bring to our software development projects.

Should you have any questions or require further clarification, please don’t hesitate to contact our HR manager, Emily Johnson, at [email protected] or (555) 123-4567.

We look forward to your positive response and hope to welcome you aboard soon.

John Doe Head of Software Development Bright Future Tech Solutions [email protected] (555) 987-6543

What You Need to Include In A Job Offer Letter

When writing a job offer letter, you should include these key components:

Personalized Introduction

The introduction should be warm and welcoming. It’s crucial to personalize this section by using the candidate’s name and expressing genuine excitement about joining the team. This sets a positive tone and shows that the company values the individual.

Next, clearly state the job title, reinforcing the role for which the candidate has been selected.

Job Details and Responsibilities

Listing the job responsibilities in the offer letter should give the candidate a good understanding of their day-to-day activities and overall role within the company.

If the role has specific requirements like travel, flexible hours, or unique skills, these should be clearly outlined. This ensures the candidate knows all aspects of the job before accepting the offer.

Compensation and Benefits

Specify the salary amount, whether it’s an annual salary or an hourly wage, and the frequency of payments (e.g., monthly, bi-weekly). This transparency is crucial in setting clear expectations.

Use this section to give details about the benefits package, including health insurance, retirement plans, paid time off, etc. Highlight any unique benefits that may be attractive to the candidate.

If the role includes performance-based bonuses or other incentives, these should be clearly described, including how they are calculated and when they are paid.

Terms and Conditions

Define whether the position is full-time, part-time, or contract. This affects various aspects of employment, including benefits and job security.

If applicable, state the fixed term or project duration. This is especially important for contract or temporary roles. You can outline conditions that must be fulfilled before starting employment, like background or reference checks .

Remember to mention any probation period and clearly outline the terms for termination. This sets clear guidelines and expectations from the start.

Start Date and Onboarding Information

Specify the exact start date, providing clarity and allowing the candidate to make necessary arrangements.

Additionally, provide information about the onboarding process, including any orientation sessions, training, and whom to report to on the first day. This helps in easing the candidate’s transition into their new role.

Standard Offer Letter Template

Here’s a standard job offer letter template that you can customize according to your organization’s specifics:

[Your Company’s Letterhead]

[Candidate’s Full Name] [Candidate’s Address] [City, State, Zip Code]

Dear [Candidate’s Full Name],

We are delighted to extend an offer of employment for the position of [Job Title] at [Your Company Name]. Your skills and background make you an ideal fit for our team.

Position Details: Job Title: [Job Title] Responsibilities: [Mention the main responsibilities] Start Date: [Start Date] Work Schedule: [Full-Time/Part-Time/Other], approximately [X hours] per week Reporting To: [Supervisor’s Name], [Supervisor’s Title]

Compensation and Benefits: Salary: [Salary Amount], payable [Payment Frequency] Benefits: Eligibility for [list of benefits, e.g., health insurance, retirement plan, paid time off]

Terms of Employment: Employment Type: [Full-Time/Part-Time/Contract] At-Will Employment Clause: Your employment will be at-will, meaning either party can terminate the employment at any time for any lawful reason. Contingencies: This offer is contingent upon [any contingencies such as background checks, drug tests, etc.].

Company Policies: You must adhere to [Your Company Name]’s policies and procedures as outlined in the employee handbook. Acceptance Deadline: Please indicate your acceptance of this offer by signing and returning this letter by [Acceptance Deadline].

Should you have any questions or need further clarification, please do not hesitate to contact [Contact Person’s Name] at [Contact Person’s Email/Phone Number].

We are excited about the possibility of you joining our team and look forward to your positive response.

[Your Name] [Your Title] [Your Company Name] [Your Email] [Your Phone Number]

Note: Remember to adapt the template to align with your organization’s specific offer details, culture, and legal requirements. 

Best Practices for Writing Offer Letters

When writing job offer letters, there are several best practices that HR professionals should follow to ensure clarity, compliance, and a positive start to the employer-employee relationship:

Clarity and Simplicity

Offer letters should be clear and straightforward, concisely presenting all legally required details of the job offer. Avoid overcomplicating the language and keep the letter as short and simple as possible, ideally no more than two pages. 

Highlight Company Culture

The offer letter is an opportunity to reinforce your company’s culture , values, and the opportunities offered to the candidate. This can include a broad statement of how the job contributes to the business unit and the company’s strategic goals and how it supports the company’s values, vision, or mission.

This approach makes the offer letter more personal and inviting, especially important for attracting top talent.

Training and Awareness

Including information about the onboarding process and any initial training programs in the offer letter is beneficial. This gives candidates an idea of how they will be integrated into the team and the company and sets the stage for their professional growth and development within the organization.

Legal Review

It’s advisable to have legal counsel review the letter, especially to clarify terms like the at-will employment clause and to ensure that no statements could be interpreted as creating a contract. This helps protect both the company and the employee. 

Furthermore, if hiring an employee on a contractual basis, it’s recommended to have shorter contracts with the possibility of extension to avoid potential legal issues if termination occurs before the end of the contract period.

About the Author

Read more articles by Priya Jain

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The Recruiter's Tips for an Effective Job Search

At Jofibo, we aim to give our users the best possible conditions to apply for their dream jobs. Therefore, we asked Michael Jul Jensen , Senior Recruitment Partner at MAN Energy Solutions, about the secret to standing out when applying for a position at a large global company.

We asked Michael all the questions a job seeker needs to know to get through the recruitment eye of the needle and be invited for an interview. This article is the result. Read on to find out, among other things, the biggest mistake you can make on your resume.

Resume structure and content

In the first part of the article, Michael Jul Jensen shares his insider knowledge about structuring a resume and its content with our users. With Michael's many years of experience in HR and recruitment, you can expect unique perspectives and invaluable insights you won't want to miss.

Following a good resume template as an applicant is a huge relief for the hiring manager.

What is the first thing a recruiter looks for in a resume?

When applying for a job, there are often many applicants for the same position. Therefore, it's crucial to stand out from the crowd as quickly as possible, which is best achieved with a unique resume tailored specifically to the position you're applying for. Besides being tailored to the job, the resume must also be easy to decode, as a recruiter or HR employee often has only a short time to skim through a resume. Therefore, it's incredibly important that there is no clutter in the layout, that the recruiter doesn't have to search for relevant work experiences and education, and that the applicant's unique skills are clear.

In the interview, Michael says:

- The first thing I look for when I get a resume in hand is whether it is clear and easy to read. As someone who reads many resumes every day, it's incredibly important that a resume is set up simply.

For a recruiter, it is crucial that the resume is clear and quick to read through. There is only a short time to decide whether the applicant should move forward in the process or end up in the rejection pile. With one of Jofibo's resume templates , you as a job seeker don't have to worry about the layout. We handle that for you so you can focus on your data.

- One of the most important things about a resume is actually the layout. Where do you read what? I prefer the reverse chronological layout, where the latest or current position is at the top. That way, I don't have to spend time looking for things. If there is a profile text included in the resume, I read it as well, but the facts are most important. Following a good resume template as an applicant is a huge relief for the hiring manager. However, make sure it's not filled with a lot of graphic elements. The purpose of the template is to make the resume clear. Personally, I prefer a two-column template, where I can quickly see the applicant's work experiences and skills. It helps to form a quick and uniform overview.

Below is an example of a two-column resume from Jofibo. The template used is called Elegant.

It's no secret that a resume must be razor-sharp as soon as you send it off. In many large companies, your resume must go through several stages before reaching the final decision-maker. The first stage might be a hiring manager who has many resumes to go through in a day. Therefore, there must be no doubt about where your relevant information is located. Michael, who often receives the resume in the second stage after the initial screening, says:

- When I get a resume in hand, I quickly skim through the most important things before delving into it.

How long should the ideal resume be?

At Jofibo, we usually advise that the ideal resume should be between two and four pages long. We naturally also asked Michael about this:

- A resume can certainly be too long, but it can also be too short. If you've had a long career, a resume will naturally be correspondingly longer. And that's okay. But if you've had, for example, 10 different positions over the past 20 years, I recommend describing only the most recent 3-5 positions and including the rest as headings.

According to Michael, you should include your entire career in your resume. However, to avoid the resume becoming much longer than three pages, he recommends describing only the most recent work experiences.

How detailed should a resume be?

Writing a good resume is somewhat of a balancing act. There should be enough details to convince the employer that you have the right experience and skills for the job, but the resume must still remain clear. So where is the line? According to Michael Jul Jensen, a resume can include personal details such as hobbies and family circumstances, as these add a personal touch:

- I think a resume can include more personal details such as hobbies and leisure activities. Family circumstances are also welcome. It adds a personal touch to the resume and helps me get to know the person better. Job seekers should always remember that it's people hiring people. You can also use a bit of humor to stand out. Show that you're willing to share a bit of yourself. However, remember that you never know how the recipient will read your text, so it can be a gamble. But job searching is not a one-size-fits-all activity. Again, you're dealing with people, and job searching is a gamble. My philosophy is 'better to take a chance than not to.'

What is the biggest mistake applicants make on their resumes?

There's no doubt that this question occupies many job seekers. And rightly so. The answer, perhaps unsurprisingly, is that the biggest mistake an applicant can make on their resume is having unexplained gaps.

Michael puts it this way:

- The biggest mistake a job seeker can make on their resume is undoubtedly having gaps in it. If you've been out of the job market for a period, write it down. For example, write that you were job seeking for a period, that you were on parental leave, that you took care of a sick family member, or whatever it might be. Avoid at all costs trying to hide it, because we will notice it right away, and we become suspicious.

So, it's not the gap itself that's the problem. It's the fact that an applicant doesn't explain why there's a gap in the resume that can cause distrust. And to such an extent that you risk ending up directly in the rejection pile.

Additionally, Michael explains that spelling mistakes are also a no-go. Thorough proofreading is a must because if your resume is full of spelling mistakes, it's sloppy. And if you're sloppy with your job application, what about your work? A single typo can, of course, be overlooked by a recruiter, but not more:

- If you're dyslexic, make sure to use a tool that can help you. But do mention that you have this challenge. You must not send an application or resume with spelling mistakes. It shows that you haven't made an effort, and you're already behind.

The structure and content of the cover letter

We then moved on to discuss the structure and content of the cover letter. What is good to include and what should you avoid?

The purpose of a cover letter is to support the data from your resume, but not simply repeat it. In your cover letter, you should provide the arguments for why you should move forward in the process and be invited for an interview. Here, you have the opportunity to showcase more of your personality and professional skills.

When we talked to Michael about the importance and structure of the cover letter, he was very clear: It's important, but the resume is most important:

- We like to see an applicant send both a cover letter and a resume. The resume is the most important, but the cover letter is still essential to include. This is where you show that you're passionate about the position and that you really care about it. It's also where you have the opportunity to showcase more of your personality. The purpose of the cover letter for me is that here you can argue why you should move forward in the application process. It's also in the cover letter that we can see if you've made an effort.

Although some job search experts sometimes say that the cover letter is dead, this is far from the case. The cover letter is still an important part of your job search documents. However, it's not certain that the cover letter will be read if your resume doesn't pass the first screening.

What makes a cover letter stand out?

We asked Michael what can make a cover letter stand out, and the answer might surprise you:

- For me, it's important that the applicant is consistent in their choices. That means there should be a connection between the resume format and the cover letter. For example, if you've made a two-column resume where you've mentioned your relevant skills, they should also be mentioned in your cover letter. Most importantly, there should be a good coherence between the two documents. Avoid having your resume in one color, font, and size, and your cover letter in another color, font, and size. Keep the formatting consistent.

Formatting and coherence between your resume and cover letter significantly affect how you're perceived as a candidate for a position. The greater the coherence you can show, the more professional and thought-out your documents appear. At Jofibo, we offer cover letter templates that match your resume template. This way, you can always be sure that your job search documents appear professional and uniform. Remember, both the resume and the cover letter are the very first impressions a potential new employer gets of you.

How long should a cover letter be?

A cover letter should never be more than one page long. As with your resume, you should consider that the recipient of your cover letter reads many in a day, so it's your task to ensure that the cover letter is as clear and readable as possible. Therefore, what is called a standard page is usually very appropriate. This corresponds to approximately 360 words.

An effective cover letter should contain an interesting text about why you're applying for the position, who you are, and why you can make a difference in this position:

- Make sure to capture interest right from the start with an interesting introduction. Avoid the classic 'I am applying for the position as...'. It's been at least 20 years since that was how you should start your cover letters. My best tip is to make your cover letter interesting and exciting. Stay away from boring clichés and generic phrases.

A cover letter should contribute your best arguments for why the company and recruiter should move forward with you specifically. Here, you should avoid being generic, but instead, highlight your skills and experience in a different way than in your resume. 

If you haven't yet started using a tool like Jofibo to create your job search documents, you can sign up for free and test our tool. It's only when you want to download your document that there is a small monthly fee.

Click here to create your resume

About Michael Jul Jensen

Follow Michael Jul Jensen on LinkedIn

Senior Recruitment Partner - MAN Energy Solutions, part of the VW Group with over 672,000 employees across the group. In Denmark, approximately 2,600 people are employed, and 450 work in Frederikshavn. Michael Jul Jensen has overall responsibility for recruitment in Frederikshavn and additionally throughout the country for MAN Energy Solutions.

Michael Jul Jensen has held several HR and recruitment positions. Before his current role as Senior Recruitment Partner at MAN Energy Solutions, he was most recently HR and Relations Manager at the web agency Tiger Media.

Michael works wholeheartedly to ensure that employees and colleagues thrive in their roles and thus have the best conditions to succeed in their jobs.

Michael's focus areas are:

★ Being credible as a recruitment partner and conducting the right recruitments ★ Motivating through coaching and presence ★ Ensuring the value of good networking

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How to Write A Professional Reference Letter (With Samples and Writing Tips)

• Personal Reference Letter
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• Professional Reference Letter
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Being asked to write a reference letter for someone can be both an honor and a challenge, so it’s essential to know to write a professional reference letter. When someone asks you to do this , you’ll probably have an idea of what you want to say, but it can be difficult to know how to say it professionally.

Whether an old student, coworker, or employee asked you to write a professional reference letter, in this article, you’ll learn how to structure a clear, professional recommendation letter so that you can help the person you’re recommending look their best. We will also provide a professional reference letter template and example to help you get started.

Key Takeaways:

When writing a reference letter it is important to have a professional introduction, what your relationship is to the candidate, and enough examples proving the candidate’s ability to do the job.

Keep the letter positive and don’t lie to make the candidate seem like a better option than they are.

It’s important to stick to the submission instructions to make sure you are providing enough information for their potential employer.

How to write a professional reference letter

Reference letter template and samples, tips for writing a professional reference letter, professional reference letter faq.

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To write a professional reference letter, you should start with a header on a physical copy, introduce yourself professionally, and identify the applicant’s strengths with examples. Below is a more detailed list of how to write a professional reference letter:

A header (physical copy only). Just like with any professional letter, if you’re planning to type and print out the recommendation letter, you’ll want to put your name, title, address, email address, and phone number at the top of the page (if it isn’t already included in your letterhead).

A professional introduction . After your professional salutation, you’ll want to get right to the point and explain who you’re writing about and how long you’ve worked with the person you’re writing on behalf of. The reader should immediately understand your relationship with the applicant.

Identify the applicant’s strengths. Talk about specific skills and strengths they have, as well as how they used those for your organization. Make sure to mention that you enjoyed working with the person, and then clearly state that you are recommending them for the position.

Provide examples. The more details you can provide about the candidate’s specific on-the-job qualities, the better. Think of one or two stories where the applicant went above and beyond or leveraged one of their most valuable skills to great effect.

Closing lines. Near the end of your letter, reiterate that the applicant has your complete support and that you can recommend them with no reservations. Offer to answer any more questions if the recipient has them, and then sign off with your typed name and handwritten signature if you’re printing the letter.

Contact information (email copy only). If you’re sending your reference letter as an email, put your contact information after your sign-off and name. Include things like your phone number, alternate email addresses, and a LinkedIn page.

Here is a professional reference letter template, as well as a professional references example for a letter and email. Remember to tailor your reference letter to fit the needs of who you are writing about.

Professional reference letter template

To Whom It May Concern: I am writing to wholeheartedly recommend [Applicant’s Full Name] for the [job title] position at [company name]. My name is [Your Name] , and I’m a [job title] at [your company name]. I’ve been working the [field/industry] industry for [number] of years. stands out as a cut above the rest. [Applicant’s First Name] and I worked together at [company name], and during our time together, [he/she/they] showed a remarkable talent for [skill 1] and [skill 2]. I was always impressed with [Applicant’s First Name] [soft skill] and ability to [key qualification/trait]. One particular moment that stands out to me was when [Applicant’s First Name] [personal story of a shared experience where the applicant really impressed you or displayed incredible aptitude]. While I value [Applicant’s First Name]’s technical abilities, [he/she/they] stood out as so much more than a technocrat. [Applicant’s First Name] always displayed a [adjective] attitude and was a real pleasure to work with thanks to [his/her/their] [soft skill1 1] and [soft skill 2]. I’m pleased to recommend [Applicant’s First Name] with no reservations whatsoever. [He/She/They] would make an excellent addition to your [department name] team at [company name]. If you have any more questions about [Applicant’s First Name], please feel free to contact me at [contact information]. Sincerely, [Your Name] [Company Name] [Job Title] [Additional Contact Info] [LinkedIn (optional)]

Printed reference letter example

Sarah Smith Department Director Company, LLC 1212 Main Street New York City, NY 32323 February 20, 2020 Dan Thomas CEO Business, Inc. 3535 3rd Street Boston, MA 02134 Dear Dan, I have had the pleasure of working with Rachel Williams at Company, LLC for the past four years. During this time, I’ve watched her be both attentive to detail and focused on reaching big-picture goals. She is teachable, innovative, and brought organization and excellence to her role here. Rachel used her communication and organizational skills to help her team of employees complete projects quickly without sacrificing quality. She is enjoyable to work with, as she brings a positive attitude to every situation, is a good problem-solver, and works hard to make sure her job gets done well. Rachel would be a great asset to have at any organization, and I give her my highest recommendation. Please let me know if you have any additional questions. Sincerely, Sarah Smith — Sarah Smith Department Director Company, LLC [email protected] (123)456-7890

Email reference letter example

Subject Line: Recommendation for Shaun Johnson Dear Marjorie, I’m writing to recommend Shaun Johnson. I’ve worked with him closely for two years at Marketing, Inc., and I have enjoyed having him on my team. Shaun is a bright employee who isn’t afraid to take on new tasks and implement new ideas to better the organization. He is teachable, asks for help when he needs it, and takes constructive criticism well. One highlight of his time here was when he designed and ran a highly successful digital marketing campaign that exceeded our projected results at less than the budgeted cost. His intense research and hard work made this happen. Shaun is a positive person to be around and a great team player, willing to help however he can around the office. He would be a valuable addition to any organization, and I believe that his skill set would fit very well into this new opportunity. Please let me know if you have any questions or need any additional information. Sincerely, James Kyle — James Kyle Director of Marketing Marketing, Inc. [email protected] 444-333-2222

When writing a reference letter, be sure to include the hard and soft skills as well as examples of how they use those skills. Here are some more tips to keep in mind when writing your letter:

Include soft and hard skills in your recommendation. While it’s important to highlight the person’s ability to perform the tasks that come with their specific job, it’s also a good idea to communicate the personality traits and soft skills that make them great to work with.

Provide specific examples. While giving general compliments is helpful, try to provide one or two specific success stories in your letter. This will give more weight to your recommendation and helps employers truly see the qualifications of the applicant.

Highlight skills that match those listed in the job description. Just as it’s important to match a resume to a job description , it’s also a good idea to highlight some of the specific skills that an employer is looking for in a recommendation letter.

Ask for their resume. Whether you currently work with the person you’re writing a recommendation for or not, it can be difficult to come up with specific examples of their accomplishments on the fly.

Try to provide a neutral or positive review, but don’t lie. If you’re asked to provide a review and don’t feel like you have enough positive things to say about the person, it’s more beneficial to both you and the recipient to politely decline writing the letter.

Send it as a PDF if you aren’t sending the letter directly to the employer. Sometimes an employee may ask for a generic letter of recommendation to have on hand to submit with multiple job applications.

If they write their own recommendation, make sure you read it and agree with it before you sign your name. Sometimes employees will write their own recommendation letter for you to adjust as you want and sign your name to.

Be timely. It’s important to make sure you turn in the letter on time, as the person’s job application might rely on it. Ask for a deadline if you aren’t given one, and then make sure you’ll be able to meet it. If you can’t, give them as much notice as possible so that they have a chance to find someone else to write it for them.

Follow submission instructions. Make sure you follow any formatting and submission requirements as closely as possible. If they aren’t given to you, ask. It will reflect poorly on the person you’re recommending if you don’t follow the instructions they were given.

Proofread thoroughly. Make sure you check and recheck your letter before you submit it. Not only is being grammatically correct a reflection on you as an individual, but also on your reliability as a recommender.

What is a professional reference letter?

A professional reference letter is a document that a job candidate can use to support the claims made in other job application materials, like their resume and cover letter. These types of reference letters are different than personal or character references .

You can only write a professional reference letter for someone who you’ve worked with closely in a professional setting. Before you even begin planning what you’re going to put in a reference letter, take a minute to remind yourself who your audience is and why you’re writing it. This letter isn’t a heartfelt note for a birthday card or a biography of the person.

It’s a one-page, professional document intended to fill in the gaps for the person’s potential employer. You are their ticket to truly understanding what it’s like to work with the individual you’re recommending.

Who can write a professional reference letter?

Before you agree to write a professional reference letter for someone, take some time to consider whether you can provide a compelling and personalized account of your relationship and experiences with the applicant. You should only write a professional reference letter for someone if one or more of the following situations applies:

You’ve worked closely alongside or supervised the applicant, or the applicant supervised you

You have plenty of experience (and therefore examples) of the applicant’s work style and impact on results

You’re aware of the applicant’s relevant strengths and qualifications that they hope to highlight

You can speak positively about the applicant without lying

At the end of the day, if you can’t provide a reference letter that helps the candidate land the job, it’s in everyone’s best interest to decline the applicant’s request. Just be sure to tell this individual right away once you decide that you can or cannot write the letter, because drafting a list of professional references is sometimes a time-sensitive matter.

How many references will most employers look for?

You should provide at least three references for your potential employer. When selecting your references make sure you talk to the ahead of time and that they are okay with providing a reference.

Your references should be someone who can confirm your work performance so it’s important to keep them up to date.

How long should a reference letter be?

A reference letter should be about one page. It should consist of an opening, body, and closing paragraph. Your opening should explain who you are and your relationship with the person. Your body will identify their strengths while providing examples. Your closing paragraph should reiterate your complete support and that you can recommend them with no reservations.

OSWEGO State University of New York – Writing Reference Letters

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Abby is a writer who is passionate about the power of story. Whether it’s communicating complicated topics in a clear way or helping readers connect with another person or place from the comfort of their couch. Abby attended Oral Roberts University in Tulsa, Oklahoma, where she earned a degree in writing with concentrations in journalism and business.

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Jobscan > Resume Formats

Resume Formats That Help Get You Job Interviews

Find out how to choose the best resume format to showcase your skills, experience, and achievements.

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A good resume format organizes your skills, experience, and achievements. It tells hiring managers what they need to know.

Having a good resume format is important for another reason. It helps applicant tracking systems (ATS) read and understand your resume.

ATS is a computer software that most companies use today to help them hire employees. One of the main jobs of ATS is to screen the hundreds of resumes that come in for every job opening.

If your resume isn’t formatted the right way, the ATS will have trouble reading it. This makes it far less likely that a hiring manager will see your resume.

Don’t worry! Choosing a resume format isn’t as hard as it sounds. This article will guide you through the process.

By the end of it, you’ll know which resume format is best for your situation.

The 3 basic resume formats

There are three basic resume formats to choose from. They are:

• Chronological – Lists your work history in order, starting with your most recent job first.
• Functional – Focuses on your skills and accomplishments instead of your work history.
• Hybrid – Places your skills and accomplishments at the top, before your work history.

It’s important to understand the pros and cons of each format. This allows you to choose the one that best suits your specific situation and career goals.

After choosing a format, consider using a resume template to help create your resume. A template is a pre-designed layout that provides a structured framework for presenting your skills and experience. All you have to do is fill in your information.

Jobscan has a variety of free resume templates you can use. Our templates come in all three resume formats and each one is ATS-friendly.

Chronological

The chronological resume format

Also known as the “reverse chronological” resume, this is the most common type of format. You’re most likely already familiar with it.

As the name suggests, this format lists your most recent job first. Then your second-most recent job, your third-most recent job, etc…

Why do hiring managers like the chronological resume?

Hiring managers often prefer the chronological resume format for several reasons:

• It’s easy to follow – Recruiters can scan through your resume. It’s easy for them to find the companies you’ve worked for and the positions you’ve held.
• It’s the most traditional – Hiring managers are very familiar with this format. It won’t confuse them.
• It shows your career growth – Your work history makes it easy for recruiters to see how your career is going.

Who should use the chronological resume format?

Because this resume format focuses on work experience, it’s often used by job seekers who:

Have a strong work history

This format is ideal for job seekers who have lots of relevant work experience. It allows recruiters to see your career trajectory at a glance. They can get a good sense of the breadth and depth of your expertise.

Work in traditional industries

Many traditional industries prefer the chronological format. These industries include finance, engineering, healthcare, and legal professions. These sectors generally place a strong emphasis on a candidate’s work history.

Have a stable career path

The chronological resume is good at showing steady career growth within an industry. Hiring managers like to see this because it shows commitment.

How to set up a chronological resume

The reverse chronological resume contains the following sections, from top to bottom:

• Contact Information : Begin your resume with your name, phone number, and email address. You can also include a professional website or LinkedIn profile (if applicable).
• Resume Summary : This is a short statement about your goals, qualifications, and experience. It should provide a snapshot of your professional profile.
• Work Experience : This is the heart of the chronological resume. List your jobs in reverse chronological order, starting with your most recent position. Include the company name, job title, and dates of employment. Add a brief description of your responsibilities and accomplishments for each role.
• Education : This section should also be in reverse chronological order. List degrees earned, school names, and graduation dates. You may also want to list academic honors or certifications relevant to your field.
• Skills : This section allows you to highlight relevant skills. Include both hard and soft skills.
• Additional Sections : Depending on your background, you may choose to include more sections. These could include volunteer work, hobbies, publications, or foreign languages.

You don’t have to create your resume from scratch. You can use a resume template. This is a pre-designed layout that includes all the sections listed above. All you have to do is fill in your information.

Jobscan has free resume templates . Each one is ATS-friendly and can be easily customized to suit your needs.

Pros and cons of the chronological resume format

• Draws attention to employment gaps – Shows if you’ve had periods of unemployment or job breaks.
• Not ideal for career changers – Does not highlight your transferable skills. These are important if you are making a significant career change.
• Less focus on skills – Does not immediately highlight your specific skills. These are listed later in a separate skills section.
• Emphasizes career progression – Highlights promotions, increased responsibilities, and relevant experience.
• Preferred by recruiters – This makes it easy for them to assess your work history.
• Shows career stability – A stable career shows commitment to a job or industry.
• ATS-friendly – Applicant tracking systems are familiar with this format. They should have no problem reading and understanding your information.

Functional resume format

This is also known as the skills-based resume format. It’s quite different from the chronological resume format.

The chronological format focuses on your work history. The functional format focuses on your skills and achievements. It minimizes your work experience.

This has several advantages:

• Focusing on your skills helps recruiters see if you can do the job.
• This format downplays negatives like employment gaps, career changes, and limited work experience. Instead, it focuses on positives, such as your transferable skills.
• This format also focuses on achievements that are relevant to the job you’re applying to. This makes it easier for recruiters to assess your capabilities.

Why do hiring managers like the functional format?

Actually, hiring managers don’t like the functional resume format!

This is because the lack of work experience makes it hard for them to understand your career. The functional format can also hide periods of unemployment. Hiring managers prefer transparency.

Another big reason why you shouldn’t use the functional resume format is that it’s not ATS-friendly.

ATS scan resumes for specific keywords, job titles, and dates. They use this information to assess an applicant’s qualifications for a specific job.

But functional resumes don’t focus on job titles and dates. So the ATS might have trouble reading and understanding them. As a result, functional resumes may not receive high rankings from an ATS.

Who should use the functional resume format?

While we don’t recommend using a functional resume, it can help certain job seekers. Especially those who:

Have transferable skills

Are you considering a career change? The functional format might be for you. It emphasizes your transferable skills that are relevant to the desired role.

Transferable skills are abilities that you can use in any job in any field or industry. They include things like communication, problem-solving, leadership, time management, organization, and adaptability.

Have limited work experience

The functional resume is for recent graduates or people with limited work experience. This is because it highlights things like your school achievements, hobbies, and volunteering.

Have employment gaps

The functional format downplays gaps in your work history. It redirects the focus of hiring managers toward your skills.

How to set up a functional resume

When creating a functional resume, follow this structure:

• Contact Information: This is the same regardless of which resume format you choose. Include your name, phone number, email address, and location.
• Resume Summary: The resume summary provides a concise snapshot of your qualifications. It should touch upon your unique skills, expertise, and accomplishments. The goal is to attract the reader’s interest.
• Skills Section : This is the heart of your functional (or skills-based) resume. This section should include a combination of hard skills (technical abilities specific to the job) and soft skills (transferable skills like communication , leadership , problem-solving , etc.).
• Use bullet points when creating your skills section. List your most relevant skills first. Whenever possible, try to include achievements that display relevant skills.
• Work Experience: Whatever work experience you have should come after your skills section. Don’t list detailed job descriptions. Instead, focus on the accomplishments, projects, and experiences that show your skills.
• Education : Include information about your educational background. This includes degrees earned, institution names, and graduation dates. Also include relevant coursework, certifications , or academic achievements.

If you don’t want to build your functional resume from scratch, try Jobscan’s free resume templates . They’re easy to customize and each one is ATS-friendly.

Pros and cons of the functional resume format

• Lack of detailed work history – Employers often want to see your work experience to see if you can do the job.
• No career timeline – Recruiters may find it hard to grasp the chronology of your work experience. This is because the focus is on your skills.
• Less suitable for established industries – Some industries focus more on work history.
• Highlights skills and achievements – This shows employers that you have what it takes to do the job.
• Good for career changers – This format focuses on your transferable skills. These give recruiters a good idea of your potential.
• Hides employment gaps – This format can lessen concerns about gaps in your work history.

Hybrid resume format

The hybrid resume format is becoming more popular. It combines the best aspects of the chronological and functional resume formats.

That’s why it’s called a hybrid .

The hybrid resume emphasizes both skills and work history. It features a dedicated skills section at the top of the resume. Below that is a chronological work experience section.

This format is especially helpful when you have lots of work experience but also want to show off your skills and accomplishments.

Why do hiring managers like the hybrid format?

Hiring managers appreciate the hybrid resume format for several reasons:

• It strikes a balance – Recruiters can see your skills and your work experience.
• It focuses on key skills – Sometimes recruiters want to make sure you have the skills to do the job. This resume format tells them immediately.
• It shows career progression – The hybrid resume provides a clear overview of your career path.

Who should use the hybrid resume format?

Anyone can use the hybrid resume format to great advantage. It’s especially suited to job seekers who:

Have a diverse skill set

You might have the perfect skills for the job. But your work experience is a little weak. This format allows you to feature your skills while downplaying your work experience.

Want to emphasize achievements

The hybrid format allows you to showcase achievements as well as skills at the top of your resume.

Are changing careers

The hybrid is good if you are transitioning to a new field. It focuses more on your transferable skills and slightly less on your work history.

How to set up a hybrid resume

When creating a hybrid resume, follow this structure:

• Contact Information : Begin with your name, contact details, phone number, and email address. You can also include your professional website or LinkedIn profile (if applicable).
• Resume Summary: Try to distill your entire resume into a short, easy-to-read blurb. Summaries can help career changers who need a place to explain a shift in career trajectory.
• Skills Section : Use bullet points to list your skills and achievements. Include both hard skills and soft skills.
• Work Experience: List your jobs in reverse chronological order. Start with your most recent or current position. Include the company name, job title, and dates of employment. Also, include a brief description of your responsibilities and accomplishments for each role.
• Education : List your education as you would on a chronological resume. Include degrees earned, school names, and graduation dates. You may also want to list academic honors or certifications relevant to your field.

If you don’t want to build your hybrid resume from scratch, try Jobscan’s free resume templates . They’re easy to customize and each one is ATS-friendly.

Pros and cons of the hybrid resume format

• Can result in a longer resume – The hybrid format may result in a longer resume. This is due to the inclusion of both a skills section and a detailed work history. But this shouldn’t be a problem as long as your resume isn’t more than two pages.
• Requires more thought – It can be hard to achieve the right balance between skills and work history. It requires thoughtful consideration and planning.
• Highlights your skills – By showing your skills first, this format captures the attention of hiring managers who are looking for them.
• Showcases your career progression – This format includes a chronological work experience section. This gives employers a good sense of your professional background and experience.
• Adaptable – The hybrid resume is flexible and easy to customize for specific jobs.
• ATS-friendly – ATS should have no problem reading this type of resume format.

If you’re still not sure which format to use for your resume, follow this flowchart to help you decide based on your situation.

How to format your resume so an ATS can read it

It’s important to choose the right resume format. But it’s also important to optimize your resume layout and content for an ATS.

If your resume is not optimized for an ATS, it’s less likely to make it into the hands of a hiring manager. Even if you have relevant skills and experience.

Here are some tips for creating a resume that will get past the initial screening of an ATS.

• Use standard fonts – Stick to common fonts like Arial, Calibri, or Times New Roman. Avoid fancy or decorative fonts. The ATS may not recognize them.
• Keep it simple – Avoid excessive formattings, such as tables, images, or graphics, as they may confuse the ATS.
• Use simple headings – Use headings like “Work Experience,” “Education,” and “Skills”. The ATS can read these without a problem.
• Use plain text – Stick to basic formatting like bullet points and simple indentation. Avoid using headers or footers, text boxes, columns, or special characters.
• Use a font size that is easy to read – The recommended font size is 11-12 pt for regular text and 14-16 pt for section titles.
• Use the right margin – Make sure that the margins on all sides of your resume are 1 inch so that it doesn’t look too crowded.
• Include relevant keywords – Read the job description and pick out prominent keywords. Incorporate these keywords throughout your resume. This helps the ATS recognize your qualifications. It will then rank your resume higher in the search results.
• Use standard file formats – Save your resume as a .docx or .pdf file. These formats are widely compatible with most ATS systems.
• Avoid abbreviations and acronyms – Spell out acronyms and avoid excessive abbreviations. The ATS may not recognize uncommon abbreviations.
• Keep the file name simple – When saving your resume, use a simple file name. You could use the word “resume” for example. This makes it easier for the ATS and hiring managers to identify and organize your file.

Pro Tip : Use Jobscan’s free resume templates to start building your resume. All our templates are ATS-friendly and easy to customize.

5 tips for writing a resume that will get you interviews

Here are some additional tips that will help you create an effective resume:

Tailor each resume to the job you are applying for

Don’t make the mistake of sending out the exact same resume with every application. Yes, it’s easy. It’s also ineffective.

Instead, read the job description to find out which skills and qualifications are most important. Then try to include those skills on your resume.

When you use the same language on your resume that’s found in the job description, you increase your chances of getting an interview.

Highlight achievements as well as responsibilities

While it’s important to list your job responsibilities on your resume, you also want to highlight accomplishments .

Responsibilities are what you did. Accomplishments are how well you did it.

For example, if you increased sales or reduced costs, be sure to mention these accomplishments.

Use action verbs

Action verbs paint a clearer picture of your qualifications. They increase the overall impact of your resume.

Instead of simply stating that you were “responsible for” a certain task or project, explain how you took charge and made it happen.

For example, you could say that you “spearheaded a new initiative” or “coordinated a complex team effort.”

Use numbers

Try to use numbers whenever possible. Numbers show the true scope of your accomplishments to hiring managers.

Instead of saying that you “Created marketing campaigns” you could say that you “Created 10 successful marketing campaigns that generated a 20% increase in leads.”

Use active voice, not passive

Always try to use active voice instead of passive voice when writing your resume. Active voice is more direct, concise, and easier to read.

In active voice, the subject of the sentence is doing the verb. In passive voice, the subject is being acted upon by the verb.

If you’re not sure whether your resume is using active or passive voice, try running it through the Hemingway editor . It’s free and will tell you if you’re using passive voice.

Additional resume resources

Selecting the right resume format is the first step to creating an impactful resume. To learn more about how to create a resume that will stand out, check out these additional resources:

• How to Write a Resume That Recruiters Will Really Love – This step-by-step resume guide will teach you how to write a resume that stands out.
• How to Add Work Experience to Your Resume – Learn how to create a work experience section that will grab the attention of hiring managers.
• 8 Things You Need to Know About Applicant Tracking Systems (ATS) – Here’s everything you need to know about ATS. What they are, how they work, and especially how you can “beat” them!
• How to Write a Strong Resume Skills Section – Here are the top resume skills employers are looking for. Learn how to list them on your resume.
• Hard Skills vs. Soft Skills – Learn the difference between hard and soft skills and why you need both on your resume.
• Free Professional Resume Templates – These ATS-friendly resume templates feature sleek, minimalist designs.

FAQs about resume formats

What does ats-friendly resume format mean.

An ATS-friendly resume format is one that can be read by Applicant Tracking Systems (ATS). Employers use these systems to manage and filter large volumes of resumes.

When you use an ATS-friendly format , it increases the chances that a hiring manager will find your resume.

Is a resume format the same as a resume template?

No, they are two different things.

Resume format refers to the structure and organization of the content in a resume. A resume template refers to a pre-designed layout you can use to create a resume.

Is there a separate student resume format?

There isn’t a specific “student resume format” per se. Students generally use the same resume formats as other job seekers. But they may emphasize different sections or information.

A student’s resume highlights coursework, internships, part-time jobs, extracurricular activities, and academic achievements.

What is the best resume format for 2023?

The best resume format for you depends on your specific circumstances. This includes your work experience, career goals, and the industry you’re targeting.

Having said that, we like the hybrid resume format .

Employers are looking for job candidates who have the right skills. And the hybrid resume features skills right at the top of the resume. Employers also want to see a work experience section on a resume. The hybrid has that as well.

This powerful combination of skills and experiences makes the hybrid resume our top choice for 2023 and beyond.

Free Professional Resume Templates

Jobscan’s free Microsoft Word compatible resume templates feature sleek, minimalist designs and are formatted for the applicant tracking systems that virtually all major companies use.

Explore more resume resources

How to write a resume

Resume Templates

Resume Examples

Resume Builder

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