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

7 Rejection Letter Samples to Send to Unsuccessful Applicants

10 min read · Updated on December 08, 2023

Simplify the rejection notification process with these sample rejection letters

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

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

Why send out a job rejection letter?

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

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

Why use template rejection letters?

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

How to write your own employer rejection letters

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

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

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

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

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

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

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

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

Seven rejection letter samples

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

1.     Generic rejection letter template

Dear Mr / Ms [Applicant's name],

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

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

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

[Your name and company name]

2.     Application rejection letter template

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

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

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

Warmest regards,

3.     Screening stage rejection letter template

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

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

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

Best regards,

4.     Early-stage interview rejection letter template

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

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

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

5.     Final stage interview rejection letter template

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

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

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

With our best regards,

6.     Post-phone call rejection letter template

Dear Mr /Ms [Applicant's name],

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

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

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

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

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

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

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

Simplify your efforts to follow-up with rejected candidates

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

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

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WTO / Letters and Emails / 25 Interview Rejection Letters (Before & After Interview)

25 Interview Rejection Letters (Before & After Interview)

There is nothing worse for a job applicant than not getting a response from a prospective employer. That means it’s important to talk with applicants throughout the entire process. Applicants who aren’t selected for job interviews deserve at least a rejection email or letter to help them move on with their search for a job.

Responding to all unsuccessful job applicants can be time-consuming, but your response usually marks you as a reliable employer. Your job rejection letter encourages potential employees to apply again if you post another position in the future for which they may qualify.

When Drafting a Rejection Letter Before an Interview

When writing your rejection letter, ensure that you keep the tips outlined below in mind:

• Allow the candidates to know as early as possible: If you know from the moment that you browse over a certain application that they are not a suitable match for the advertised job, it’s good to let them know as early as possible. Even if there is no other appropriate candidate to resort to in the pile of applications, send them a fast rejection email to put them out of their misery.
• Give the candidate honest feedback: Avoid giving the candidates some fake excuses about how you plan to file or keep their resumes on file when it is already in the bin. Just tell them they are unsuccessful, but if you do think they will be a perfect match for any other position in your company, allow them to know.
• Show them some support: Ensure that you show some support to the job applicants and make the letter positive. You can do this easily by identifying some of their strengths. That could be giving recognition to their skills and experience as well as encouraging them to continue searching for a suitable position.

Free Templates

Free Rejection Letter Template Before Interview

[Your Company Name]

[Your Company Address]

[City, State, Zip Code]

[Applicant’s Full Name]

[Applicant’s Address]

Dear [Applicant’s Full Name],

Thank you for your interest in the [Position Name] position at [Your Company Name] and for taking the time to submit your application. We appreciate the effort you have put into your application and your interest in joining our team.

After careful consideration of your qualifications and our current business needs, we regret to inform you that we will not be moving forward with your application to the next stage of our recruitment process. This decision was challenging due to the high volume of talented candidates.

Please understand that this decision does not diminish the strengths and experiences you offer. We encourage you to apply for future openings at [Your Company Name] that match your skills and experience more closely.

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

[Your Name]

[Your Job Title]

[Your Contact Information]

Sample Letter of Rejection Before Interview

Dear Jordan Matthews,

Thank you for your interest in the Customer Relations Officer position at Prestige Enterprises Inc. and for taking the time to share your background and aspirations with us. We truly appreciate the effort you put into your application.

We have reviewed your application carefully alongside those of other candidates. While your qualifications and experience are impressive, we regret to inform you that we will not be moving forward with your application to the interview stage. This decision was not easy and reflects the highly competitive nature of the application process rather than a specific shortcoming in your background.

We understand that this news may be disappointing and want to emphasize that it does not detract from your professional accomplishments or potential. We encourage you to consider applying for future opportunities with Prestige Enterprises Inc. that align more closely with your skills and career goals.

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

Warm regards,

Alexa Rivera

Human Resources Manager

Prestige Enterprises Inc.

[email protected]

555-123-4567

This rejection letter from Prestige Enterprises Inc. is crafted with a careful balance of professionalism and empathy, effectively communicating a difficult message. The letter begins by thanking the candidate for their application and acknowledging the effort they invested, which sets a respectful tone from the outset. By mentioning the careful review of the application among others, it assures the candidate of a thorough evaluation process, attributing the decision not to move forward to the competitive nature of the application process rather than individual deficiencies. This approach helps to soften the impact of the rejection, maintaining the candidate’s confidence in their professional capabilities. The encouragement to apply for future positions suggests the company values the candidate’s interest and sees potential for a better fit in other roles, fostering goodwill and keeping the door open for future engagements. Additionally, the expression of best wishes for the candidate’s job search and professional future adds a personal touch, reinforcing the respectful tone. Overall, the letter is an example of how organizations can handle rejection communications in a manner that preserves the dignity of applicants and maintains a positive company image.

Post-interview Rejection Email or Letter

A post-interview rejection email or letter refers to a document that confirms or informs a job applicant that they weren’t selected for a position even after getting interviewed. A candidate might have qualified for the job position, but another candidate was selected probably because of their skills, experiences, knowledge, and any other qualifications that surpassed all the other candidates.

A post-interview rejection letter is usually sent by the hiring manager and it’s followed by a phone call that informs the candidate of the bad news. Although most employers make phone calls beforehand, some employers only send letters to unsuccessful candidates.

Tips to Write

In general, better job rejection letters or emails create a good candidate experience. Each candidate responds differently to job rejection. Nonetheless, there are some best practices to keep in mind when drafting your job rejection emails and letters.

When writing job rejection emails, remember to:

• Convey empathy: You should show the unfortunate candidates that you understand how it feels to get such an email or letter. Remember that a little empathy will go a long way when it comes to enhancing the candidate’s experience.
• Be personal: Try to customize your letters so that they feel like a personalized conversation instead of a bulk update.
• Show some gratitude: You should thank the unsuccessful candidates for applying for your position. You might not always be able to compensate all the candidates for their effort and time, so showing your gratitude is pretty important.

Free Template Rejection Letter

Thank you very much for taking the time to interview with us for the [Position Name] position. We appreciate the opportunity to learn more about your skills and experiences, as well as to discuss how you could contribute to [Your Company Name].

After careful consideration and a thorough review of all candidates, we regret to inform you that we have decided to move forward with another candidate whose qualifications and experience more closely align with the needs of our team at this time.

This was a difficult decision due to the high caliber of candidates we interviewed. We were particularly impressed by [mention any specific strengths or positive aspects of the candidate’s interview, if appropriate], and we believe you have a lot to offer.

While we do not have a suitable role for you currently, we would like to keep your resume on file for future opportunities that better match your skills and experience. We also encourage you to apply for any open positions at [Your Company Name] that you feel passionate about in the future.

Thank you again for your interest in [Your Company Name] and for the effort you put into the interview process. We wish you all the best in your job search and future professional endeavors.

Sample Letter of Rejection After Interview

Dear Taylor Morgan,

I hope this message finds you well. I want to start by extending my sincerest thanks to you for investing your time and effort in the interview process for the Data Analyst position here at Quantum Analytics Corp. We truly appreciated the opportunity to discuss your background in detail and explore the potential for you to join our team.

After a comprehensive evaluation of all final-round candidates, it is with regret that I inform you we have decided to proceed with another candidate whose experience and skills are more closely aligned with our current needs. This decision was incredibly challenging due to the high quality of all our final candidates, including yourself.

Your analytical skills, proficiency in data visualization tools, and innovative approach to solving complex data problems impressed us. We are confident in your potential and believe you will find a role that perfectly matches your talents and aspirations.

While we do not have the right opportunity for you at this moment, we see great value in your profile and would like to keep in touch for future openings that align more closely with your expertise. We also encourage you to continue exploring opportunities with Quantum Analytics Corp. and to apply again should you see a fit.

Thank you once again for your interest in joining Quantum Analytics Corp. and for the energy you brought to the interview process. We wish you the best of luck in your job search and your professional endeavors moving forward. Please feel free to reach out if you have any questions or would like feedback on your interview.

Head of Human Resources

Quantum Analytics Corp.

[email protected]

555-234-5678

This rejection letter from Quantum Analytics Corp. for a Data Analyst position stands out for its respectful and encouraging tone, effectively balancing the delivery of disappointing news with positive feedback and future prospects. The letter begins with gratitude, acknowledging the effort and time the candidate invested in the interview process, which sets a tone of appreciation. By detailing the selection process and explaining the decision based on the alignment of skills with current needs, it communicates transparency and fairness, helping the candidate understand the context of the decision. The specific compliments on the candidate’s analytical skills and innovative problem-solving approach not only provide positive feedback but also affirm the candidate’s professional value, mitigating the impact of the rejection. The invitation to stay in touch for future opportunities and encouragement to reapply demonstrates the company’s genuine interest in the candidate’s profile, suggesting a potential fit for other roles. This approach maintains a positive relationship with the candidate, leaving the door open for future engagements. Finally, offering feedback and availability for further questions shows a willingness to support the candidate’s professional growth, further enhancing the respectful nature of the communication. Overall, the letter exemplifies how organizations can convey difficult decisions while preserving goodwill and fostering ongoing professional relationships.

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10 Candidate Rejection Email After Interview Templates in 2024

Hiring managers have a tough job. Not only do they have to sift through a pile of resumes and cover letters to find the right candidates, but they also have to conduct multiple rounds of interviews to determine who would be the best fit for the job.

And at the end of it all, they have to let some candidates know that they didn't make the cut.

According to Zippia , the average corporate job opening receives about 250 job applications .

That's a lot of candidates that aren't hired. In order to let them know, hiring managers must send candidate rejection emails after they conduct interview, go through application materials, and decide on who they will ultimately hire.

Candidate rejection emails after an interview should be respectful and professional, but you also don't want to sugarcoat the outcome. While it's never easy to deliver bad news, a well-crafted rejection email can help candidates move on and keep your company's reputation intact.

In this blog post, we'll take a closer look at how hiring managers can write effective candidate rejection emails after an interview as well as provide templates you can use to get started today.

How to Professionally Reject a Candidate After an Interview

The process of rejecting a candidate, while never pleasant, is a crucial aspect of the recruitment journey. It's important to approach this with a blend of professionalism and kindness.

Here are some key tips for responding gracefully when rejecting a candidate after an interview:

Timeliness : Respond to candidates as soon as a decision is made. Delaying can increase anxiety and frustration.

Clarity : Be clear about the decision, but avoid unnecessary detail that might lead to confusion or false hope.

Empathy : Acknowledge the effort and interest the candidate has shown. A little empathy goes a long way.

Feedback : Offer constructive feedback, if appropriate, to help the candidate in future applications.

Politeness : Always maintain a polite and respectful tone, regardless of the candidate's performance.

Confidentiality : Ensure that the process respects the candidate’s privacy.

After delivering the news, it’s crucial to remain open to any questions they might have and respond with the same level of professionalism.

This approach not only maintains your company’s reputation but also respects the candidate's efforts and time.

How to Write Candidate Rejection Emails After Interviews

Writing a candidate rejection email requires careful consideration to ensure the message is conveyed respectfully.

Here's what should be included in your candidate rejection email:

An Expression of Gratitude : Show that you're thankful for the candidate’s time, interest, and effort.

Your Decision : Clearly state that the candidate has not been selected for the role.

A Positive Note : Where possible, include a positive comment about the candidate’s qualifications or interview.

Your Feedback : Provide constructive feedback, if appropriate, to assist the candidate in future.

Some Encouragement : Encourage them to apply for future positions, if you feel they could be a fit later.

A Professional Closing : End the email with a professional sign-off, maintaining the respectful tone.

Before hitting send, it’s important to review the email to ensure it’s empathetic and clear.

Remember, the way a rejection is handled can significantly impact a candidate’s view of your company and can even influence their decision to apply for future roles.

Check out our 10 Best Apps for Recruiters for the best time-saving tools in 2024!

10 Rejection Letter After Interview Email Templates

Templates can be a great starting point for crafting rejection emails. They provide a structure that you can personalize for each candidate.

Give the following a try to quickly send professional candidate rejection emails with ease.

Copy templates to use them anywhere:

Professional Candidate Rejection Email Template

Sample rejection letter after an interview template, 'thank you for interviewing' email template, after careful consideration template, rejection email with feedback template, negative interview feedback sample email template, nice rejection after interview template, high competition rejection email template, position not filled email template, short and sweet email after interview sample.

Check out our Recruiters page for more templates you can use today!

How to Automate Common Emails With Keyboard Shortcuts

Use Text Blaze to help simplify the hiring process with keyboard shortcuts that allow you to insert common recruiting messages.

With Text Blaze, you can create dynamic text templates for any scenario and insert them anywhere you work with keyboard shortcuts.

Text Blaze helps you:

• Automate repetitive typing on any site/app!
• Get the right message every time with powerful templates & dynamic output
• Stay on brand and boost consistency with templatized responses!

Whether you are sending a candidate rejection email after an interview, following up with candidates, or inviting them to apply to job postings, Text Blaze has you covered.

Oh, and did we mention: Text Blaze is free forever ! You can create an account, get instant value, and never have to pay us $1.

Send Professional Rejection Emails With Ease!

Sending a candidate rejection email after an interview is an essential part of the hiring process, but can be time-consuming if your job opening recived lots of applications.

Use Text Blaze to simplify the hiring process once and for all. With Text Blaze, you can automate common messages to applicants, eliminate repetitive typing, and save time so you can focus on what's important.

Give Text Blaze a try for free today !

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

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

What is a rejection letter?

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

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

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

The benefits of candidate rejection letters

For candidates.

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

For employers

How to write a rejection letter.

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

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

Checklist: Writing a rejection letter

Legal considerations and tips

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

3 types of rejection letters + free templates

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

1. Pre-screening rejection letter

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

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

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

Mastering the rejection letter

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How to Write a Rejection Letter After an Interview (Samples)

Receiving a rejection letter is never easy for aspiring candidates. But a positive rejection email after an interview is better than not hearing from the hiring company. A candidate deserves to know that they didn't get the position they hoped for, allowing them to continue their job search. 

Today, we'll discuss the importance of writing a rejection letter, as well as how to write one, and why you should. We'll also give you sample rejection letters you can customize and use.

The importance of writing a rejection letter

Every task you perform reflects back on the company and may affect your company's brand image. Sending a post-interview rejection letter is an excellent way to maintain your brand in a positive and influential way, just as writing a rejection letter before an interview gives a better impression of the company to the candidate, too.

Reasons to write a rejection letter

Writing a rejection letter to unsuccessful candidates after an interview takes time, and it may be the last thing on your to-do list. However, sending post-interview rejection letters after hiring the best candidate adds a unique personal touch to your hiring practices. Here are six reasons to write rejection letters to candidates.

What to include in the letter

Taking time to draft a post-interview rejection letter prevents the candidate from feeling disregarded and increases their chances of applying again for a future position. 

Steps to writing a rejection letter

Step 1: create a compelling subject line, step 2: personalize the salutation.

Starting the letter with the candidate's name shows them that you took your time to personalize the letter. It also makes it clear that they are the ones being addressed.

Step 3: Appreciate the candidate for applying

Step 4: inform them they weren't successful .

The most important part of the letter is informing the candidate that you're declining to move forward with their application, or their interview didn't meet your standards. Include this information at the beginning of the letter so that the candidate can know the results immediately. The statement needs to have a positive tone and show empathy, which assists the candidate in handling the news better.

Step 5: Give the reasons you chose a different candidate 

Providing the candidate with specific reasons for choosing someone else can help them pinpoint areas they need to improve on for future job applications. They can also discover additional skills they need to add to improve their chances next time. Giving reasons also leaves a positive impression about the company, and they may consider applying again. 

Step 6: Encourage them to consider applying again

Sustain the connection by encouraging them to apply for more positions that come up in your company. Prompting them to apply again increases the candidate's confidence and pushes them to keep going. 

Step 7: Close your letter with a positive statement

Rejection letter examples.

Candidates long to receive communication on their status in the hiring process. The following sample letters will help you send a clear message to them in a polite and friendly manner. You can even tailor-make some sections to suit your company's brand.

After a p hone interview

After a s econd interview, general rejection letter, feedback rejection letter.

This is an updated version of an article originally published on 18 June 2018.

"Darren Dewrance went above and beyond my expectations in sourcing me my perfect role. I was kept in regular communication with Darren and he worked extremely hard on securing my dream job."

Russell Sealy, Candidate

In this section

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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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.

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

By Ammar Ahmed

Published: January 31, 2024

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

What Is the Purpose of a Job Rejection Email?

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

The Importance of Sending a Job Rejection Email

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

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

Positive Candidate Experience

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

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

Reputation Management

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

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

Transparency

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

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

Closing the Loop

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

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

How to Tell Someone They Didn’t Get the Job

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

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

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

Job Rejection Email Templates

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

Declined Interview Email

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

Here’s a template:

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

Dear [Candidate’s Name],

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

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

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

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

Warm regards,

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

Job Rejection Email After Interview

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

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

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

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

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

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

[Your Name] [Your Position]

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

Job Rejection Email for Internal Candidates

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

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

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

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

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

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

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

Job Rejection Email for Post-Internship Candidates

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

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

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

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

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

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

Personalized Job Rejection Email Example

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

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

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

Dear Emily,

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

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

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

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

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

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

Best Practices for Crafting Compassionate Job Rejection Emails

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

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

Provide Constructive Feedback

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

Encourage Future Applications

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

Legal and Compliance Considerations

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

The Future of Job Rejection Emails

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

Personalization through AI

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

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

Automated Feedback Systems

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

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

Integration with Learning Platforms

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

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

About the Author

Read more articles by Ammar Ahmed

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Applicant rejection letter sample

Save time writing your application rejection letter, or email, with this all-purpose template. Just copy, paste, and customize for your specific needs. This sample job application rejection letter can be used to reach out to job applicants seeking employment that will not be receiving an interview or moving to your second stage. This rejection letter template can be repurposed to address specific issues with a candidate's resume, or as a blanket resume rejection letter after an interview for all disqualified candidates. When writing a letter of rejection for a job, be sure to be concise, clear, and positive.

Hi [ first name ],

Thank you for your interest in joining the [ company name ] team. We wanted to let you know that although your resume and cover letter were very competitive, our hiring team reviewed your application and did not select it for further consideration.

We will, however, keep your resume on record and get in touch with you about future opportunities that may be a better fit for your skills and experience.

We wish you all the best in your job search and hope we will have the chance to consider you for another role in the future.

[ Sender Name ]

• For a more formal rejection letter, see our sample job rejection letter template  or our job application rejection email template .
• Tutorial:  How to reject candidates without burning bridges

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Rejection letter or email to applicants - Letter Sample

This applicant rejection letter sample or rejection email template can save you a lot of time when sending responses to job applicants who did not qualify for your open positions. writing and sending a clear and positive rejection letter is crucial for ensuring a great employer branding and improving your candidate experience. this means that a rejection letter can have a direct outcome on your future hiring success.

How to send a rejection letter or rejection email

What is a rejection letter or email to applicants, the importance of a rejection letter or email to applicants, how to use this ejection letter sample or rejection email template, template for a rejection letter or email to applicants.

Use this rejection letter sample or rejection email template to save time. This rejection letter sample or rejection email template contains all the most important elements that a good rejection letter should have. Use this rejection letter sample or rejection email template and feel free to customize it to fit your own needs. 

Need more HR and recruiting templates like this rejection letter for applicants?

Check templates for Human Resources and templates for Recruiters . 

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Job rejection letter sample for unsuccessful candidates

A job rejection letter informs interviewed but unsuccessful job candidates of your decision. You may wish to customize this rejection letter sample template to fit your startup’s needs.

Choosing to hire is a significant business decision for any organization, and job interviews need to planned and conducted with care. A difficult element of this recruiting process is informing unsuccessful candidates.

Template: Job rejection letter

Use the following job rejection letter sample template to help you inform unsuccessful candidates of your decision. This communication must be sent out in a timely fashion after the interview as a late communication also impacts the candidate experience.

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Rejection email template: How to follow up gracefully with candidates you don’t hire

Key Points:

• Silver-medalist candidates may still have a future with your company –  candidate relationship management keeps rejected applicants engaged for future positions.
• Application status notifications and interview feedback can give candidates a positive impression of your brand, even if they’re rejected.
• Rejection emails don’t have to mean goodbye; instead, the application conversation for “silver medalist” candidates can be continued.

For every successful candidate, you hire to fill a position, at least a few candidates won’t make the cut. It’s a good idea to follow up with them to let them know they’re no longer considered for the position. Otherwise, these candidates may feel like they’re left in limbo and may develop a poor opinion of your organization over time. In fact, 56% of applicants who are screened out never receive a rejection email or letter.

Responding to unsuccessful job applicants via email, whether it’s a rejection to a resume submission or follow-up after an interview, is a significant part of the candidate relationship management process. Following up with a rejection email serves several purposes for you and your organization:

• Letting candidates down gently improves your brand image.   Only 22% of companies communicate with candidates in a timely manner, according to Aptitude Research. Following up with an unsuccessful candidate quickly and professionally can help leave a positive impression of your employer brand.
• Rejections are a chance to boost your talent pipeline. Sometimes, a candidate isn’t a great fit for the position they applied to but could benefit your company in another role. By staying engaged with candidates you know are interested in your company, you can increase your talent pipeline and fill positions quickly.
• A follow-up rejection email enhances the candidate experience. The majority of candidates with a previous negative impression of an organization indicated they would not apply again in the future. Professional, personalized rejection letters help give unsuccessful candidates a better experience and help your company’s future growth plans.

So, what does a positive rejection letter to an unsuccessful candidate look like? Below, we dive into the importance of rejection letters at each stage, as well as a few tips and customizable recruitment email templates to help you provide a better candidate experience, protect your brand image, and grow your talent pipeline.

Why applicant rejection emails are so important

While any rejection letter carries an air of negativity, sending one to an applicant is a decent gesture. It lets them know not to get their hopes up for the role and keep going with their job search. Otherwise, they may continue to hold out hope for an interview that will never come – hope that may eventually turn to resentment towards your brand.

However, you have a chance to earn goodwill towards your organization when you let candidates know that you’ll keep them in mind for other roles that may be a better fit for them. According to a Workplace Trends study, 80% of job seekers say they wouldn’t consider future relevant job openings at a company that didn’t follow up about their application – yet they would be three and a half times more likely to re-apply to a company if they were notified of the rejection.

Beyond that, sending a rejection letter that reads like it was written by a real person, rather than just a form letter, can help soften the blow and let the candidate know you value the time they spent researching and applying to your organization.

Application rejection email template:

Hello [Candidate Name],

Thank you for expressing interest in [Company] and the [Job Title] position you applied for. While we were impressed with your qualifications, unfortunately, we’ve decided to move forward with other applicants whose skills and experience better meet our needs at this time.

We sincerely appreciate your interest in [Company] and hope that you’ll stay in touch. Please don’t hesitate to reach out if we have another open role that interests you.

To stay up to date on current job openings and ensure you’re included in our search for future great candidates, we encourage you to join our talent community and connect with us here: <Link to Talent 

Pipeline Nurture Page>.

Best wishes,

<Sender Name>

Here are some tips for writing a rejection email following a resume submission or application:

• Do not send the email out immediately after you’ve decided to reject the candidate. It would help if you let enough time pass for the candidate to know you thoroughly reviewed their application.
• Let the candidate know that they should feel free to apply for other positions they may find at your company.
• Give the candidate a choice to opt into your candidate relationship management program to receive notifications about new, relevant job openings.

Interview rejection emails need a delicate touch

A rejection after an interview requires a delicate touch. Remember, the candidate took time to meet with you and spent time researching your organization. A connection was developed on some level, so a personalized rejection letter is a must when you decide to move on from a candidate.

All the same reasons for sending an application rejection email also apply here, but an interview rejection can also serve a few additional purposes. First, it allows you to give the candidate feedback on their interview; this is a critical component of the interview process that many candidates crave. They’re most likely applying for many jobs simultaneously and want as much feedback as they can get to make themselves desirable candidates. At the same time, you can continue your relationship with “silver medalist” candidates – those candidates that were very strong but were either missing a couple of key requirements or would be better suited to a different position. Instead of a “goodbye,” the rejection letter becomes a tool to keep the conversation going.

Phone or live interview rejection email template:

Thank you for taking the time to speak to me regarding our [Job Title] position. While I was impressed with your qualifications and experience, especially [information you learned in the interview], we’ve unfortunately decided to move forward with other applicants whose skills and experience better meet our needs at this time.

To stay up to date on current job openings and ensure you’re included in our search for future great candidates, we encourage you to join our talent community and connect with us here: <Link to Talent Pipeline Nurture Page>.

[Sender Name]

Who or how a candidate interviews doesn’t matter; treat rejections from phone interviews, in-person interviews, and live or pre-recorded video interviews with the same level of care. Here are some tips for writing a rejection email following a phone screen or other interview:

• Make sure you customize the email and, if possible, mention something positive about the candidate that you learned from their phone or in-person interview.
• Don’t use a tone that’s too stiff or formal – the email should feel personal and not like a form letter. After all, your goal is to keep good candidates open to applying again in the future by joining your talent pipeline.
• Provide an opportunity for the candidate to opt into a candidate relationship management system (which manages your talent pipelines) to receive communications about job openings and networking events.

iCIMS Candidate Relationship Management software gives recruiters the tools to regularly communicate through email campaigns with prospective candidates and silver-medalist candidates who weren’t right for a specific role. Recruiters can then use reporting technology to track how they apply to jobs or register for networking events. You can also track important email metrics like open- and click-through rates to help improve the impact of future recruitment campaigns.

Ready to learn more about engaging silver medalist candidates and building diverse talent pools that help you source faster? Check out The definitive guide to building your talent pools .

Reviewed for accuracy on March 26, 2021, by Alex Oliver . 

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Trump Ran Him Out of MAGA. But Mike Pence Still Wants in the G.O.P.

The former vice president hopes to climb back to relevance as a keeper of the flame for traditional conservatism. The Trump camp calls him “Judas Pence.”

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By Adam Nagourney

Adam Nagourney was at the 1988 Republican convention when an Indiana native, Dan Quayle, was picked as a Republican vice-presidential nominee. He reported this story from New York and Los Angeles.

Mike Pence could not have asked for a more welcoming audience. For nearly 30 minutes, the man who served as Donald J. Trump’s vice president was repeatedly applauded as he offered a vigorous affirmation of his support for Israel at a conference of mostly conservative Jewish leaders in midtown Manhattan.

He barely paused when his questioner, Zvika Klein, the editor in chief of The Jerusalem Post, asked Mr. Pence, an evangelical Christian, to lead the room in prayer for the Israeli hostages captured by Hamas on Oct. 7. “It would be my great honor: Let us pray,” he said.

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In the seven months since he dropped out of the race for the Republican presidential nomination , in the face of inevitable defeats in the Iowa caucuses and the New Hampshire primary, Mr. Pence has been seeking out friendly audiences like this one as he embarks on a mission to resuscitate his political career. But just as importantly, he is presenting himself as the guardian of the conservative traditions of a Republican Party that he grew up with and that have since been redefined by Mr. Trump.

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