job rejection letter template uk

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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.

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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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How to write a rejection...

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

7 min read · Updated on July 21, 2023

Let job seekers down gently with the professional approach to rejection

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

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

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

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

How to write a rejection letter

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

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

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

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

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

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

Be forthright

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

Be positive

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

Be aware of internal candidates

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

The importance of writing a rejection letter

For closure.

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

For a positive company image

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

For the maintenance of continuing good relations

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

What is a good example of a rejection letter?

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

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

Thank the applicant

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

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

Tell them why you're getting in touch

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

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

Give a valid explanation

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

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

Offer a positive slant

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

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

Keep the door open for future opportunities

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

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

Encourage them to apply for other roles

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

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

Close on a positive note

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

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

Rejection email or rejection letter?

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

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How to Write 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.

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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.

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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.

hiring manager uses rejection letter template to notify candidate

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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Recruitment Blog

How to write a rejection letter after an interview.

No recruiter enjoys sending rejection letters, especially when a candidate shows huge potential during their interview. It’s never an easy task, and as much as candidates dislike opening their inbox to find a letter along the lines of “thanks, but no thanks”, you also have a lot on your plate. At any given moment you could be tasked with sending dozens, even hundreds of rejection letters all at once, which is no easy challenge.

But how you draft a rejection letter is critical for a number of reasons.

You may hear about those rare occasions where candidates never hear back from a recruiter after having their first face-to-face interview. Stories of ghosting candidates or rejection letters received months later are sadly the norm. Be aware that when you do get back to your candidate, you don’t want them to remember you for the worst reason – so try your best to send their rejection letter promptly and correctly.

FREE DOWNLOAD: The essential guide to employer branding

Most candidates would say the same thing I’m about to tell you. Receiving bad news is better than receiving no news.

Remember that your lack of action could potentially send the wrong message to a candidate.

How you send a rejection letter is essential, especially when it comes to your employee brand, reputation as a recruiter and organisation , and ultimately becoming an employer of choice.

Perhaps you’re new to the world of recruitment, or simply need to take a step back and recall some long-forgotten insight or a helpful tip. When it comes to helpful insights on how to write a good rejection letter after an interview, here are tips that you might find useful.

1. Be prompt and don’t wait around

No one likes to waste time, so the moment you know a candidate isn’t the right fit, tell them. Don’t wait around and keep them in the dark.

Try and see it from their perspective. Candidates could be turning down job offers or holding off on applying for other jobs, simply because they’re waiting for your response. Whether you’re worried about hurting their feelings or you genuinely liked them and are choosing to wait, it’s always best to just get it out of the way.

2. Personalise the rejection letter

Too often, generic templates are sent to unsuccessful candidates where they not only sound robotic, stiff and dishonest but display a negative and poor representation of the company and recruiter.

When sending rejection letters, personalise it by mentioning something positive you noted during the interview, and make sure their name is spelled correctly; attention to detail shows you made an effort.

Of course, it’s understandable that recruiters may be dealing with 50 job openings at any given time and managing hundreds of candidates waiting for a response. But try and see it like this: your candidate could one day be your client, consumer or employer.

3. Get to the point

When it comes to writing a rejection letter it’s important to manage the candidate’s expectations. Keep your rejection letter short and sweet. Don’t play with your words; simply get to the point.

Be clear about your message, where within the first paragraph the candidate is informed that they were unsuccessful, and if you choose to, you can then offer your feedback or reason behind the decision.

4. Focus on the positives to soften the blow

Once you’ve informed your candidate they were unsuccessful it’s useful to focus on the positives before giving constructive criticism. This could include commenting on their qualifications, professional skills or personality.

Think of a rejection letter as an opportunity to develop for a candidate’s professional development. Candidates want to know how they can improve their skills, so see it as a free piece of career advice or mini-workshop. Any feedback or constructive criticism will usually be appreciated.

5. Be honest

It sounds like such a cliché, but honesty is the best policy. Let’s be honest (pun intended), trying to sneak your way around the truth doesn’t help anyone at the end, so be open.

For example, you meet a candidate who was terrible in the interview process and had zero experience, but they were new to the workforce and you felt sorry for them. If you send them a rejection letter saying the job position has closed, but they are more than welcome to apply for other open positions, it sends the wrong message. If you lie, it displays an image that your organisation is dishonest, which is never ideal.

Instead, you could say that they were not suited for the role for [insert amount] of reasons, but you encourage them to look for opportunities that would improve their skills and experience, such as volunteer work or internships. You could even offer tips on the proper etiquette for job interviews.

6. Thank them

By saying thank you, it will end your rejection letter on a gracious note . Be professional, appreciative and thankful that the candidate chose your company.

You could even start the rejection letter with a “thank you for applying”, and mention how appreciative you are that they took the time out of their day to come to the interview. Even if the candidate wasn’t ideal for the role or the company culture, you should still mention that you were happy to officially meet them.

Make sure to wish them luck in their future career endeavours and keep in mind that ending your rejection letter on a positive note can significantly impact their view of your organisation. By providing them with a positive candidate experience , they could potentially spread the word about your company and refer you to their peers as being a company and employer of choice.

Perhaps you have your own tips and tricks for sending rejection letters to candidates. Whichever method works best for you, we hope it has improved your recruitment process and relationships with past and future candidates.

With a wide range of rejection letter templates available to choose from, it can be quite overwhelming. Finding the right rejection letter can be complex, especially if you have different reasons for rejecting the candidate. To make it easier, here are three sample rejection letters to get you started.

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Sample rejection letters

1. rejection letter to a candidate who is deemed unfit for the position.

Primarily, this rejection letter is aimed to discourage the applicant from applying again in the future. Of, course it’s best not to blatantly say “please don’t ever reapply”– be professional, not rude. Remember to thank them for their time and express your appreciation that they chose your company.

Dear [applicant’s first name],

Thank you for taking the time to interview for the position of [role title] with [company name]. We interviewed a number of promising candidates, which made the decision to choose just one all the more difficult. Unfortunately, you were not selected for the position as there were stronger candidates.

Thank you for taking the time to come to [company name] to meet our team.

We wish you success with your ongoing job search.

Best wishes, [full name] [job title]

2. Rejection letter where another candidate was selected for the role

Sharing the news with a candidate that someone more experienced was offered the role can be difficult to deliver. You don’t want to come across as saying, “you’re not good enough.” Instead, you can send the rejection letter as a way of encouraging them to improve their skills and gain further experience.

They can then re-apply when another opportunity arises. Not only will it show them that your company could potentially reconsider them in the future, but it softens the blow with a positive outlook. By adding your number at the end of the rejection letter it provides the applicant with the option to seek further feedback and advice, but only if you feel comfortable giving it to the candidate. One day they could be the ‘unicorn’ employee you were looking for.

Dear [name],

I want to thank you for your interest in the [job title] position at [company name] and for the time you have put into the interview process.

While your education qualifications were very impressive, we have chosen a candidate who has more hands-on experience. With your permission, we would like to keep your resume on file, should any other positions become available that we would deem suitable.

Some experience gained through volunteering or in another role that develops your [insert key skill missing] would really help to raise your CV’s potential. You’re welcome to re-apply at [company’s name] should a suitable position arise.

On behalf of [company name], I thank you for your time, interest and effort, and I wish you the best in your future career.

If you have any questions, please do not hesitate to contact me at [insert best contact].

[full name] [position title]

3. Rejection letter to a candidate who has the potential for a different role in the company

Sending a rejection letter to a candidate who unfortunately lacks the qualifications, but has the potential for another role, sends a message to that candidate that they do have a place in the company (even if it’s not the place they initially wanted). It also sends the message that your company values their candidates and appreciates fresh hot talent.

Thank you for your interest in the [job title] position at [company name] and attending the first round of interviews. We interviewed a number of candidates for the [job title] position, and we have decided to offer the position to another applicant.

The interview committee was impressed with your credentials and experience. We’d love to offer you the opportunity to interview for a second job opening as a [job title] in our company. Enclosed is a position description for your review.

If this role is of interest to you, please contact [recruiter’s name] and they will schedule an interview at the earliest convenience. We are currently doing first round interviews for this role.

Thank you so much for taking the time to come to [company name] to meet our interview team. We enjoyed meeting and getting to know you.

[full name] [job title]

Rejection letters can be composed and sent as quick as the touch of a button. By creating your own templated responses on file, it will speed up the process moving forward. It may take time at first, but once completed you will only need to worry about making small adjustments to your rejection letters.

It sounds simple, but it does take time. Don’t let that stop you, remember that it’s an excellent opportunity to build relationships with your candidates in a professional, efficient and honest manner.

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Human Resources

Rejection Letter

A job rejection letter informs employees that they have not been chosen for a job. Rejection letters give them this information formally and respectfully so that they can continue their job search. They are also known as employment rejection letters or candidate rejection letters.

Make a good impression on the candidates you decline by sending them a rejection letter promptly. We’ve got templates below that will make it super fast and easy.

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Job Rejection Letter Template Download:

Download this job rejection letter template in Word, and customize for your own needs quickly.

Job Rejection Letter Sample:

Dear [name] ,

Thank you for taking the time to apply to [position they applied for] . We really appreciate the effort you put into this. We received and have reviewed [a specific number, or “a large number”] of applications.

After reviewing them thoroughly, we felt that other applicants were better suited for [position they applied for] . At this time, we are declining to move forward with your application.

Best of luck with your job search.

[Company/Organization Name]

The letters above are meant to be catch-all ones that can apply to any business and their style of declining employees. You'll notice that we don't say why the candidate was declined.

Instead, we often like to add the following paragraph to our letters as a way of leaving applicants with a more positive attitude toward our brand:

After reviewing them thoroughly, we settled on [name of selected candidate] for the role. [He/she] was ultimately chosen because [list at least 3 reasons the person was chosen] .

This way you're not focusing on the negative traits of the applicant, but still giving them a reason for your choice.

How to Write a Job Rejection Letter:

Follow our step by step guide to writing a polite, simple rejection letter.

Compose your first paragraph.

Thank the candidate for applying..

Start off your letter by thanking the candidate for applying to your company. Mention the job title that they applied for to make it clear what the letter is about.

Give them the number of applications you received.

You can mention the specific number of applications you reviewed, or simply state that you reviewed "a large number of candidates."

Move on to the main purpose of your letter.

Tell the candidate that they were not sucessful..

State clearly that you are "declining to move forward with their application." Use the word "declined" rather than "rejected," which can be taken in a negative light.

Consider giving reasons you choose the final candidate.

Providing the candidate with reasons why someone was chosen over them can give the candidate a positive impression of your company while subtly letting them know what they could improve upon in their experience or skills. Avoid directly giving reasons why a candidate was declined.

After receiving a rejection letter, a candidate may contact you to ask what they could work on for their next interview. In this case, provide the candidate with some helpful tips for improving their interview process and for building up their skills and experience.

Close your letter.

Wish them luck on their search.

Leave the candidate with a positive experience by wishing them luck on the rest of their job search.

Job Rejection Email Template Download:

Download this rejection email template in Word, and customize for your own needs quickly.

Job Rejection Email Sample:

Subject line: Your Job Application to [Company/Organization Name]

Thank you for your application to [position they applied for] . Your time and effort are much appreciated.

We have received [a specific number, or “a large number”] of applications in response to this position. After a thorough review of all applicants, we regret to inform you that we will not be moving forward with your application. While we were impressed with your ["skills," "qualifications," "accomplishments"] , we felt that other applicants were better suited for [the position they applied for] .

We thank you for considering us a potential employer and wish you success in your job search.

What do you write in a rejection letter?

Address candidate by full name.
Thank candidate for the job application.
List the number of applications you received.
State clearly that you will not be hiring the candidate.
Wish them luck on their job search.

How do you politely reject a candidate?

It's best to be concise and appreciative of their application. Be sure to thank the candidate for their application and consider giving reasons as to why you chose the final candidate. Avoid long explanations and giving reasons for why a candidate was declined. In addition, choose your words wisely. Even though you want to be clear, avoid using words such as 'rejected'.

How do you sign off a rejection letter?

Your tone should be courteous so that the candidate remembers your company for it's prompt and polite reputation. In addition, make sure you're prompt and thankful for their efforts. Sign off with your company's name and letterhead.

What do you write in a rejection letter after an interview?

Thank candidates for applying.
State clearly that you are "declining to move forward with their application."
Avoid giving reasons why a candidate was declined.
Use the word "declined" rather than "rejected."

How do you write a good rejection email?

Have a look at our rejection email example . Keep it simple. Start by thanking the candidate for applying, then let them know their application has been unsuccessful. End off by wishing them luck with future applications.

What do you put in the subject line of a rejection email?

Your subject line should be the candidate's name, the title of the position, and the company name.

What is a rejection letter?

A formal letter sent by a business or organization stating that someone has not been chosen for a job or course of study.

How do you reject an internal candidate?

Do it in person, not over email.
Be clear about your reasons.
Ask about their professional goals.
Find alternative opportunities for growth in the company.
Check-in with them after a few days to show that you care.

Where can I find more letters for HR?

Layoff letter .
Job Offer Letter .
Employment Verification Letter .
Letter of Recommendation .
Employee Termination Letter .
New Employee Welcome Letter .
Thank You Letter to Employees .
Letters of Appreciation to Employees .

How to ask for a letter of recommendation, how to train new employees, temporary layoff letter, resignation letter, two weeks' notice letter.

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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,

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.

[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 .

The definitive guide to building your talent pipeline

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

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Career Planning
Succeeding at Work

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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COMMENTS

How to write a rejection letter (with template and example)
1. Write an informative subject line. Most rejection letters are sent as emails. This means that it's a good idea to provide an appropriate subject line. Keep it short, concise and immediately obvious in the recipient's inbox. For example, you may use the company name and the name of the position you're hiring for.
How To Write A Job Rejection Letter
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 ...
How to write a rejection letter (with template and example)
The aim is to make the candidate feel good towards your company, even though they haven't been successful in this instance. Example: "Again, thank you for considering the role at our company and we wish you the best of luck with your continuing job search.". Check out our complete rejection letter example:
How To Write a Professional Rejection Letter (+ FREE Samples)
Sample rejection letter after interview. Subject: [Job Title] Position at [Company Name] Dear [Candidate Name], Thank you for the time and effort you dedicated to the interview process for the [Job Title] role with us at [Company Name]. It was a pleasure to discuss your background and aspirations.
Job Applicant Rejection Letter Sample Template
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 ...
How to Send a Rejection Letter After an Interview
Here are a few tips on writing a job rejection letter: 1. Personalise your letter. Although you might use a standard template for all rejection letters, take time to tailor it to the candidate by including their name, the position and something you recall from your conversations, such as something unique from the applicant's professional or educational background.
Rejection letter or email to applicants
Use this rejection letter sample or rejection email template and feel free to customize it to fit your own needs. Dear Mr./Ms. [ insert applicant's last name ], Thank you for your application for the [ insert your job position title] at [ insert your company's name ]. We really appreciate your interest in joining our company and we want to ...
Job Candidate Rejection Letter Sample Template
Save time writing your job rejection letter with this all-purpose template. Just copy, paste, and customize this sample rejection for your specific needs. This employment rejection letter can be repurposed to include specific reasons for a candidate's rejection, or potential next steps. Remember when sending a rejection letter after interview ...
Post-Interview Rejection Letter Sample Template
This is a generic rejection letter template that you can use for candidates you have interviewed. Just copy, paste, and customize for your purposes. This interview rejection letter can be repurposed to include specific reasons for a candidate's rejection, or potential next steps. Remember when sending a rejection letter after interview, or a ...
How to Write a Job Rejection Email (Template & Examples)
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.
7 Rejection Letter Samples to Send to Unsuccessful Applicants
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.
How to Write Professional Yet Kind Rejection Letters [4 Templates]
Redirection Rejection Letter. Dear [Name], 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].
How to write a candidate rejection email
Here's a job rejection email template that you can use: Hello [Name], We were happy to speak to you about the [Job Title] position at [Company Name]. It's our decision to go ahead with other candidates, but we thank you for taking the time to let us know about your credentials and experience.
How to write a rejection letter after an interview
But try and see it like this: your candidate could one day be your client, consumer or employer. 3. Get to the point. When it comes to writing a rejection letter it's important to manage the candidate's expectations. Keep your rejection letter short and sweet. Don't play with your words; simply get to the point.
How to Write Job Rejection Emails (With Template & Samples)
Job rejection email template. 1. Appropriate subject line. A candidate should be able to tell what the email is about by just a glance at the subject line. Mention the job title to give them a clue as to the email's content. 2. Acknowledgment. A candidate rejection email should always be polite.
Rejection Letter
Job Rejection Letter Sample: [Date] Dear [name], Thank you for taking the time to apply to [position they applied for]. We really appreciate the effort you put into this. We received and have reviewed [a specific number, or "a large number"] of applications. After reviewing them thoroughly, we felt that other applicants were better suited ...
Rejection email template: How to follow up with candidates you ...
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 ...
Candidate rejection email template
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 ...
Rejection Letter Examples For After an Interview
Examples of Job Rejection Letters. Rejection Letter Example. Rejection Email Example. What to Do if You Don't Hear Back. Photo: Julie Bang / The Balance. Review examples of rejection letters sent to applicants that are not selected for a position after the interview process is complete.
What if the government insured you against a pay cut?
For those in their sample, job losses hit hard. Of workers aged 47 to 53, no more than two-thirds were employed four years later. Some of the economists' estimates of the effects of wage ...

How To Write A Job Rejection Letter

Example of a Short Rejection Email

Why is it worth writing a rejection letter?

Things to consider:

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

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

Rejecting an internal candidate

Rejecting a candidate based on 'cultural fit'

Recruit sales staff

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

How to write a rejection letter

Be forthright

Be positive

Be aware of internal candidates

The importance of writing a rejection letter

For a positive company image

For the maintenance of continuing good relations

What is a good example of a rejection letter?

Thank the applicant

Tell them why you're getting in touch

Give a valid explanation

Offer a positive slant

Keep the door open for future opportunities

Encourage them to apply for other roles

Close on a positive note

Rejection email or rejection letter?

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Seven rejection letter samples

1. Generic rejection letter template

2. Application rejection letter template

3. Screening stage rejection letter template

4. Early-stage interview rejection letter template

5. Final stage interview rejection letter template

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Paragraph One

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