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7 Rejection Letter Samples to Send to Unsuccessful Applicants

10 min read · Updated on December 08, 2023

Simplify the rejection notification process with these sample rejection letters

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

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

Why send out a job rejection letter?

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

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

Why use template rejection letters?

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

How to write your own employer rejection letters

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

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

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

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

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

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

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

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

Seven rejection letter samples

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

1.     Generic rejection letter template

Dear Mr / Ms [Applicant's name],

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

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

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

[Your name and company name]

2.     Application rejection letter template

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

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

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

Warmest regards,

3.     Screening stage rejection letter template

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

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

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

Best regards,

4.     Early-stage interview rejection letter template

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

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

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

5.     Final stage interview rejection letter template

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

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

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

With our best regards,

6.     Post-phone call rejection letter template

Dear Mr /Ms [Applicant's name],

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

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

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

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

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

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

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

Simplify your efforts to follow-up with rejected candidates

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

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

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

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

What is a rejection letter?

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

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

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

The benefits of candidate rejection letters

For candidates.

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

For employers

How to write a rejection letter.

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

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

Checklist: Writing a rejection letter

Legal considerations and tips

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

3 types of rejection letters + free templates

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

1. Pre-screening rejection letter

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

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

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

Mastering the rejection letter

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Rejecting Applicants: A Template for the Perfect Rejection Letter

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

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

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

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

Start your day  with great  quality  content

Best practices for rejecting applicants.

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

1. Let them know quickly

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

2. Personalize your rejection

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

3. Make it short and sweet

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

4. Be honest

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

Ask for insights on your process

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

Rejection Letter Templates

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

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

Hey there [Name],

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

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

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

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

Thanks, [Your Name]

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

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

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

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

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

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

Hey there [name],

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

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

Thanks, [your name]

Keep it human

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

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

3 Templates for the Perfect Rejection Letter

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

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

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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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How to Tell Someone They Didn’t Get the Job

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

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

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

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

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

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

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

Why Write a Job Rejection Letter?

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

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

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

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

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

Writing a Good Job Rejection Letter

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

Be Concise, and Swift

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

"Thank you"

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

Personalization

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

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

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

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

Invitation to Apply Again 

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

Applicant Rejection Letter Template

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

Rejection letter for an applicant who will not get an interview

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

Rejection letter for an applicant after the interview 

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

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

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Mar 23, 2021

How to write the perfect candidate rejection email

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

Lawrie Jones

Table of contents

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

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

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

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

What is a rejection email?

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

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

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

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

Why do I need to know about job rejection emails?

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

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

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

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

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

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

A well-written rejection letter can achieve three things: ‍

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

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

What makes an excellent candidate rejection email?

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

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

Let's look at these in more detail.

1. Thank the applicant

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

2. Give the bad news

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

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

3. Explain the reasons

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

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

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

4. End positively

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

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

How to reject a candidate via email

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

1. Use the person's name

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

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

2. Thank them for applying

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

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

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

For example: ‍

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

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

4. Be personal

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

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

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

6. Encourage them to apply again

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

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

7. End professionally

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

8. Proofread all emails

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

How long should my rejection letter be?

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

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

Subject line for the rejection email

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

Rejection email template

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

Example 1: Basic candidate rejection email

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

Example 2: Formal rejection letter

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

Example 3: Detailed rejection email

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

Example 4: Personal job rejection email

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

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

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Rejection Letters: Applicants Who Won't Receive an Interview

Consider Notifying the Candidates You Will Not Invite to an Interview

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Sample Applicant Rejection Letter

• Second Sample Rejection Letter

Application Receipt Acknowledgement

Letters for successful candidates.

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

Nothing is worse for your job applicants than when they have turned in their application materials and following, they hear nothing back from the employer. Yet too many employers, according to job searchers, never even send a form letter to let them know that their resume was received much less a rejection letter so they know they will not be invited for an interview.

This injures job searchers in a variety of ways. They don't know if you have reviewed their resume. They don't know if they are in the running for an interview or not. They don't know if you have rejected their application or if the problem is that your review process is taking longer than they expected. They don't know whether the job still exists.

They are left in a fog about what to do next. Is it any wonder that your office receives frequent follow-up calls? This is why you receive phone calls from applicants asking if you have received their resumes .

The applicant is trying to open up a dialog with you and is hoping that by calling, you will remember them. Most applicants are unwilling and fear that they could potentially hurt their prospects for a job by asking if they were selected for an interview.

Do you need a sample applicant rejection letter? Here are several sample applicant rejection letters for the people that you didn't choose to interview for the job. Use these letters to develop your own rejection letters that will politely and kindly, yet definitely, turn an applicant down.

This rejection letter is your standard applicant rejection letter. Send it in response to the resumes and applications you receive from applicants who are less qualified than those you decide to interview.

Since many of these applications arrive in email, a response via email is acceptable.

Email Rejection Letter

Name of Applicant Applicant's Address

Dear (Use Applicant's Name):

We appreciate your interest in (Company Name) and the position of (Name of Position) for which you applied. After reviewing the applications received by the deadline, yours was not selected for further consideration.

The selection committee appreciates the time you invested in your application. We encourage you to apply for posted and advertised positions in our company, for which you qualify, in the future.

Martha Mary Smith On Behalf of the Employee Selection Team

Second Sample Rejection Letter after Application

Note that, at this phase of your hiring process, applicants want to hear anything that you have to say. If they are not going to receive further consideration or an interview, they deserve to know.

Your communication with your candidates is crucial in maintaining your reputation as an employer of choice . You do not want prospective employees bad-mouthing you all over the social media sphere to their friends and relatives.

You want them to perceive you as an employer that holds gracious, kind, and professional conversations with your applicants at every stage of your hiring process. This will help you compete for the best talent in the years to come.

Sample Letter

Ms. Barbara Ferrell 2000 16th Street Anywhere, MI 00000

Dear Barbara:

We have reviewed your application for the position of Marketing Manager at Home Department. Unfortunately, we received applications from many more experienced candidates, some with extensive experience in our industry – which you do not have.

So, we will not schedule an interview for you with our company at this time. We do encourage you to apply for open positions that you qualify for in the future with our company.

Thank you again for your application and best wishes for your job search.

Lesley Richardson Director of Human Resources lrichardson@homedepartment.com Pho: 000-000-0000

Notice that the rejection letter is brief and doesn’t beat around the bush. It is straightforward and doesn’t offer sympathy.

But, it does tell the prospective employee that additional applications in the future will be welcome. So, yes, the applicant is rejected for this job but that doesn’t mean forever.

Smart applicants will interpret this as an encouragement to apply for additional positions at a later date. They should not view this letter as a complete rejection of their qualifications and credentials.

The employer simply had better applicants who were more qualified for the current open position.

An intermediary step is also encouraged by sending a message to the applicant acknowledging that their application was received . It is easy for an employer to automatically respond to every application received by using an autoresponder. It may sound impersonal, but especially if it is followed up by a letter similar to the above, the prospective employee at least knows that you did receive their application.

The rejection letter then becomes the second time that you correspond with your applicants. This is how effective human resources departments respond to applicants.

What if the candidate you are contacting was successful in his or her application? Use these sample job offer letters to let the candidate know the good news.

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Candidate rejection emails for every stage of the application process (free templates).

Want to professionally, thoughtfully, and empathetically reject job applicants? The following are different types of rejection email templates for each stage of the interview process. These will assist you to turn down job applicants at various stages in the process, whether when they are not called to interview or rejected following an interview.

It’s crucial you don’t skip or delay this step or fall into the busyness trap and use it as an excuse to fail to treat your job candidates with respect. You owe your job candidates graceful and timely communicated rejections, no matter at what stage they are screened out. 

Use these sample rejection templates as a guide, but they should come with a safety precaution: ‘Handle with care.’ There’s always the risk of sounding hollow and like a bot when you use ‘one-size-fits-all’ templates. Opt for messages that mirror your company’s employer brand tone and style, and are similar to human face-to-face conversations.

Additionally, candidates that progress interviews and commit a significant amount of time to the process, priority should always be given to rejection by a courtesy phone call first. But if time and competing schedules are not on your side, we have also included an email template you can use. 

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

So, what should I include in a rejection email?

A thorough rejection email should touch on the following elements:

#1 Say thank you Always thank a candidate for their time and interest in your company. Whether it was in application, or coming in for interviews in addition to being polite, this message also shows applicants your organisation values others’ time.

#2 Humanise it Always use the applicant’s first name and the title of the position. If possible, you may also include a note from the conversation or mention something that impressed you.

#3 Where possible, give feedback Where time permits and especially if candidates have given up a significant amount of time interviewing, provide some feedback as it provides valuable insight for the candidate that may help inform their next move. 

#4 Invitation to apply again If you feel a candidate is a good fit for the company, just not now, keep the door open and let them know you would like to contact them for other opportunities in the future. 

Candidate rejection email template: When not selected for an interview

Email Subject Line: Your application to [ Company_name ]

Hi [ Candidate_name ],

Thank you for your application for the  [ Job_title ] at [Company Name]. We really appreciate your interest in joining our company and we want to thank you for the time and energy you invested in your application for the [Job_title] position.

We received a large number of applications, and after carefully reviewing all of them, unfortunately, we have to inform you that this time we won’t be able to invite you to the next round of our hiring process.

Due to the high number of applications we are, unfortunately, not able to provide individual feedback to your application at this early stage of the process. 

However, we really appreciated your application and you are welcome to apply again at [Company name] in the future.

We wish you all the best in your job search.

Kind regards,

[ Your name ]

[ Your email signature ]

‍ Candidate rejection email template: After the team interview

It was a great pleasure to meet you and thank you so much for your interest in [ Company_name ] and the nice chat we had earlier. Unfortunately, I’m a bringer of bad news.  

After careful review, your experience and interests didn’t quite line up with what we were looking for. We have decided to move forward with other candidates at this time. We know you’ve got a lot of options when seeking a community where your skills and talents will shine, so we really appreciate that you considered us.

While this is a ‘no’ for now, it may not be forever. We think you could be a good fit for other future openings and will reach out again if we find a good match, and hopefully our paths will cross again.

Thanks once again for your time and interest. 

Candidate rejection email template: After the final interview

It was a great pleasure to meet you and we really appreciate your interest in a career with [ Company_name ]. 

Your skills and accomplishments impressed us. However after careful consideration, we wanted to let you know that we have chosen to move forward with another candidate for the [ Job_title ] position because they have more exposure to (.......) that more closely matched our hiring needs.

Our team was impressed by your skills and experience. Especially (.....). While it's a ‘no’ for now, we think you could be a good fit for other future openings and will reach out again if we find a good match.

Thank you for your time in interviewing with us and we wish you all the best in your job search and future professional endeavors.

Use ChatGPT to help you script empathetic rejection emails

Looking to use ChatGPT to help you script empathetic candidate rejection emails? Check out our ChatGPT Prompt Library for recruitment , with some great examples and use cases you can simply copy and paste into ChatGPT.

If you are looking for more time saving recruitment email templates, make sure to check out our Time-saving Email Templates for HR & Recruitment Teams resource. This includes templates for every stage of the hiring process such as; first touch sourcing email templates, recruiting email templates, interview email templates, hiring email templates, onboarding email templates and new hire announcement templates.

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Summary Points

What should i include in a rejection email.

#1 Say thank you Always thank a candidate for their time and interest in your company.

#2 Humanise it Always use the applicant’s first name and the title of the position.

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

Rejection Letter Without an Interview (Samples)

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

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

Free Templates

Rejection Letter Format

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

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

Rejection Email Format

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

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

Template Rejection Letter 

[Your Company Name]

[Your Company Address]

[City, State, Zip Code]

[Applicant’s Name]

[Applicant’s Address]

Dear [Applicant’s Name],

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

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

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

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

Warm regards,

[Your Name]

[Your Position]

[Your Contact Information]

Sample Rejection Letter Before an Interview

Dear Jordan,

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

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

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

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

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

Alice Smith

Quantum Financial Services

[email protected]

Key Takeaways

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

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

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

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

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

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

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

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

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

Tips for Writing an Interview Rejection Letter

As you write the letter, consider the following tips:

Avoid offering false hope

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

Send the feedback immediately

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

Be positive

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

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Letting a Candidate Down Easy: Crafting a Thoughtful Rejection Letter

Written by Salary.com Staff

June 25, 2024

Employers know that few tasks are less pleasant than telling an excited job candidate that they did not get the gig. Though rejection letters can be awkward, a thoughtful, personalized note shows respect for applicants' time and effort. This article offers tips on crafting rejection letters that soften the blow while maintaining professionalism.

Learn how to delicately highlight candidates' strengths, offer constructive feedback, and convey that there are no hard feelings. Thoughtful rejection letters can even boost your employer’s brand and keep doors open for future roles. With empathy and care, employers can carefully let candidates down while upholding their values.

What Is an Employee Rejection Letter?

An employee rejection letter is a formal letter sent to job candidates telling them that they are not fit for the position. These letters serve a few key purposes. First, they provide closure for candidates, letting them know where they stand and allowing them to move on in their search. Second, a rejection letter can help maintain goodwill between the company and the candidate. Even though the candidate wasn’t picked this time, a positive experience could lead them to reapply or refer others in the future.

Reasons for Rejection

There are a few common reasons candidates may be rejected for a role. The candidate's experience, skills, or background may not be an ideal match for the position. Another candidate may be a slightly better fit or have a stronger overall application . Budget constraints or a shift in company priorities could also lead to the cancellation of the role.

In the rejection letter, the hiring manager provides a brief explanation for why they did not pick the candidate. But they must keep the details at a high level. There is no need to provide overly specific feedback or criticism. The goal is to be polite but concise.

Why Send a Rejection Letter?

Sending a thoughtful rejection letter is a courteous and professional thing to do. It leaves the candidate with a good impression of the company and the hiring process.

• It is Respectful

A carefully crafted rejection letter shows respect for the candidate's time and effort. It recognizes their interest in the role and the work they put into the application. Letting them know the outcome provides closure, so they can focus their efforts elsewhere.

• It Builds Goodwill

A company's reputation depends on the experience of each candidate at every touchpoint. A kind rejection letter helps build goodwill and word-of-mouth marketing. There is disappointment in not getting the job, but the candidates will appreciate the company's thoughtful communication and consideration of their time.

• It Encourages Future Interest

There is always a chance the candidate may be a good fit for a future opening. A positive experience with the rejection process may urge them to reapply or refer others. The letter can express a desire to keep their information on file for other suitable roles. This small gesture gives the candidate hope for another opportunity to join the team down the road.

While delivering sad news is never easy, a well-crafted rejection letter can make the experience more acceptable for the candidate and beneficial for the company. With politeness and empathy, it helps an ongoing relationship and future interest from this candidate and others. Overall, it is a key part of a good candidate experience and building a talent community.

Elements of an Effective Rejection Letter

• Be Polite Yet Clear

The letter must be courteous yet unambiguous. Open by thanking the candidate for their interest in the role and the time they invested in the interview process. Clearly state that the company went with another candidate for the position. Apologize for any inconvenience and wish them the best in their job search.

• Provide Helpful Feedback (If Applicable)

If there are specific areas in which the candidate could improve for future openings, provide helpful feedback in a thoughtful, hopeful manner. For instance, suggest gaining more experience in a particular skillset or taking a course to sharpen their knowledge in a subject matter. Frame the feedback as helpful advice rather than criticism.

• Express Interest in Future Roles (Optional)

If the candidate is a strong contender and you would consider them for future positions, express interest in having them reapply. For instance, state that they have impressive experience and qualifications. Convey that you would welcome the chance to consider them for any future suitable openings. This softens the rejection and leaves the door open.

• Review and Proofread Carefully

Double check that you have the correct address of the candidate and that the letter is free of any errors or typos before sending. The HR specialist’s manager must review the letter in addition to the hiring manager. A carefully crafted, error-free rejection letter reflects well on the company. It also helps maintain goodwill with candidates, even for those who were not chosen for the current role.

The key elements of an effective rejection letter are politeness, clarity, helpful feedback (optional), expressing future interest (optional), and careful review and proofreading. With the right approach and tone, a rejection letter can still leave a good impression.

Sample Rejection Letter and Template

When letting a candidate down after an interview, a thoughtful rejection letter can go a long way. Crafting a warm yet professional rejection letter is a vital part of the hiring process.

A template rejection letter may read:

Dear [Candidate Name],

Thank you for joining the interview session for the [job title] position at [company name]. We appreciate the opportunity to meet with you and learn more about your experience and interests.

After careful consideration, we have decided to proceed with another candidate for this role. While you have an impressive background and qualifications, another candidate's experience more closely aligns with our immediate needs.

We hope for the best in your career journey. Please keep us in mind for future opportunities as your experience grows.

[Your name]

[Your title]

This template provides a polite yet simple message to the candidate. It expresses appreciation for their time while explaining that another applicant with more relevant experience got the role. The closing urges the candidate to reapply if their experience changes in the future.

Even though writing rejection letters can be tough, taking the time to craft thoughtful ones shows candidates that the company cares. If done right, these letters can preserve the employer’s brand and the applicant's dignity. While there is no one-size-fits-all template, keeping the tone positive, providing constructive feedback, and expressing gratitude for their time creates a meaningful experience.

With empathy and care, rejection letters present opportunities to strengthen connections and leave candidates with an appreciation for the company. Though you may not be hiring them today, you never know when your paths may cross again down the road.

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Interview rejection letter templates.

What is a Rejection Letter?

Why interview rejection letters are so important, what to include in a well written rejection letter, how to write an interview rejection letter, rejection letter before interview examples, rejection letter example, rejection email before interview template, rejection letter after interview examples, rejection letter after interview example, pre-interview vs. post-interview rejection letters.

Interview Rejection Letter Tips

Sample Job Rejection Letters

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

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

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

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

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

Job applicant rejection letter tips

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

The structure of the job applicant rejection letter

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

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

Job candidate rejection letter samples and templates

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

Dear < Applicant’s first name >,

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

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

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

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

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

< Sender’s name >

Job Rejection Letter Sample 2

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

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

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

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

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

We wish you all the best with your future ventures.

Job Rejection Letter Sample 3

After a phone interview.

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

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

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

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

Job Rejection Letter Sample 4

After a face-to-face interview.

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

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

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

Once again, thank you very much for your time.

Job Rejection Letter Sample 5

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

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

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

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

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

Job Rejection Letter Sample 6

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

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

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

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

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

Job Rejection Letter Sample 7

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

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

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

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

Job Rejection Letter Sample 8

After assessment test.

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

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

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

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

Conclusion: Job applicant rejection letter sample

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

Want templates for job descriptions to attract the best candidates?

Click here for Fountain’s job description templates , which include bank teller, delivery driver, retail cashier and more. You can even use our interview preparation checklist to prepare in advance for your interviews with each candidate.

After you’ve filled in your job description templates, you can use Fountain’s Boost to get your description in front of the most qualified candidates on both free and paid platforms.

For quicker and more efficient sourcing and hiring, find out about how to Boost a job here .

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You want to hire fast, but you also want your candidates to have a smooth journey to their first day of work. Learn how to enhance the applicant experience to build a successful frontline workforce.

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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 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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Post-interview rejection letter sample

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 rejection email after interview, to be brief and clear about the rejection.

Thank you for taking the time to meet with our team about the [ role title ] role at [ company name ]. It was a pleasure to learn more about your skills and accomplishments.

Unfortunately, our team did not select you for further consideration.

I would like to note that competition for jobs at [ company name ] is always strong and that we often have to make difficult choices between many high-caliber candidates. Now that we’ve had the chance to know more about you, we will be keeping your resume on file for future openings that better fit your profile.

I am happy to answer your questions if you would like any specific feedback about your application or interviews.

Thanks again for your interest in [ company name ]  and best of luck with your job search.

[ Sender Name ]

• Learn why employers should always write a polite  rejection letter after an interview
• Tutorial:  How to reject candidates without burning bridges

Sample rejection letter after interview

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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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10 Common Sales Interview Questions — and How to Answer Them So You Get the Job

Prep for these common questions and nail your next job interview.

Lori Richardson

Share article.

Few things are more thrilling — or nerve-racking — than seeing an email in your inbox that says, “We’d like to schedule an interview.” Standing out in a sea of applications seems harder than ever, so landing an interview is a big deal. Once you do, it’s even more important to keep up the momentum by thoroughly preparing before you’re face-to-face with a hiring manager.

Knowing common sales interview questions, understanding why they’re asked, and having good answers prepared can make all the difference. We’ll dig into what to expect and how to prepare so you can enter your next interview with confidence.

What you’ll learn:

What to expect during a sales interview, preparing for a sales interview, 10 common questions and answers for a sales interview, 6 questions to ask during your sales interview, 8 sales productivity pitfalls (and how to avoid them).

Get the Sales Productivity Workbook and avoid pitfalls like bloated tech stacks and approval bottlenecks.

While every company has different ways of handling interviews, you will likely encounter these scenarios.

Phone screen with a recruiter

You’ll typically be contacted by a recruiter or screener first. Their goal is to gauge your fit for the position and determine whether you should move to the next step. They may do this by phone or video call, or they may simply email you a few questions. If you advance to an interview with a hiring manager, be prepared for an in-person or virtual meetup. This initial interview often lasts between 30 and 60 minutes, but it may not be your only one. Sales managers may conduct a few rounds of interviews and have you meet with different people you could potentially work with before making their hiring decision.

Behavioral questions

During a sales interview, expect a combination of behavioral questions, situational scenarios, and assessments of your sales skills. The interviewer will likely ask about your previous sales experience, including achievements, challenges, and strategies for success. They might present hypothetical sales situations to gauge your problem-solving abilities and find out how you handle pressure. You may also encounter role-playing exercises that simulate sales interactions so the interviewer can observe your approach and evaluate your ability to think on your feet.

Culture fit check

Hiring managers want to understand why you’re interested in working at the company and how you see yourself fitting into the culture. So they might ask about your understanding of the business — their products or services and target market, for instance — and what motivated you to apply. Interviewers are searching for you to provide details that aren’t in your application, resume, or cover letter that demonstrate the level of your industry knowledge and relevant experience.

( Back to top )

For any sales role, it’s important to showcase your interpersonal skills, enthusiasm, and willingness to learn and adapt. In my experience, coachability is often at the top of a hiring manager’s list, so consider how to highlight this desired skill during your interview. For example, if you’re asked to describe a time when a sale didn’t go your way, you could talk about how you sought advice from a manager, applied their feedback, and how it eventually led to a successful outcome.

Getting ready for a sales interview takes time and practice. Here are the steps you should take to prepare:

Step 1: Research the company and its people

A common kickoff question in an interview is “What do you know about our company?” Being able to answer this thoughtfully demonstrates your interest and preparation. Start by thoroughly researching the company, its products or services, target market, and competitors. Review its website and social media to get a sense of the culture, values, and priorities. Search for any recent news articles where it’s featured to learn about new achievements or initiatives. There are also AI prompts you can use to find financial, competitive, and industry information to help you prep your own insights and questions.

It’s also helpful to research key people at the company to get familiar with their backgrounds and sales philosophies. I recommend using LinkedIn or tapping into your sales network for information. Taking this initiative can help you connect with the interviewer while making a positive impression and differentiating yourself from other candidates.

Step 2: Focus on the role’s requirements

Next, carefully review the job description for the role you’re applying for. Make sure you understand the responsibilities and requirements. Practice tailoring your responses to highlight how your experience aligns with the expectations of the role and the company’s sales culture.

It’s important to use concrete examples to show off your abilities, achievements, and how you respond to different situations. For example, if you were applying for a sales development representative role, you could talk about your success identifying qualified leads that resulted in closed deals at your previous position. Use exact numbers and specific examples when possible to illustrate your successful track record.

If you don’t have a long list of details or meet every single requirement listed for the role you’re interested in, don’t be discouraged. Women often won’t apply for a role unless they meet 100% of the requirements. This is a contributing factor as to why we have fewer women in sales roles. My advice is to apply anyway. Most companies don’t need all of the “bullet points” they list. 

Step 3: Practice for the part

After researching, it’s time to practice. Identify common sales interview questions (such as the ones in the next section) and think about how you would answer them. Write down your answers and say them out loud, paying attention to how they would sound to someone else. Ask a friend or family member to rehearse with you or record yourself answering the questions. Repetition and feedback will help you perfect your delivery and improve your confidence.

An interview can rattle your nerves, so practice breathing naturally and not rushing while talking. Whether you’re interviewing in-person or virtually, dress for the part and be at least five minutes early. This can help you gather your thoughts and feel calmer when it’s time to start.

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Interviews are an exciting chance to set yourself apart, and preparation is key. Here are 10 typical questions to help you approach your next interview with confidence.

1. What do you know about our company?

Why they ask : This sales interview question aims to find out if you’ve taken the initiative to prepare — a key part of any sales role. Interviewers are looking for enthusiasm and a strong grasp of the company’s values, priorities, and culture.

How to answer : Your answer should demonstrate your knowledge about the company, its products or services, market position, and priorities. Focus on their culture, values, and sales philosophy — especially if they align with your own so you can work in subtle messaging that you’re a good cultural fit for the organization. Explain what attracted you to the position and how you think you’ll contribute to their success.

2. Can you tell me about your sales experience?

Why they ask : Interviewers want to learn about your background in sales: what you studied, where you’ve worked, training programs you’ve completed, and sales methodologies you’ve learned. They’re looking to see if your experience is a good fit for their sales organization.

How to answer : When speaking about your experience, you should typically go back five or ten years, focusing on the most impactful roles that demonstrate your sales skills. If you don’t have that much experience, relate how a school project or working to raise money for a charity had relevant skills and effort. Be sure to communicate how your experience directly aligns with the requirements of the role. This is also an opportunity to showcase your communication skills and how well you can articulate your achievements and approach to sales. 

3. What kind of sales environment motivates you?

Why they ask : This question digs into your work preferences and your potential compatibility with the company’s culture. Sales roles often require you to be both skilled at selling and highly motivated to perform. By understanding what type of work environment energizes and inspires you, interviewers can get a sense of whether your preferences would fit well with the rest of the sales team and the company as a whole.

How to answer : If you work best independently, speak to that. If you’re more comfortable as part of a team, talk about why. Personal work style preferences vary, and it’s important to be honest so interviewers can see where you thrive. But keep the company’s style in mind. For example, if you’re interviewing at a small mom-and-pop shop, you might not have a big team to lean on. In that case, highlighting your ability to work alone and support others would be wise. Talk about how you can flourish in the company’s setting while also articulating what you need to succeed.

4. What kind of sales cycles are you used to?

Why they ask : Interviewers want to know if you know what a sales cycle is and how they work. It signals how familiar you are with the industry. They also want to find out about your practical experience with the intricacies of the sales process. Your answer to this question reveals a lot about your sales background, approach, and problem-solving ability.

How to answer : Share your experience with sales cycles, such as which ones typically work best for you and why. Explain how your sales background aligns with the company’s sales process. For example, if you’re applying at a firm that does B2B sales and you have experience with long and complex sales cycles, be sure to talk about this. If you’re more comfortable with short B2C sales cycles, explain why and how it applies.

5. What does a normal sales day look like for you?

Why they ask : Recruiters often ask this question to learn about your daily routine, work habits, and approach to sales. It gives the interviewer an idea about the amount of structure you’re used to — including your ability to work independently and the kinds of management styles you’ve experienced. Your answer helps the interviewer predict your potential to succeed in specific sales environments.

How to answer : Describe your work habits, emphasizing how you prioritize your tasks, manage your time, and organize your schedule. Talk about what you do if something unexpected comes up — like a last-minute meeting or cancellation. If you work from home, you might talk about how you avoid distractions and stay productive. If you work in an office, it can be helpful to explain how you manage days when there are a lot of tasks on your plate vs. when times are slower.

6. How do you deal with rejection?

Why they ask : This question aims to gauge your resilience, emotional intelligence, and coping mechanisms when things don’t turn out as planned. How you respond gives interviewers insight into how you rebound from setbacks and maintain motivation and productivity.

How to answer : Rejection is an inevitable part of any sales job. Highlight your strength and durability by talking about the specific coping strategies you use to bounce back from disappointment and stay motivated. Frame negative outcomes as learning opportunities. Explain how when things don’t go your way, you look at it as a chance to try a new approach. Demonstrate your ability to maintain a positive outlook amid setbacks.

7. Tell me about a recent sale you won and your role in it.

Why they ask : Interviewers want concrete examples of your sales skills, experience, and contributions to successful outcomes. This question helps them understand your ability to effectively navigate the sales process — from prospecting to closing deals — and the specific strategies and techniques you used to do it. It also allows them to see how you communicate, negotiate, problem-solve, and perform overall.

How to answer : Highlight the skills, strategies, and specific steps you took to close the deal. If you worked independently — or as part of a team — speak to your contribution and why it was successful, articulating your sales process and demonstrating your value. Show off your problem-solving abilities and your approach to overcoming specific challenges in the sales process to give interviewers a sense of what they can expect if you join their team.

8. What’s a problem you faced where you had to think outside the box to solve it?

Why they ask : By prompting you to share a specific example that demonstrates your creativity and resourcefulness, interviewers can gauge your ability to think critically, adapt to challenging situations, and innovate to meet sales goals and resolve issues before they become devastating.

How to answer : Talk about how you approach unexpected challenges. If you solved a problem in an unconventional way, talk about the experience — including your thought process and why it was successful. Sharing an example of a time you identified a problem and presented a solution on your own lets the interviewer know you can come up with and implement a fix without needing help.

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9. Walk me through a sale that didn’t go well. What did you learn from the experience?

Why they ask : Interviewers want to know about your ability to reflect, learn from failure, and adapt your approach. By asking about a sale that didn’t go well, they can see if you understand how to think objectively about your performance, identify areas for improvement, and apply your learnings to future sales opportunities.

How to answer : Failure is an important part of growth and development, so speak to that in your interview. Be prepared to tell a story where you knew something felt wrong or ended badly in the moment or afterward and it drove you to change something specific about your sales process. Describe how you applied it and what the results have been. Get into the details of how you recognized you were taking the wrong approach and decided what steps to take to change. This not only shows off your self-awareness but also your willingness to improve.

10. What’s the best advice you’ve ever received?

Why they ask : This question gets at the heart of what matters to you, your personal growth, and your ability to learn from others. Interviewers want to learn about who and what inspires you, the lessons you’ve internalized, and how you’ve applied them in your professional life.

How to answer : This is a chance to talk about your values, philosophy, and other influences that have a specific tie to your approach to sales. Think about a moment in time when someone or a situation had a significant impact on you — a mentor showed you how to overcome a problem, the instructor at a training program revealed a new way of thinking for you, or you read a book and took a chance on doing exactly what it said. Form a story around this and tell it to the interviewer so that it’s clear how the experience helped you succeed in your sales career.

Bonus sales interview question: Sell me this pen

Why they ask : Interviewers typically ask situational questions to see how you respond on the spot. They want to understand how comfortable you are with selling, your ability to think outside the box, and how you perform under pressure. It’s a chance to show off your confidence and ability to recall and apply information in the moment.

How to answer : There is no right or wrong way to answer this question. Rather it’s a chance to show that you understand the sales process, are a good active listener, and can craft a persuasive — not pushy — sales pitch in the moment. For more tips on how to answer this question, read our full article .

Any time an interviewer asks, “Do you have any questions for me?” you should have three to five ready to go. Remember — you’re interviewing them as much as they are you. Getting your questions answered helps you get a feel for what it might be like to work there. It shows not just that you’ve done some research but also that you’re thinking about the possibility of working there long-term. If you don’t have any questions at all, the interviewer may take it as a sign you’re not interested in the role or that you’re inexperienced.

Here are some questions to consider:

1. How long have you been here, and what do you like most about your job?

This sales interview question helps you get a better sense of what it’s actually like to work there and gives you insight into the company’s turnover rate. It shows that you have an interest in their culture and how you might fit in.

2. Can you tell me a little bit about your sales process?

If you want to understand the working environment, this is a good question to ask. Getting a sense of the existing structure and steps helps you assess whether you have any experience with similar processes and if the place is a fit for your working style.

3. What is my potential for growth here?

This shows that you’re thinking about long-term opportunities and advancement. Understanding your growth potential provides insight into the company’s commitment to nurturing its talent and creating opportunities for career progression.

4. What are the biggest challenges your team is currently facing?

This question gives you a chance to peek under the hood, and potentially see any red flags. It also gives you a chance to jump in with a solution, something like “I hear you’re having trouble tapping into new territories. I built a process in my previous role ….”

5. How do you measure sales goals for my position?

Understanding key metrics associated with your role not only gives you insight into the company’s sales priorities, but it also gives you a clearer sense of your specific performance expectations.

6. What is your compensation structure?

This may be covered in your interview, but if not, asking about it demonstrates your interest in understanding the earning potential and rewards for high performance. Getting clarity on opportunities for financial growth is helpful to know before accepting a position so you aren’t disappointed or surprised later.

Nail your next sales interview

While there’s no way to anticipate every interview question and there are no one-size-fits-all answers, you should have a better idea of how to approach your next sales interview. Above all, it’s crucial to remember a few key things.

First, thorough research is essential; you can’t have too much information before your interview — just make sure you put it to good use. Second, practice answering a variety of questions to ensure you’re ready for any curveballs that may come your way. Lastly, maintain confidence and authenticity throughout the interview process. When you’re adequately prepared, you can confidently speak to why you’re the ideal candidate for the job.

Congratulations — you’re ready to navigate your next sales interview and land the job you’ve been working for.

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Lori Richardson is CEO of Score More Sales, a sales strategy firm. She helps company leaders solve sales team issues through data tools and insights. Lori is also an author and podcast host, and she coaches Harvard MBA students each year on sales topics.

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