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How To Write A Job Rejection Letter
Whether you are a small business owner or a large corporation, ensuring that every candidate gets a response within a few days of their interview is essential.
Rejection letters or emails are a necessary part of the recruitment process. They should be written professionally and courteously with, ideally, some personal detail and perhaps tips for the future. This article contains information on what to include and samples of short and detailed rejection emails or letters.
Example of a Short Rejection Email
Dear [ Applicant’s Name], Thank you for your interest in the role of [Position Name].
Unfortunately, your application has been unsuccessful at this time. We appreciate the time and effort you placed into your application and enjoyed meeting you.
Regards, [ Your Name ]
Above is the simplest form of a job rejection letter. But read on to improve your process:
Unfortunately, not everyone you interview during recruitment will be right for your business. For whatever reason, there will always be cases where the applicant just isn't right. Time is valuable in business, but there is a range of reasons why you should respond to candidates with a simple rejection letter. Here's our guide to rejecting applicants and a sample letter for you to use for your candidates.
Click the link to see an example of a Longer Rejection Letter
Why is it worth writing a rejection letter?
Rejected applicants should still have a good opinion of your business:
Even if a candidate doesn't meet your requirements, it's important to treat them with respect to avoid them spreading negative comments about your company. In a similar vein of thought to customer service interactions, a bad experience is far more likely to be shared than a good one.
It can save you time:
Candidates who have invested time in a job vacancy will often reach out to employers who they have not heard back from. A simple interview rejection letter can save valuable time by letting candidates know where they stand.
Candidates may be right in the future:
Often when an applicant isn't suitable for a current position, they could be ideal for another role presently or in the future. This is particularly important in specialist fields, as these industries are small worlds where you will likely interact with the same person again.
Rejection letters are easy to write:
A simple response can be written and posted within minutes, and candidates are usually satisfied with one simple, constructive piece of feedback that they can take into the future.
View a full job rejection letter sample in your browser here.
Things to consider:
All applicants want from a rejection letter is a piece of constructive criticism that will help them in job applications for the future. When interviewing a candidate or reading through an application, it can be good practice to already think of that one piece of constructive criticism you can give if you have decided they are unsuitable for the position.
There will be occasions when you want to put more time and effort into writing a rejection letter, which is to be expected. Examples of these times can be:
- An applicant where you have a personal relationship already – Often it can be worth going into a bit more detail why they are not suitable for a position with candidates who you deal with regularly. In these cases, a phone call can often be more appropriate.
- Lengthy recruitment processes – For a vacancy with a series of rounds, e.g. first, second and third interviews, it is usually worth writing a more personal rejection letter. If a candidate has passed a series of rounds it will probably be someone you could consider in the future!
- Someone who has obviously invested a lot of effort – Candidates who have travelled a long distance or have had to invest a lot of time into an application should deserve a more detailed rejection letter than someone who has failed on the first round due to a psychometric test. This is common sense but goes back to the idea that you want to give people who could talk about your business a good experience, even if they have been rejected.
Should a Rejection be a Letter, email, or phone call?
In this day and age, the majority of rejection letters are sent through email. After all, over 90% of job applications are sent through a website or email anyway!
What's the best timing for sending a rejection letter?
A common misconception with sending rejection letters is that you must wait a given period after the application or interview to treat the candidate respectfully. Employers often think that if they send a rejection too quickly, candidates will feel down that they haven't had sufficient consideration.
Rejecting an internal candidate
For many vacancies, the position will be advertised both internally and externally for applications. Rejecting a candidate who is already part of your business can be a special case, as it's important to treat them with as much respect as possible to make sure they are still happy in their current position. Often it can be worth following up a letter with a quick one-to-one meeting to ensure them they are still valued in your organisation. Tell them why they were unsuitable for the vacancy and how you will help them with their personal development in the future.
Rejecting a candidate based on 'cultural fit'
Example of a longer rejection letter.
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.
Date published: 24th November 2022
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by Rob Scott
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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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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 .
Can you automate interview scheduling, hiring in the grocery industry: a closer look, preparing for hospitality growth.
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How to write a rejection letter (with template and example)
7 min read · Updated on July 21, 2023
Let job seekers down gently with the professional approach to rejection
“Rejection doesn't mean you aren't good enough; it means the other person failed to notice what you have to offer.” So said American writer, Mark Amend.
While this might be true in other walks of life, in an interview scenario it means you didn't project your key strengths forcefully enough to secure the position you required.
It's never easy telling someone they're not wanted. And it's never easy being told you're not wanted. Whichever side you're coming from, it's a necessity in the recruitment process. You can't give everyone a job!
But what's the best way to go about it?
How to write a rejection letter
A stony silence from recruiters or employers is probably more painful for jobseekers than a rejection letter, especially when they've put their heart and soul into the interview. At least with a job applicant rejection letter, they know where they stand and can move on to apply for other roles.
It's also important to keep candidates on your good side. Remember that you meet colleagues climbing up the career ladder as well as coming down!
As with any correspondence from your company or business, a rejection letter should be thoughtful, professional, and articulate. After all, it's a reflection of your organisation and therefore should present your high standards in the best possible way. That means rejection letters should be thoroughly checked and proofread for any errors before being sent out.
Below are some hints to take on board when compiling a rejection letter.
While no one relishes being rejected, it's vital to tell candidates as soon as you can that their application has been unsuccessful. This shows that you respect their time and effort in attending an interview and showing an interest in your company.
There's no need to go into a long spiel within the rejection letter itself. While you can take a sentence or two to provide some feedback, it's generally better to keep the letter to just a few paragraphs, such as in the example below.
Let candidates know they haven't made it any further in the recruitment process early on in the rejection letter. That way they don't have to spend time reading through the entire epistle before finding out right at the end that they've been unsuccessful.
If possible, maintain a positive tone, explaining why you liked their application or any positives that came out of their interview. This can lift spirits, despite the bad news, and might mean they don't become too despondent as they move on.
Be aware of internal candidates
For internal positions, you might have to send a rejection letter to those you already work with, or have dealings with, in an organisation. Focus on giving more detailed reasons as to why they didn't succeed this time. Maybe organise a meeting where you can discuss what happened in more detail, but at the same time ensure that they're still happy in their current position.
The importance of writing a rejection letter
If you tell applicants quickly that they haven't been successful this time in securing the job, they can move on and seek other roles without being left hanging.
For a positive company image
With many people relying on reviews online or checking out a company's culture , it's worth taking that small amount of time and effort. By sending a polite rejection letter, the rejected candidate just might leave a positive note.
For the maintenance of continuing good relations
There are always going to be other roles available at your organisation. By being courteous, this leaves the door open for potential opportunities in the future.
What is a good example of a rejection letter?
Rejection letters can come in all shapes and sizes - from the one liner to a more in-depth review of a job application and - hopefully - some constructive feedback.
Follow the below steps when constructing a rejection letter, as well as checking out our example and template:
Thank the applicant
Start the rejection letter with thanking the applicant for taking the time to apply for the role. Not only does this give a positive image of your company, it also sends out the message that you appreciate what they did.
Example: “It was a pleasure meeting with you and I would like to thank you for taking the time to attend the interview / complete the tests / send in your application.”
Tell them why you're getting in touch
It's important to state straight off why you're writing to them, with a short statement telling them that they haven't been successful this time. You can be courteous by apologising, but make sure there's no ambiguity by clearly stating that this is where their journey comes to an end.
Example: “Unfortunately, in this instance, we have decided not to proceed any further with your application.”
Give a valid explanation
Giving an honest reason as to why you've chosen someone else over them can help in future job searches, as it points candidates towards something to build on or improve. While they're still being rejected, it gives them something to work with.
Example: “We interviewed a lot of candidates for the position of Sales Assistant and our chosen candidate had more experience in dealing with customers face-to-face.”
Offer a positive slant
Highlighting some good points from their application will hopefully encourage the job seeker to move forward in a positive way when they apply for other roles.
Example: “Your knowledge of the industry was excellent and you answered the strength and weaknesses questions to a very high standard.”
Keep the door open for future opportunities
Only include this if you think the candidate might fit well within the company in another role. This is a great way of keeping a working relationship going and also sends out a more positive message.
Example: “We would be keen to keep your details on file for any future roles, if that is of interest to you.”
Encourage them to apply for other roles
Again, this is only if you're sure the candidate you've rejected has assets that can be used in other areas of the business. This reassures the applicant that you're still interested in them as a professional, even though they didn't fit the spec of this particular job.
Example: “We would like to encourage you to apply for other roles in the business development department if they fit with your experience and skills.”
Close on a positive note
Make that last impression count by finishing off the rejection letter with a positive slant. The aim is to make the candidate feel good towards your company, even though they haven't been successful in this instance.
Example: “Again, thank you for considering the role at our company and we wish you the best of luck with your continuing job search.”
Rejection email or rejection letter?
If you've recently received a rejection letter, it's probably time to spruce up your CV and interview techniques . Taking a look at TopCV's free CV review is certainly a good start. With clear and concise advice from the experts, you'll surely be on your way to job success very soon!
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- 7 Rejection Letter Samples to...
7 Rejection Letter Samples to Send to Unsuccessful Applicants
10 min read · Updated on September 14, 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.
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.
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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- Email Playbook
Job Rejection Letters to Unsuccessful Applicants( 10 Samples)
One LinkedIn hiring post and an overflow of multiple candidates spamming the company email with CVs; is a typical scenario for most companies. While these candidates might have impressive CVs, not everyone can be hired, which is when a well-drafted, well-reasoned rejection letter comes into play.
What is a rejection letter?
A rejection letter is a professional yet cordial way to address job candidates if they are not selected for a job in response to their application. Rejection letters should be concise, clear, honest, and positive. They must be short and personalized in the context of each candidate. Sending rejection letters contributes to an efficient hiring practice of showing appreciation to candidates who applied but were ultimately not selected.
Types of rejection letters
When a company decides not to move forward with a job candidate, it is essential to send a job rejection letter to communicate the decision respectfully and professionally. There are several types of job rejection letters, each catering to different stages of the hiring process and candidate interactions. Below are some common types:
1. Standard Job Rejection Letter: This is a generic rejection letter used for candidates who applied for a position but were not selected to proceed to the interview stage.
2. Post-Interview Rejection Letter: Sent to candidates who participated in an interview or multiple rounds of interviews, this letter acknowledges their efforts and time invested.
3. Internal Candidate Rejection Letter: When an internal candidate applies for a job opening but is not selected, this letter is used to inform them of the decision.
4. Final Job Rejection Letter: This type of letter is sent to candidates who reached the final stages of the hiring process but were not chosen as the ultimate candidate.
5. No-Response Rejection Letter: Unfortunately, not all companies send individual rejection letters to every applicant. Instead, they may choose to send a no-response rejection letter to applicants who were not selected for an interview.
6. Post-Offer Decline Letter: In some cases, a candidate may decline a job offer after receiving it. The post-offer decline letter is sent to express understanding and gratitude for the candidate’s consideration, while also acknowledging their decision not to accept the offered position.
7. Rejection Letter with Feedback: While not as common, some companies may choose to provide constructive feedback to candidates, especially those who reached the interview stage.
8. Re-Application Encouragement Letter: For candidates who showcased potential but were not the right fit for the current opening, a re-application encouragement letter can be sent.
Tips for Writing a Good Candidate Rejection Email
- Address rejection directly: Beating around the bush is the last thing you must do with a rejection letter. Not receiving concrete reasons or feedback leaves the candidates thinking about what went wrong. Address the reason for rejection directly and let the candidate know where they stand so they don’t keep hopes of an update from your company and look for other jobs.
- Be gracious and courteous: The tone of the rejection letter should be formal yet polite and considerate at the same time. Don’t lash out at the candidate with a rejection letter, be courteous and open the letter with “It was a pleasure meeting/speaking with you….”
- Add a touch of personalization: You can add details about your interview with the candidate and add which of their traits were nice yet don’t sit right with the company. Personalizing the candidate rejection email template makes the candidate accept the rejection with lightheartedness.
- Refrain from using negative language: Instead of upright stating the reason for rejection to the candidate and concluding the letter, frame the rejection letter in a positive light. Mention that there were several applicants and the position to hire only one; hence the candidate couldn’t be selected.
- Don’t keep the candidates waiting: Yes, hiring is a daunting task. You might be interested in holding off on the rejection letters for a while. However, sending rejection letters when you find the perfect candidate is the right way to proceed, as it affects the company’s reputation. Hence, communicate via a well-drafted rejection letter timely.
Rejection letter samples
If you are a company that hires regularly, and even otherwise, here are ten job rejection letter samples with reasons that can make for easy-to-fill templates and make your job easier:
1. Job Rejection Letter: Appreciation for Your Application
After writing a salutation, mention how much you appreciate the candidate sending an application and applying for a job at your company. Concerning where the candidate stands in the hiring process, mention a word of thanks for their application and interview with you. This makes the rejection letter less hurtful and more courteous.
Dear [Applicant’s Name],
Re: Job Application for [Position Title]
Thank you for applying for the [Position Title] position at [Your Company/Organization]. We appreciate your time and effort in submitting your application.
While we were impressed with your qualifications, we regret to inform you that we have decided to move forward with another candidate whose skills and experience more closely match the requirements of the position.
We genuinely appreciate your interest in joining our organization, and we encourage you to continue pursuing opportunities that align with your skills and career goals.
We wish you the best in your job search and your future endeavors. Thank you for your understanding.
2. Regretful Job Rejection: Thank You for Applying
Write a proper salutation and correct subject line as per the position for which the candidate applied. Please mention that you regret to inform them that they were not finalized for the position you applied for; however, you are thankful for them applying to your company.
Thank you for applying for the [Position Title] position at [Your Company/Organization]. We appreciate your interest in our organization and the time you invested in submitting your application.
After careful consideration, we regret to inform you that we have decided to pursue other candidates whose qualifications more closely align with the requirements of the position. Please understand that this decision does not reflect any shortcomings on your part.
Your skills and experience are valuable, and we do not doubt that you will find the right opportunity to showcase them.
Thank you once again for your application, and we wish you every success in your future endeavors.
3. Job Application Outcome: Unfortunately, Not Selected
As crucial as it is to acknowledge the role for which the candidate has applied and the fact that they’ve been rejected, it is important to mention a reason in a manner toned down on negativity. Mentioning a proper outcome of the job application will help the candidate improve their skills.
Greetings, [Applicant’s Name].
Re: [Position Title] Job Application
We appreciate you recently applying for [Position Title] at [Your Company/Organization].
We regret to notify you that you were not chosen for the job after careful evaluation. It was difficult to choose from the many highly talented individuals in our pool.
We urge you to take advantage of possibilities that match your abilities and professional goals. Thanks to your credentials and expertise, you are a strong candidate, and we have no doubt that you will find the proper fit somewhere else.
Once more, thank you for considering [Your Company/Organization] as a potential employer. We wish you success in all of your upcoming endeavors.
4. Job Rejection Letter: Appreciation and Encouragement
Being polite, encouraging, and appreciative of a candidate’s effort and wishing them the best for their career is an important part of the rejection letter.
Thank you for applying for the [Position Title] position at [Your Company/Organization].
After carefully reviewing your qualifications and experience, we regret to inform you that we have decided not to proceed with your application at this time. While this decision may be disappointing, please understand that it does not diminish your skills, achievements, or potential.
Your [mention specific skills/experience] impressed us, and we have no doubt that you will find a suitable opportunity to showcase your talents.
We believe the right position is waiting for you, and we wish you the best in your future endeavors.
Should future opportunities that match your qualifications arise, we would be delighted to have you reapply and consider you for those positions.
Thank you for your understanding, and we genuinely appreciate your interest in our organization.
5. Regretful Decision: Your Job Application Outcome
Mention phrases such as ‘regret to inform you’ to give it a formal yet compassionate tone. And then state the job application outcome with a particular reason.
We want to thank you for your application at [Your Company/Organization] for the post of [post Title].
However, we regret to inform you that, at this stage, we will be moving ahead with another candidate. This decision was taken after a thorough assessment.
Our applicant pool was full of competent candidates, and we eventually chose a candidate with a stronger connection to the position’s demands.
We appreciate your positive attributes and think you have a lot to contribute.
6. Job Application Result: Thank You for Your Interest
Always acknowledge the candidate’s effort in sending their resume and applying for a role at your company. The language of gratitude will positively impact the company’s image and set a softer tone for the rejection.
We chose another candidate whose expertise and qualifications more closely match the requirements of the post, even though you have important skills and certifications.
We recognize that looking for a job can be difficult, but we want to encourage you to keep looking for possibilities that fit your qualifications and professional objectives.
We hope that our paths will cross again in the future because we have no doubt that your perseverance and skills will lead you to success.
Regards, [Your Name]
7. Job Rejection Letter: Gratitude for Your Candidacy
Beginning or ending the job rejection letter with gratitude is a sincere effort to communicate with the applicant and makes the company look nice. Closing the letter is the last impressive impression of your company on the candidate; hence express your gratitude before closing.
We appreciate you recently applying for [Position Title] at [Your Company/Organization]. We value your interest in working with us and the time you put into the application.
We chose a candidate whose abilities and experience more closely match the demands of the post despite the fact that we recognized your qualifications and potential in the competitive pool of applicants.
We still appreciate your interest in our company and wish you luck in your further endeavors.
8. Unsuccessful Application: Acknowledging Your Efforts
Acknowledge the candidate’s efforts for applying to your company before you mention the reason for rejecting them.
An unsuccessful application entails the candidate being qualified but not for the job role. Ensure to thank the candidate for their time and efforts. Additionally, wish them luck in their future efforts.
Thank you for applying for the [Position Title] position at [Your Company/Organization].
We had a significant number of well-qualified applicants.
While we recognize your potential, we have selected another candidate whose skills and experience more closely align with our current needs.
We sincerely appreciate your interest in our organization and wish you the best in your future endeavors. Should future opportunities that match your qualifications arise, we would be delighted to have you reapply and consider you for those positions.
9. Job Rejection Letter: Sincere Appreciation for Applying
When giving news as disheartening as being rejected for a job, it is essential to appreciate the candidate’s effort to apply in the first place.
Thank you for your recent application for the [Position Title] position at [Your Company/Organization]. We sincerely appreciate your interest in our organization and the time you devoted to submitting your application.
After careful consideration, we regret to inform you that we have chosen to pursue other candidates who closely match the requirements of the position. We recognize your qualifications and acknowledge the effort you put into your application.
We wish you every success in your job search and your future endeavors. Should future opportunities arise within our organization that match your qualifications, we would be delighted to have you reapply and consider you for those positions.
10. Notification of Job Application Outcome: Thank You for Your Time
Choose a concise subject when sending a rejection letter via mail, specifically the company name and the position concerning which the candidate has applied. When closing the rejection letter with a ‘thank you for your time’ phrase, you can add a line about contacting the company for detailed feedback. It ends the rejection letter on a positive note.
We appreciate your effort in applying for [Position Title] at [Your Company/Organization].
We regret to inform you that we have chosen not to move forward with your candidature after a thorough assessment. Although your credentials are remarkable, we chose a candidate whose abilities and experience more closely match the demands of the position from a competitive field of applicants.
We greatly appreciate your interest in our company and wish you luck in your hunt for employment. We value your time and effort and are honored that you are thinking about us as a potential employer.
How Employers Benefit from Rejection Letter Templates
Incorporating rejection letter templates into the hiring process can be a beneficial practice for employers. Not only does it save time and effort, but it also ensures a consistent and professional approach to communicating with candidates. By valuing candidates’ efforts and maintaining positive relationships, employers enhance their reputation and create a positive impact on potential future hires.
- Time-Saving Sorcery : Think of all the precious time you’ll save with rejection letter templates at your disposal! No more racking your brain for the perfect words to let candidates down gently. Just fill in the blanks and voilà! More time for coffee breaks and impromptu dance parties!
- Consistency Champ : Ever sent out a rejection letter and then realized it sounded like Shakespeare wrote it, while others seemed more like a grocery list? Templates ensure that your rejections are consistent, leaving candidates with a sense of closure, even if they didn’t get the gig.
- Avoiding Awkward Encounters : Running into a rejected applicant at the local taco joint can be cringy, but fret no more! A well-crafted template ensures you’ve gracefully declined their application already, leaving you free to enjoy your tacos in peace.
- Brand Brilliance : Rejection templates allow you to infuse your brand’s personality into every communication. Whether your company is quirky, professional, or laid-back, the template can reflect your unique vibe, creating a lasting impression.
- Spellbound Talent Pool: Believe it or not, rejection letter templates have the power to keep the talent pool enchanted. A simple “no” with grace will make candidates remember you as the fairest employer of them all. They might reapply in the future or keep their eyes peeled for other opportunities you offer. It’s a never-ending story of talent attraction!
Rejection Letter FAQs
1. why do companies send job rejection letters.
Companies send job rejection letters to inform candidates that they have yet to be selected so that they can go forward with other options.
2. What is the purpose of a job rejection letter?
The main purpose of sending a job rejection letter is to confirm candidates regarding their job status in that company or organization. Companies do it to show their professionalism and provide closure for candidates.
3. When is it appropriate to send a job rejection letter?
After the hiring decision is made and communicated among the members, the job rejection letter can be sent to the candidates. It has to be s
4. What are considered to be some of the key elements to include in a job rejection letter?
ent within a specified time after the communication with selected candidates is made, and confirmation is received from them.
A polite salutation addressing the candidate should be added at the beginning of the letter, followed by an expression of appreciation. A statement saying that the candidate was not selected for the job needs to be mentioned, along with the reason for the decision. An appreciation for their interest and contact information must be included toward the end of the letter.
5. Should a job rejection letter provide feedback or reasons for the decision?
A job rejection letter with a proper reason for the decision will help the candidates to know why they were not selected and further help them improve in the future.
6. How do you politely reject a candidate?
While rejecting a candidate, it is important to maintain a polite tone by personalizing the communication and expressing appreciation for their interest and time. Communication needs to be made clearly and directly to avoid further doubts.
7. How do you write a good rejection email?
A good rejection email that is concise and clear rejection email needs to have a professional and friendly tone. After expressing appreciation for their interest, the decision has to be mentioned, highlighting positive qualities and skills. Provide words of encouragement along with a statement specifying future consideration of their application.
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Letter to unsuccessful applicant (following interview)
Home > Students & Members > Business Hub > Expertise & Additional Support > ABDO HR service > Letter to unsuccessful applicant (following interview)
Re: Vacancy for [position title]
Thank you for attending your recent interview for the position of [position title].
I very much enjoyed meeting you to discuss the role. I have now had the opportunity to consider all of the candidates against the criteria we have specified for the job. The decision has been a difficult one, as the overall standard of candidates was high. After careful consideration I regret to inform you that on this occasion we have decided not to progress your application any further.
Thank you for your interest in [Company name]. I wish you every success in your future career.
[Name of signee]
Letter to unsuccessful applicant (following interview) PDF