job rejection letter

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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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.

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 Professional Yet Kind Rejection Letters [4 Templates]

Published: April 28, 2022

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

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

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

How to Write a Rejection Letter

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

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

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

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

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

A rejection letter can be broken down into three sections:

Paragraph One

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

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

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

Paragraph Two (Optional)

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

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

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

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

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

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

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

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

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

Paragraph Three

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

Standard Rejection Letter

Dear [Name],

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

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

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

Feedback Rejection Letter

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

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

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

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

Redirection Rejection Letter

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

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

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

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

Short Rejection Letter

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

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

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

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5 candidate rejection email templates for various situations

Hiring means you get to add someone awesome to your team but it also means you have the unenviable task of telling everyone else who applied they are not getting the job. When you send a rejection letter, you want to provide clarity while also expressing empathy and encouragement.

Below 👇 we have 5 candidate rejection email templates that help you do just that. These templates will help you to share the reasoning behind your decision while giving candidates the encouragement and/or feedback they need to move forward and find the role that's right for them!

How to write a professional, clear and compassionate rejection email

According to Homerun 's People Ops Manager Sanne Leunissen, when sending a candidate rejection email, it's important "to get straight to the point (without being too harsh) so people know where they’re at. Start with the news and then give a short explanation of the ‘why’ – being direct, emphatic and keeping it relatively short." Here are some more best practices to go along with her advice:

🎯 Always express gratitude for the candidate's interest in the position and for taking the time to apply. It's thoughtful to acknowledge their efforts and highlight any positive aspects you noticed during the application or interview process .

🎯  Do what you can to personalize the rejection letter . If it's an immediate rejection of an application or you have a massive amount of candidates, it may be as simple as addressing everyone by name. If you have a smaller candidate pool and/or certain candidates have gotten farther along in the interview process, find ways to acknowledge individuals (and if possible, share constructive feedback ) so that they feel valued and empowered.

🎯  Keep the message clear and concise . You don't want to go into excessive detail about why you're not hiring the candidate, which may end up overwhelming or confusing them. Just stick to the key points that help explain the decision – for example, the objective criteria that you used for the evaluation process like qualifications, experience, job requirements or value alignment.

🎯  Speak with empathy and encouragement . Not being selected for a job can be disheartening. Be sure to acknowledge the candidate's possible disappointment or any emotional investment they may have had during the hiring process. Encourage them to continue seeking opportunities that align with their strengths and goals, and if you see a possible future for them at your company, express that and invite them to apply again. You might also connect them to someone in your network who is hiring for a similar role.

🎯  Keep your inbox open. Let candidates know you're available to answer questions and that you welcome feedback on the hiring process. It's always good to know what you're doing right and where the process could be improved!

A final note from Sanne: “For a candidate that is further in the process and for example already has had one or more interviews, I find it a good courtesy to give them a call and explain why you’re not moving forward in that way. You can then follow up with an email confirming what you have said over the phone.” (See template #5 for an example of this!)

Candidate rejection email template #1: Not moving forward with an interview

Subject line: Your Application for [Position] at [Company] Dear [Candidate's First Name], Thank you for your interest in the [Position] role at [Company]. We appreciate the time and effort you invested in applying for this position. After careful consideration, we have decided not to move forward with your application at this time. We received a significant number of applications from qualified candidates like yourself, making this selection process extremely difficult. [Option 1: If you have a large candidate pool] Due to the high volume of applications, we are not able to provide individual feedback to candidates. However, we do hope you'll stay connected with us and keep an eye on our future career opportunities. If a suitable position opens up again, we would be happy to hear from you and consider your application. [Option 2: If you have a small candidate pool] We appreciate the strengths you demonstrated in [specific aspect related to their application or qualifications] and if a suitable position opens up in the future, we would be happy to hear from you and consider your application again. If you have any feedback for us about our application process, we welcome your input as it helps us learn and improve! We sincerely appreciate your interest in [Company] and wish you all the best in your job search. Best regards, [Your Name and Job Title] ‍

No more scattered email threads — view all your conversations in one place with Homerun.

Candidate rejection email template #2: After an early-stage interview

Subject line: Update on Your Application for [Position] at [Company] Dear [Candidate's First Name], Thank you for your patience as we've conducted interviews for the [Position] role at [Company]. With so many amazing candidates like yourself, it's been hard to reach a decision! After careful consideration, we have decided not to move forward with your application at this time. While we were impressed with your qualifications and your interview, we are moving forward with candidates whose skills and experience align more closely with the needs of this position. Please know that our decision was not a reflection of your abilities or potential. We believe you have valuable skills and qualifications such as [name specific strengths, accomplishments or contributions] that will undoubtedly contribute to your success in future endeavors. We encourage you to continue pursuing opportunities that align with your goals and if a suitable position at [Company Name] opens up again, we would be happy to hear from you and consider your application! We sincerely value the time and effort you dedicated to the application and interview. If you have any feedback on our hiring process, we welcome your input as it helps us learn and grow. Also, if you have any questions, please don't hesitate to reach out. Best regards, [Your Name and Job Title] ‍

Candidate email rejection template #3: After an interview, including specific feedback

Subject line: Update on Your Application for [Position] at [Company] Dear [Candidate's First Name], Thank you for your interest in the [Position] role at [Company]. We appreciate the time and effort you’ve invested in the application and interview process. Our team was particularly impressed with your [skills], [specific positive aspect] and [specific positive aspect]. However, this role will require a future team member with a deep understanding of [add area of expertise]. For these reasons, we have decided to move forward with another candidate whose qualifications are better suited to this particular role. We hope you don't mind us providing constructive feedback to support your professional growth. To further develop your skill set in [area of expertise], we recommend [taking a course/obtaining a certificate/gaining specific experience]. Strengthening your expertise in this area will boost your qualifications and increase your chances of success in future applications for similar roles. If you have any questions for us or would like to share any feedback on the hiring process, we would be glad to hear from you. Your insights are valuable as we continually strive to improve our processes and provide a better experience for candidates. We genuinely appreciate your interest in [Company] and all the effort you put into the hiring process, and we wish you continued success in your career journey. Best regards, [Your Name and Job Title] ‍

Candidate rejection email template #4: After the final interview round

Subject line: Decision Regarding Your Application for [Position] at [Company] Dear [Candidate's First Name], Thank you for your patience in this hiring process and for all the time and energy you've dedicated to it. We've thoroughly enjoyed getting to know you during our interviews, and we've been impressed by your qualifications and your performance throughout. While your skills and experience are top-notch, we have ultimately chosen another candidate whose background and qualifications more closely align with the specific needs of this role. We understand this news may be disappointing, and we fully recognize the effort and emotional investment you put into the application and interview process. Please know that this decision does not diminish our recognition of your abilities and potential. Your [specific strengths, accomplishments, or contributions] were highly valued and we're confident your talent and dedication will lead you to success in your future endeavors. If it's alright with you, we would like to stay in touch with you for future opportunities that might be a good fit. If you're interested in remaining in our talent pool, please let us know. If you have any questions for us or feedback on the hiring process, we welcome your input as we continually strive to improve our processes and provide a better experience for candidates. Thank you again for your dedication throughout the hiring process. We hope this experience has provided takeaways that will be helpful in future hiring situations and we wish you the very best in your job search. Warmly, [Your Name and Job Title] ‍

Candidate email rejection template # 5: After the candidate has received a rejection by phone

Subject line: Following up on our phone call about the [Position] role at [Company] Dear [Candidate's First Name], I hope this email finds you well. I wanted to reach out and personally thank you for your time and effort throughout the hiring process for the [Position] role at [Company]. It was a pleasure speaking with you and getting to know you throughout the hiring process. I just wanted to take a moment to confirm what we discussed during our last phone call. First and foremost, I want to express our sincere appreciation for your interest in [Company] and the impressive qualifications you brought to the table. Your [specific strengths, skills, or accomplishments] were highly valued and recognized by our team. However, we’ve chosen a candidate whose qualifications more closely align with the specific needs of the position. I want to personally encourage you to keep an eye on our career opportunities in the future. Should a suitable role open up, we would be delighted to have you reapply and reconsider your application. In our conversation, we touched upon [specific topics or feedback discussed during the call, such as strengths, areas for growth, or future possibilities]. We appreciate your openness to the feedback provided and your positive attitude throughout the process. Speaking of feedback, we would greatly appreciate yours in regard to the hiring process and your overall experience with us. Your insights are valuable as we continuously strive to improve and provide a better experience for candidates. If you have any thoughts or suggestions, please feel free to share them with us. Once again, I want to thank you for your time, energy and interest in [Company]. We wish you every success in your job search and future endeavors. If you have any questions or require any further information, please don't hesitate to reach out. All the best, [Your Name and Job Title] ‍

Final tips on rejection emails

Although a rejection email could seem like a sure way to burn bridges with candidates, it's actually an opportunity to build them. When you present the information in a clear, tactful and encouraging way, you can help candidates move forward with valuable information and stay motivated in their job search . They may also end up reapplying one day!

Treating candidates with empathy and respect will not only soften the blow – it can also turn some of them into advocates for your company. Communicate with compassion 🫶 and in a timely manner ⏰ and you'll be remembered as an organization that cares throughout the recruitment process.

Pop these templates into Homerun's hiring software and ensure a positive candidate experience every step of the way.

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Sample job rejection emails you can use.

Latest blog posts, how to write a professional job rejection email.

While it may be no fun at all to write a job rejection letter email, they do happen. Once you have your preferred candidate, you need to let the others who were in the running know where they stand.

So, how do you do it? Moreover, how do you do it in a way that leaves your employer brand intact? This article offers some templates, based on job role and industry, that should expertly soften the blow of saying no.

• 1 What Is A Job Rejection Letter Email?
• 2 Automatic Receipt Confirmation Template
• 3 How Quickly Should You Send A Rejection Email?
• 4 Job Rejection Letter Email: The Essential Components
• 5 Rejection Letter Email Template: For Junior Roles/Trainees
• 6 Rejection Letter Email Template: For Start-Ups & Mid-Level Positions
• 7 Rejection Letter Email Template: For Any Applicant
• 8 Rejection Letter Email Best Practice: Appreciation Pays!

What Is A Job Rejection Letter Email?

A job rejection letter email is a message that lets a potential applicant know they did not get the job. It should be a brief, clear, and concise message that is both informative and sensitive to the applicant and how they are feeling. In that sense, a job rejection letter email is both a science and an art.

Do You Need To Send A Job Rejection Letter Email?

The vast majority of applicants devote time and effort to their application, and potentially even more time should they go through the interview process. The last thing you want them to feel is that they wasted their time, and while they won’t be happy not having gotten the job, you can at least give them a response or update.

In addition, it is a very small world nowadays. If a company treats applicants poorly, word will get around quickly (especially online thanks to platforms like Glassdoor and others). In order to preserve your employer brand, and to make it easier to have employees referred to your company, you should send out rejection letter emails every time.

Download our eBook on employer branding right here.

When Do You Send A Job Rejection Letter Email?

As quickly as possible. Once the ink is dry on a candidate’s letter of acceptance, you should be firing out an email to anyone else that applied to let them know that the process has ended.

That’s because, in the past decade or so, applicant expectations have changed drastically. Anyone sending out an email with their resume and references, or filling out a form on an online career page, expects a quick response.

Should You Include A Reason In A Job Rejection Email?

First and foremost, remember that you are not legally obligated to send rejection letters and you do not have to give reasons for your decision. In view of the General Act on Equal Treatment (AGG), lawyers even recommend avoiding giving an explanation of any kind.

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An ATS that offers a single place for HR to manage the entire recruiting process.

Automatic Receipt Confirmation Template

Need a template to send out to applicants after they have applied? Here is one to start:

Subject Line: Your application for {{position_name}} at {{company_name}}

Email message: Dear {{first_name }} ,

We appreciate your interest in a position with us and want to say thank you for your application!

As we carefully review each and every application, please understand that we may need some time before we can send you a more detailed response. That said, we will be in touch as soon as possible.

{{recruiter_name}}

An HR software, like Personio, can send confirmation emails automatically. Here’s how.

How Quickly Should You Send A Rejection Email?

First things first, any initial acknowledgment that an application has been received should be given immediately. At this stage, a candidate should never be rejected.

If this were to happen, the candidate might think that their data was evaluated by an algorithm rather than a person.

Instead, the email should start by saying that their documents are being reviewed. Then, if possible, they should receive an idea of when they can expect to hear from the company again.

This period in question should be between two days and a maximum of two weeks.

Before this time period has elapsed, applicants should receive a job rejection letter (via email) or an invitation to interview. If you are not able to make a decision during this time, you should send an interim response.

Otherwise, the HR manager should expect to start receiving telephone inquiries. Applicants may only be forgiving with their time when it comes to large companies with highly complex structures in place.

Job Rejection Letter Email: The Essential Components

Let’s get down to it! What should be the overall structure of a rejection email? In the following sections, we’ll cover each of the most important aspects, including:

Schedule Your Job Rejection Emails Automatically

Schedule rejection emails automatically. See how it’s done within Personio’s ATS.

Rejection Letter Email Template: For Junior Roles/Trainees

Subject Line: We are very sorry…

Email Message :

Dear {{first_name}},

Thank you for choosing {{company_name}} as a starting point for your professional career and for taking the time to have a personal conversation with us.

Given the high number of applications received for the {{role_title}}, the decision was not an easy one. Unfortunately, I have to let you know that we decided to go with another candidate.

Please don’t be disappointed that it didn’t work out this time. This is not meant as any criticism of your character or abilities. We are confident that you will be able to find another position elsewhere just as in line with your future plans.

If you would like more detailed feedback on your application and interview, I will be happy to talk to you about it. Just give me a call.

Best wishes,

{{First name, Last name}} {{Department or Position}}

Rejection Letter Email Template: For Start-Ups & Mid-Level Positions

Subject Line: Your application to join our team

Hi {{first_name}},

Thank you very much for your interest in working with us as a {{job_title}} at {{company_name} } . We really enjoyed reviewing your application, as it gave us a great impression of your personality and skill set.

Unfortunately, we are unable to offer a role right now. But, as a company that is always growing, we really hope we can keep your details on file, as future positions may open up quickly.

Should something open come up in the future that fits your profile better, we would love to be able to get back to you. Please let us know if that is okay with you.

We wish you all the best in your job search and will hopefully speak to you soon!

{{first _name}}

Rejection Letter Email Template: For Any Applicant

Subject line : RE: Your application as {{position}} at {{company_name}}

We appreciate your interest in {{company_name}} and the time you’ve invested in applying for a role with us.

I’m sorry to say that your candidacy did not make it to the next round; we’ve had a very competitive pool for this position, and our organization has gone with a better fit at this point in time.

Please do not hesitate to keep in touch and reach out if we have another role you think could be a fit for in the future.

Best regards,

{{first_name}} {{last_name}} {{company_name}}

Rejection Letter Email Best Practice: Appreciation Pays!

The one thing you should keep in mind when putting pen to paper, or fingers to keys, on a rejection email is this: Treating the applicant with respect is in the absolute best interest of them (your organization included).

That’s because applying to a job, no matter the role, requires time and effort. And, when an applicant puts in that time only to be rejected, it can be very demoralizing. You want to make it clear that you appreciate them for their time.

So, carefully word your email to be appreciative, yet clear, and don’t simply come off as though you didn’t try at all. After all, your rejection emails can be automated (with Personio), but the template can also be a bit personable, too.

Send Automated Rejection Emails

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Crafting Professional Rejection Letters: Samples and Best Practices

• Written by: Rinaily Bonifacio
• Last updated: 2 June 2023

It is crucial to send an appropriate rejection letter or email to inform unsuccessful applicants. Rejection letters not only free up resources for employers but also alleviate disappointment or confusion. By using rejection letter samples, employers can send a consistent message to each job seeker, enhancing their brand reputation and attracting potential employees in the future.

If you need help composing a rejection letter or template, we have provided a guide outlining everything you need to know below. The guide includes sample letters to help you get started.

Table of contents

What is a rejection letter?

Types of rejection letters, how employers benefit from rejection letter templates, tips for writing a good rejection letter, rejection letter samples.

A rejection letter is an official document that notifies candidates that they have not been selected for a job after applying or interviewing. It may also be sent to applicants who were not chosen for reasons at the employer's discretion.

The following basic details are typically included in rejection letters:

• Company name
• Candidate name
• Contact information for hiring or management staff
• Job title or position
• Date of application or interview
• Reason for rejection

The length of rejection letters may differ depending on how much information you want to convey to a specific candidate. It's possible to provide constructive feedback courteously. Some employers send rejection letters by email, while others prefer to mail them for a more professional appearance.

Rejection letters can be sent for a variety of reasons. Here are several types of scenarios an employer may encounter:

Unqualified applicant:  The applicant has been rejected due to inadequate qualifications or less than the desired level of qualification.

Mismatched applicant: The applicant may not be a good fit for the current job opening, there might be another available position that aligns better with their skill set.

Internship rejection:  There are various reasons why the applicant may not be a suitable fit for the internship, such as conflicting availability or different compensation expectations.

Post-interview rejection:  During the interview process, the applicant either showed inadequate communication skills or created a negative impression.

Internal candidate rejection:  A person who works for your company applied for a job at another place. They cannot work at both places.

Late application:  Although the applicant meets the desired qualifications, their application was submitted too late to be evaluated alongside other equally qualified candidates. If the applicant is still interested, you can help them submit their application early for future job openings.

Undisclosed reason:  Your company has rejected the applicant, but they do not provide any information regarding the specific reasons for the rejection.

Using rejection letter samples can greatly improve efficiency by allowing employers to spend more time reviewing other qualified applicants.

Using templates can make your hiring process more efficient because they are customizable. Often, the details in rejection letters remain the same for each candidate, so modifying a template for the appropriate response is quicker than creating a new letter every time.

In addition to rejecting candidates, templates can provide job-seeking advice, allowing unsuccessful applicants to use the experience as an opportunity for career growth by reevaluating their career path or identifying what they want from a position.

When writing a rejection letter, it's important, to be honest, clear, and concise in your communication. Your language and tone should be professional to leave a positive impression on your business. Here are some helpful tips to keep in mind.

Address rejection ASAP:  When candidates don't receive any feedback or explanation for their rejection, they feel unsure and confused about what went wrong. This can lead to decreased productivity at their current job, added stress, or even depression.

On the other hand, a clear rejection letter provides candidates with an understanding of their status. It prevents them from waiting for updates, particularly when applying or interviewing for multiple roles.

Avoid unnecessary fluff:  Limiting personal comments and avoiding making excuses when expressing gratitude to candidates is advisable.

Use a template:  To provide pertinent details about why a candidate is not considered for employment or another role, rejection letters should be relatively short. You can use a template that offers customization options to prevent your letter from sounding generic and help you avoid typos or unprofessional mistakes.

You may utilize any of the given rejection letter samples either as it is or customize it as per your requirement. Ensure to add a proper header including first and last names, addresses, contact details, etc., if drafting a formal letter or put the job title/position as the subject line if composing an email.

Sample letter #1

Dear [applicant name],

We conducted interviews with multiple candidates for [job title or position] and have chosen to proceed with another candidate.

Thank you for showcasing your credentials and experience during the interview. However, we regret that we cannot move forward now. On a positive note, we would like to consider you for another position as [job position or title]. Please review the enclosed job description and let us know if you want an interview.

If you are interested in discussing the second opening with us, please get in touch with me at [email and phone number] to schedule an interview as soon as possible. Please note that first-round interviews for this position are already underway.

Thank you for your interest in joining [your company’s name] and for meeting with our interview team. If you meet the qualifications for future open positions, we encourage you to apply again.

We wish you the best of luck with your job search. Once again, thank you for your interest in our company.

[your first and last name]

[your job title or position]

Sample letter #2

Thank you for being so interested in interning at [your company’s name]. Unfortunately, we received many applications and can only accept one intern. After a thorough evaluation, we regret we cannot offer you the internship position.

We decided to proceed with another candidate because [reason for rejection]. As a result, that candidate was better suited for our current opening.

Please consider applying for another internship during the summer. We will be hiring three interns at that time. If you have any questions or concerns, please don't hesitate to ask.

Sample letter #3

We appreciate your application for the [job position or title] role at [your company's name]. Thank you for your interest in joining our company, and we are glad you dedicated your time and effort to apply for one of our positions.

We regret to inform you that, after a thorough review of numerous applications, we have decided not to proceed with your application to the next stage of the hiring process at this time. Though your resume was impressive, we have decided to move forward with a candidate whose qualifications are better suited to this particular role.

We encourage you to apply again in the future if you come across a job opening that better matches your qualifications.

Feel free to contact me with any questions or require further information. You can reach me via email at [email address] or phone at [phone number]. We wish you much success in your future endeavors.

Once again, thank you for your interest in working for our company.

[email signature and contact information]

Sample letter #4

Thank you for applying for the [job title or position]. We regret to inform you that we have selected another candidate for the position.

We appreciate the effort you have put into your application and your interest in a new challenging role. However, we're currently seeking someone with [mention specific qualifications].

Your skills and experience in your current role as [candidate’s current job title or position] make you a strong candidate for [alternative job title or position] when we start accepting applications on [date]. Feel free to apply for any other positions that catch your interest.

Our staff at [your company’s name] wishes you all the best.

Sample letter #5

Dear [internal candidate name],

Thank you for applying and meeting with our team regarding the [job title or position]. We appreciate the opportunity to learn about your past accomplishments, skills, and qualifications.

We are sorry to inform you that we have chosen another candidate. We received numerous applications from skilled and experienced applicants at [your company’s name], and the competition was tough.

We will keep your information in our records if there are any new job opportunities. Don't hesitate to contact me for more information about our hiring procedure.

Sample letter #6

Thank you for your interest in the [department name] position of [job title] and for the time you dedicated to the interview process.

While we were impressed with your [skills and/or qualifications], we have selected a candidate with more [qualifications or experience]. However, we would like to keep your resume on file in case a more suitable position becomes available in the future. You are welcome to reapply at that time.

Additionally, you may be able to gain more [lacking skill or qualification] experience through working with [recommended mentor].

If you have any questions, please don’t hesitate to contact me at [phone number and/or email address].

Sample letter #7

Thank you for your interest in [job title or position]. Unfortunately, we have chosen a different candidate, but we appreciate your interest.

More job openings will be at [company name] in the next few months. If you are still interested, we encourage you to apply again.

Best of luck with your job search and your personal and professional endeavors.

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• Simple absence management

Rejection letters are an important part of the recruitment process . The sample rejection letters above provide guidance and the right words to say when declining a job application. Rejection letters should be personalized, polite, and professional to leave a positive impression on candidates even if they weren’t selected. Sending timely and well-written rejection letters can show candidates that their skills and experience were appreciated, leaving a positive impression of your company.

We hope these samples have given you some ideas and inspiration for writing your rejection letter. Writing a clear, concise, and polite rejection letter can help maintain an applicant's interest in future job opportunities.

Written by:

Rinaily Bonifacio

Rinaily is a renowned expert in the field of human resources with years of industry experience. With a passion for writing high-quality HR content, Rinaily brings a unique perspective to the challenges and opportunities of the modern workplace. As an experienced HR professional and content writer, She has contributed to leading publications in the field of HR.

Please note that the information on our website is intended for general informational purposes and not as binding advice. The information on our website cannot be considered a substitute for legal and binding advice for any specific situation. While we strive to provide up-to-date and accurate information, we do not guarantee the accuracy, completeness and timeliness of the information on our website for any purpose. We are not liable for any damage or loss arising from the use of the information on our website.

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Rejection Letter

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

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

Job Rejection Letter Template Download:

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

Job Rejection Letter Sample:

Dear [name] ,

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

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

Best of luck with your job search.

[Company/Organization Name]

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

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

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

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

How to Write a Job Rejection Letter:

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

Compose your first paragraph.

Thank the candidate for applying..

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

• Give them the number of applications you received.

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

Move on to the main purpose of your letter.

Tell the candidate that they were not sucessful..

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

• Consider giving reasons you choose the final candidate.

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

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

Close your letter.

• Wish them luck on their search.

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

Job Rejection Email Template Download:

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

Job Rejection Email Sample:

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

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

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

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

What do you write in a rejection letter?

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

How do you politely reject a candidate?

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

How do you sign off a rejection letter?

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

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

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

How do you write a good rejection email?

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

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

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

What is a rejection letter?

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

How do you reject an internal candidate?

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

Where can I find more letters for HR?

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

Related Articles:

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