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7 Rejection Letter Samples to Send to Unsuccessful Applicants

10 min read · Updated on December 08, 2023

Simplify the rejection notification process with these sample rejection letters

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

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

Why send out a job rejection letter?

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

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

Why use template rejection letters?

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

How to write your own employer rejection letters

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

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

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

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

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

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

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

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

Seven rejection letter samples

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

1.     Generic rejection letter template

Dear Mr / Ms [Applicant's name],

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

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

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

[Your name and company name]

2.     Application rejection letter template

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

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

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

Warmest regards,

3.     Screening stage rejection letter template

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

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

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

Best regards,

4.     Early-stage interview rejection letter template

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

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

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

5.     Final stage interview rejection letter template

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

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

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

With our best regards,

6.     Post-phone call rejection letter template

Dear Mr /Ms [Applicant's name],

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

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

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

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

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

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

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

Simplify your efforts to follow-up with rejected candidates

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

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

Recommended reading:

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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] ‍

Pop any of the following email templates into Homerun's hiring software and streamline your entire hiring process from start to finish.

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] ‍

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

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] ‍

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

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.

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

By Ammar Ahmed

Published: January 31, 2024

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

What Is the Purpose of a Job Rejection Email?

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

The Importance of Sending a Job Rejection Email

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

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

Positive Candidate Experience

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

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

Reputation Management

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

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

Transparency

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

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

Closing the Loop

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

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

How to Tell Someone They Didn’t Get the Job

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

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

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

Job Rejection Email Templates

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

Declined Interview Email

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

Here’s a template:

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

Dear [Candidate’s Name],

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

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

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

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

Warm regards,

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

Job Rejection Email After Interview

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

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

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

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

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

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

[Your Name] [Your Position]

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

Job Rejection Email for Internal Candidates

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

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

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

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

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

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

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

Job Rejection Email for Post-Internship Candidates

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

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

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

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

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

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

Personalized Job Rejection Email Example

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

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

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

Dear Emily,

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

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

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

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

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

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

Best Practices for Crafting Compassionate Job Rejection Emails

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

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

Provide Constructive Feedback

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

Encourage Future Applications

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

Legal and Compliance Considerations

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

The Future of Job Rejection Emails

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

Personalization through AI

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

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

Automated Feedback Systems

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

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

Integration with Learning Platforms

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

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

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Mar 23, 2021

How to write the perfect candidate rejection email

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

Lawrie Jones

Table of contents

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

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

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

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

What is a rejection email?

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

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

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

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

Why do I need to know about job rejection emails?

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

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

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

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

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

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

A well-written rejection letter can achieve three things: ‍

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

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

What makes an excellent candidate rejection email?

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

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

Let's look at these in more detail.

1. Thank the applicant

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

2. Give the bad news

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

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

3. Explain the reasons

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

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

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

4. End positively

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

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

How to reject a candidate via email

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

1. Use the person's name

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

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

2. Thank them for applying

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

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

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

For example: ‍

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

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

4. Be personal

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

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

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

6. Encourage them to apply again

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

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

7. End professionally

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

8. Proofread all emails

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

How long should my rejection letter be?

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

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

Subject line for the rejection email

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

Rejection email template

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

Example 1: Basic candidate rejection email

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

Example 2: Formal rejection letter

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

Example 3: Detailed rejection email

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

Example 4: Personal job rejection email

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

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

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

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

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

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

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

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

So, what should I include in a rejection email?

A thorough rejection email should touch on the following elements:

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

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

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

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

Candidate rejection email template: When not selected for an interview

Email Subject Line: Your application to [ Company_name ]

Hi [ Candidate_name ],

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

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

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

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

We wish you all the best in your job search.

Kind regards,

[ Your name ]

[ Your email signature ]

‍ Candidate rejection email template: After the team interview

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

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

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

Thanks once again for your time and interest. 

Candidate rejection email template: After the final interview

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

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

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

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

Use ChatGPT to help you script empathetic rejection emails

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

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

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Summary Points

What should i include in a rejection email.

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

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

Occupop CEO, Caroline has several years of commercial experience focused on recruitment, project management and operations.

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How to Write a Candidate Rejection Email

Hannah Yang

If you’re interviewing candidates for roles at your company, you might be required to send out rejection emails to the candidates who didn’t make the cut.

It can be tough to write a rejection email because you need to maintain a professional tone while delivering information that will be hard for a candidate to hear. So how do you write a good one?

This article will share ten tips for writing a candidate rejection email and show you two templates that you can use in your hiring process.

What Is a Job Rejection Email?

10 tips for writing the perfect candidate rejection email, job rejection email samples.

A job rejection email is a notification you send to job applicants to let them know you won’t be moving forward with their application.

Some organizations don’t send one at all, which leaves candidates with a bad impression of your company or brand. Neglecting to send a rejection email in the professional world is like ghosting someone in the dating world—a clean break-up is always better.

As soon as you’re sure you won’t be proceeding with a candidate’s job application, you should send them a rejection email as a professional courtesy. Doing so helps the applicant get closure on their hopes of joining your company and protects your company’s reputation.

Delivering bad news is never easy but writing the email doesn’t have to be difficult. You can draft a template, using a few basic tips, that you can reuse whenever you need it.

Here are our ten favorite tips for how to write a rejection email.

Tip #1: Thank the Applicant for Their Time

Job candidates often put a lot of time and effort into the recruitment process.

Early on in a candidate rejection email, you should let them know you appreciate the effort they put into applying to your company. If they took the time to complete a job interview, you should thank them for that as well.

Here are some sentences you can use:

• Thank you for taking the time to apply for [job title].
• We appreciate the time you’ve invested in applying for [job title].
• We appreciate you taking the time to visit our office for an interview. It was a pleasure to learn more about you and your accomplishments.

Tip #2: Be Clear About the Bad News

Make sure the candidate understands that this is a rejection letter. Don’t leave any room for the applicant to think they still have a chance to get the job.

You should deliver this news early on in the email, immediately after thanking them for their application. The clearer your email is, the easier it will be for everyone to move on.

Here are some examples of clear ways to deliver the rejection:

• Unfortunately, we are unable to offer you a position.
• I’m writing to let you know that you have not been selected for an interview.
• We’ve decided not to proceed with your application at this time.

Tip #3: Don’t Apologize

You might be tempted to apologize for not accepting the candidate, but there's no need to. You chose the best candidate for your business, and that’s the right thing to do.

Offering an apology when none is necessary will make the interaction feel more personal than it needs to be. This is purely a business decision, and you should remember that you have nothing to apologize for.

Tip #4: Show Empathy

Even though you shouldn’t apologize, you can still express your empathy. This is an optional component, but it can make applicants feel more heard and understood.

It’s tough for candidates to receive these emails. You can let them know that you understand their point of view.

You could say something like:

• We recognize this may be a disappointment to you.
• I know you might be disappointed about this news.
• We know the job search can be tough.

Tip #5: Give a Reason

It’s a good idea to include a reason why this candidate wasn’t selected, even if the reason has nothing to do with them.

Keep it focused on the positives—the strengths of the person you did hire, rather than the qualities the unsuccessful candidate lacked.

Here are some examples:

• We received a significant number of strong applications, and we weren’t able to select all of them.
• Competition for jobs at our company is always strong, and this choice wasn’t easy.
• We chose to proceed with a candidate who more closely fits the requirements for this role.

Tip #6: Consider Offering Personal Feedback

Giving the candidate feedback is optional, but it can be very valuable to write a more personalized rejection letter if you have time.

According to an Indeed survey, 86% of job seekers want constructive feedback about their interview performance. Giving them that feedback will give them a better impression of your company.

You can highlight one or more of the candidate’s specific strengths that stood out to you. It’s best to focus on strengths, rather than weaknesses.

If there’s a clear reason why you decided not to proceed with their application, you can let them know. Many candidates will find your feedback valuable, because it will help them nail the next job application.

For example, if you decide they’re not a good fit because they’re lacking experience with a specific tool, you can tell them that directly.

Here are some examples of feedback you could offer:

• I was personally impressed with your…
• We were impressed with your skill set, particularly…
• For this particular job, we were looking for someone who had more…

Alternatively, you can let the candidate choose how much feedback they want by saying something like, “I would be happy to chat further if you would like specific feedback about your application."

Tip #7: Include the Job Title in the Subject Line

A clear and simple subject line is the best policy. Include the job title and the company name.

A simple subject line, like “Your Application for [job title] at [company name] ”, is always an effective option.

Tip #8: Use First Names

Using first names will personalize the email and make it feel less like a form rejection that you’re sending to people en masse. Address the email to the candidate’s first name, rather than saying “Dear Candidate” or “To Whom It May Concern.”

Tip #9: Keep It Short and Sweet

No candidate wants to spend time reading a long rejection email. As much as possible, keep it short and sweet.

It’s worth noting, however, that the longer the application process has been, the less this rule applies. If the candidate has already had multiple interviews with the company, you can write a longer and more personalized email to acknowledge the time they’ve put in.

Tip #10: Wish Them Well in Their Job Search

Whenever possible, you should end your email on a positive note. You can invite the candidate to apply for another job in the future if you feel they’d be a good fit for your company. Alternatively, you can simply wish them well in their future job search.

Here are some examples of closing sentences you can include in your email:

• I wish you well in your job search and your future professional endeavors.
• We encourage you to apply again.
• We’ll be posting a few similar positions soon and welcome you to apply again.

Here are two email templates you can use, depending on the situation.

Sample #1: Basic Rejection Email (for early on in the hiring process)

You can use a basic rejection email for applicants whom you haven’t interviewed yet and don’t feel personally invested in.

Subject Line: Your Application for [position title]

Dear [candidate’s first name],

Thank you for applying for [position title] at [company name]. I am writing to let you know that,unfortunately, you have not been invited for an interview.

We know this may be a disappointment to you. We received many strong applications for this position, and we were only able to proceed with a few.

We wish you the best of luck in your future career endeavors.

[your full name]

[your job title]

Of course, you may have a template already based on your company. In that case, ensure that it's free from grammar, spelling, and punctuation errors. The last thing you want is to seem unprofessional. Run your emails through ProWritingAid's grammar checker so they'll always have a polished look and read.

Send error free emails with a free ProWritingAid account

Sample #2: Personalized Rejection Email (for after the interview process)

If you’ve met an applicant personally, or if they’ve invested a significant amount of time into applying to your company, it’s better to send a more personalized email.

Thank you for taking the time to apply for [job position]. It was a pleasure to meet you when you came to our office to interview with our team. I was personally impressed with your [strengths], and I enjoyed hearing about your past work experience.

Unfortunately, our team has chosen not to proceed with your application. At this moment, we’re looking for [specific skills], so we ultimately decided to go with another candidate who has more experience in that area.

We’ll be posting more jobs in the coming months, and we encourage you to apply again if one of them is a good fit.

We wish you the best of luck with your future career endeavors. Feel free to connect with me on LinkedIn if you’d like to stay in touch.

[your first name]

What are your favorite tips for writing candidate rejection emails? Let us know in the comments.

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Hannah Yang is a speculative fiction writer who writes about all things strange and surreal. Her work has appeared in Analog Science Fiction, Apex Magazine, The Dark, and elsewhere, and two of her stories have been finalists for the Locus Award. Her favorite hobbies include watercolor painting, playing guitar, and rock climbing. You can follow her work on hannahyang.com, or subscribe to her newsletter for publication updates.

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Nov 20, 2023

How to write polite rejection emails (14 examples), and how AI can help

Sophia Seltenreich

In the words of Tim Ferris , "what you don’t do determines what you can do." But how do you turn down an offer or request without burning bridges? The answer lies in the art of crafting a polite and effective rejection email. It's not just about turning down an offer or request, but doing it in a way that maintains respect and goodwill .

In this post, I’ll walk you through how to craft an empathetic and effective rejection email by reviewing general guidelines, specific examples, and ways to speed up this workflow with the help of an AI Assistant.

General tips for writing a polite rejection

When writing a polite rejection, it's crucial to be clear and concise. Keep your message short and to the point, ensuring the recipient understands the rejection without having to read between the lines. While it's important to be empathetic, maintaining a professional tone is key to ensuring your message is taken seriously and respect between both parties is maintained.

If it's appropriate and you're comfortable doing so, providing a reason for the rejection can also help the recipient understand your decision. You should say something so you don't sound impersonal, but don't overshare as that could invite a conversation you don't want.

Always express gratitude for the recipient’s time, effort, or consideration, showing that you value their input and appreciate their understanding. Try to end the email on a positive note with a polite closing while looking forward to future interactions.

14 examples of polite rejection emails

Rejecting a candidate.

When rejecting a job application, it's crucial to maintain a balance between brevity and empathy. Even if a candidate isn't the right fit at the moment, a thoughtful response can enhance your company's reputation and potentially attract more suitable applicants in the future.

1. Rejecting a candidate after an interview

Hi [Candidate's Name],

Thank you for your interest in the [Job Title] position and the time you invested in this interview process. After careful consideration, we have decided to proceed with another candidate who more closely fits our current needs.

While your technical skills were strong, we felt that another candidate had more experience in [specific area]. Please know that this decision does not reflect negatively on your qualifications or experience. We encourage you to apply for future positions with us that align with your skills and interests.

[Your Name]

2. Rejecting a candidate without an interview

Thank you for taking the time to apply to [Company Name].

We know how much work goes into preparing a resume and how important the decision is to submit it for consideration. Although you have an impressive background, we've decided not to move forward at this time. But we hope you won't mind if we reach out to you in the future if a position opens up that we think may be a great fit and interests you.

Best wishes in your job search.

— [Your Name]

Declining a meeting

Sometimes, our schedules are just too packed. When declining a meeting, offer a brief reason and, if possible, suggest an alternative time. This shows respect for the other person's time and maintains the relationship.

3. Declining a meeting due to a scheduling conflict

Hey [Recipient's Name],

Just checked my schedule and it looks like I have something else lined up at the same time as our proposed meeting.

Would it be possible to find another slot? I'm typically free on [ask AI to insert available days and times here].

Thanks for being flexible!

4. Declining a meeting due to lack of relevance

Hi [Recipient's Name],

Thanks for the invite to the meeting. After reviewing the agenda, it seems like the topics being discussed might not be directly relevant to my current projects.

I want to make sure everyone's time is used effectively, so I think it might be best if I sit this one out. But please do keep me in the loop if anything comes up that you think I should be aware of.

Thanks for understanding.

Saying no to an investor

Turning down an investor can be tricky. Be honest about your reasons, but also express gratitude for their interest. This keeps the door open for future opportunities.

5. Politely declining an investment offer

I really appreciate the time and effort you've put into considering an investment in our venture. After careful consideration, I've decided that it might not be the right fit for us at this moment.

This decision doesn't reflect the value I see in your partnership. It's more about the specific terms and timing. I hope this doesn't discourage future conversations and potential collaborations.

Thanks again for considering us and for your understanding.

6. Rejecting a follow-up meeting with a potential investor

Thank you for reaching out and for the offer to meet again. I've given it some thought and at this point in time, I believe it's best for us to focus our efforts on our current projects and strategies.

While I appreciate the potential opportunity, I don't think a follow-up meeting would be the best use of our time right now.

I hope this doesn't discourage future conversations when the timing and circumstances might be more aligned with our goals.

Thanks again for your understanding.

Rejecting a business proposal

When rejecting a business proposal, such as a partnership proposal or a pitch from a vendor, it's important to communicate clearly and respectfully to maintain a positive relationship.

7. Declining a partnership proposal

Thank you for your partnership proposal. After careful consideration, we've decided not to proceed at this time. This decision is based on our current strategic focus and is not a reflection of the value of your proposal or company.

We appreciate your understanding and hope to explore potential collaborations in the future when our objectives align more closely.

8. Saying no to a vendor or service provider

Hi [Vendor's Name],

Thank you for taking the time to present your services to us. After reviewing your proposal with the broader team we've decided not to proceed with your services at this time.

While we can see [Vendor’s Company]’s value, this decision aligns with our current needs and strategic direction. We appreciate your understanding and will certainly keep you in mind for future needs.

Declining a job offer

Receiving a job offer is often flattering, but sometimes the role or company just isn't the right fit. When declining an offer, be gracious and express your appreciation, but explain why it's not the right fit for you.

9. Politely declining a job offer from a potential employer

Dear [Employer’s Name],

Thanks so much for considering me for the role. I sincerely appreciate the offer to be a part of your team.

After careful consideration, I have decided to pursue a different opportunity that aligns more closely with my career goals. This was not an easy decision to make, as I hold your [Company Name] in high regard.

I appreciate the time and effort you invested in this process and wish you the best of luck in finding the perfect person for this role.

Thanks again,

10. Rejecting a job offer after accepting another

I wanted to say thank you for the offer and for considering me for your team. It genuinely means a lot.

Unfortunately, I've accepted another offer that aligns more closely with where I see myself going in my career.

I apologize for any inconvenience this might cause and appreciate all the time you've put into this process. I wish [Company Name] the best of luck in finding the perfect person to join your team.

Saying no to a client request

Dealing with client requests can be a delicate situation, but you should aim to craft responses that balance firmness and politeness, effectively communicating your limits to a client while maintaining a positive brand image and relationship.

11. Declining a client's unrealistic request

Hey [Client's Name],

I just wanted to follow up about the request you sent over.

After reviewing with the team, we've concluded that we're unable to fulfill your request at this time. We understand the importance of this request to you, and it was not an easy decision to make.

Our goal is to ensure the highest quality of service and deliverables for our clients. In this case, we believe that the current request may compromise our ability to maintain the standards we've set, and we only want you to have the best.

We appreciate your understanding and are still open to brainstorming other ways to meet your needs. Feel free to throw any other ideas our way!

12. Saying no to a client's request for a discount

Hi [Client's Name],

Thank you for checking out [Your Product] and taking the time to contact us.

While we really appreciate your interest, unfortunately we are unable to offer further discounts at this time. Our current pricing reflects the value, expertise, and time that goes into building [Your Product].

We understand that budget constraints can be challenging, and our team is exploring ways to better support a wider range of folks in the future. We’ll let you know if there’s any update on this.

Thanks for your understanding.

Rejecting a request for a favor

When rejecting a request, it's crucial to handle such situations with tact and respect, as they often occur in professional relationships where maintaining positive rapport is essential. Balancing the need to protect your own time and resources while considering others' needs can be challenging. It’s important to write a polite and empathetic email that still respects your personal boundaries.

13. Saying no to a personal favor from a colleague

Hey [Colleague's Name],

Thanks for reaching out about this, I’m flattered you thought of me!

Unfortunately, I'm swamped with my current workload and won't be able to help out this time. It's not that I don't want to, it's just about juggling everything already on my plate right now.

I’d recommend syncing with [other colleague] to see who else on the team who might be able to step in.

Best of luck,

14. Declining a request to volunteer for an extra task

Hi [Requester's Name],

Thank you for considering me for this work. I'm all for taking on new challenges and helping the team.

However, after reviewing the scope of this further, I'm actually going to pass on taking this work on. I've got a lot on my plate with my current projects and in the interest of the company, I really need to focus on getting them across the finish line.

I'm definitely up for discussing other ways I can contribute more in the future.

Streamlining your workflow with an AI Assistant

Does the thought of crafting individual rejection emails start to make you anxious? You're not alone. But here's the good news: Shortwave’s AI Assistant can do much of the work for you when given the right prompt. Let's look at how AI can save you time and mental energy and make the process of writing rejection emails less daunting.

Personalize at scale: AI can help you personalize your rejection emails at scale. It can automatically insert the recipient's name, the position they applied for, and other relevant details, making each rejection email feel personal and considerate.

Prompt: reply with a personalized rejection for this role

Provide constructive feedback: AI can help you provide constructive feedback to the candidates, making the rejection more helpful for future pitches, proposals, and applications.

Prompt: reject this proposal and include feedback based on the discussion notes last week

Communicate consistently: With AI, you can ensure that all your rejection emails are consistent in tone and content. This can help maintain your company's professional image.

Prompt: politely decline this meeting but suggest another time to meet next month

The more you use Shortwave’s AI Assistant, the better it gets. It learns from your preferences and continually improves its suggestions based on your writing and communication style, making your job even easier over time!

Saying “no” nicely with AI

Mastering the art of saying "no" nicely is important in maintaining healthy work relationships. It's not just about turning down a request, it's about doing it in a way that respects the other person's time and effort.

Shortwave is the best email app for handling these delicate replies because the AI Assistant will ensure your email is clear, polite, and professional. It's like having an executive assistant who understands the nuances of communication and can draft personalized replies in your writing style.

Use the examples provided in this blog post as a starting point and adapt them to your specific needs with the help of our AI Assistant. In doing so, you can ensure every email you send is clear, empathetic, and an opportunity to build stronger professional relationships.

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How to Write a Rejection Email to a Potential Candidate

As a company growing and actively hiring, rejection emails are an inevitability. After a candidate successfully interviews for a position, two things happen: they either get the job or they don’t. After considering applicants’ skills, strengths and weaknesses, determining the most suitable candidate for the position is the next stage. If you decide to go with a candidate, it is standard practice to send an email to other applicants that were not chosen for the position.

A rejection email isn’t solely for the candidates that didn’t meet the criteria. It is also for candidates that didn’t make it to the next stage of the interview process (for multi-staged interviews). Nowadays, online interviews are often multi-staged. For select positions, interviews can include stages like skills tests, etc. If a candidate doesn’t make it through to these stages, a rejection email is sent to the candidate.

Sending a rejection email to a candidate is not a walk in the park. As a manager or Head of HR, an email rejection to a candidate for a position and an email firing an employee are two of the most difficult emails you may write.

When writing an email rejecting a candidate, it’s important to make sure you set the right tone. To write an email rejecting a candidate, you need to be aware that you’re delivering bad news. And it’s important to select your words carefully not to appear insensitive and cruel. Writing a kind rejection email to a candidate also goes a long way to maintain the candidate’s relationship with your company.

Why Should You Send a Rejection Email?

After a candidate interviews for a job, it’s only normal that they expect responses after interviews. Statistics show that over seventy-five percent of candidates never hear back from an employer after a job application, and sixty percent of candidates never hear back after an interview.

Candidates take time to prepare applications, attend interviews and submit tasks for a job. After partaking in the interview process, candidates wait for days on end for a response from the company.

If you’re a hiring manager and you’re contemplating ignoring candidates instead of sending them rejection emails, you should not. As hard as it is to write a rejection email, every candidate that does not get the job deserves a rejection email. What this does is it gives the candidate a definite answer and saves them from besetting themselves with anticipation.

A job rejection email explains to the applicant that you recognize the effort that they put into applying for your company. It also serves as a notice to candidates that are expecting feedback from the application.

For candidates that didn’t make it to the interview stage, a generic rejection email would suffice. For candidates that made it to the interview or the last stage of the interview process, a more personalized email would be a better option.

When writing a more personalized job rejection email, it’s important to mention something about the employee that stood out. If a candidate met most of the criteria but just wasn’t the perfect fit for the job, you can encourage them to apply for future openings.

What should be in a Job Rejection Email

Job rejection emails are intricate. Hence, the need for them to contain certain elements for them to be considered properly written. Some of these elements include:

Thank the candidate

 When writing a job rejection email, the first step is to thank the applicant for their interest in your organization, and for taking out time to send in their applications. This goes a long way to show applicants that you value their time.

Personalize the email to the candidate

In addition to using the candidate’s first name, if possible, include something particular about a candidate in the email. This could be how they answered your questions, something related to the task they completed, etc.

Offer constructive criticism or feedback

Candidates want feedback from an interviewer as it provides guidelines on how they can improve with their job search and applications. In your email rejecting a candidate, the reason they were passed in favour of another candidate should be stated. If you’re uncomfortable telling a candidate why they weren’t selected for a position, it’s okay to not go into the specifics on why they weren’t chosen.

Encourage applicants to apply again

 If the candidate meets most of the hiring criteria for your company but for some reason or another they couldn’t be hired, let the candidate know you’d like them to apply again for future opportunities. But if a candidate didn’t match any of your company culture or hiring criteria, there’s no need to include this in your email.

The Right Time to Send a Job Rejection Email

There’s no industry standard time to send a rejection email, but it’s encouraged to send a rejection email as soon as you find out a candidate is not being considered for the position. For candidates that have interviewed for the position, it’s advisable to send the rejection email within one week from the interview date.

How long should a Rejection Email be?

There’s no right or wrong answer to this question. The length of a rejection email doesn’t matter to the candidate.

Although, it is standard practice that the more stages of the interview process the candidate passes, the longer their email would be. This is because there’d be more personalized feedback compared to the candidate that didn’t make it to the interview stage.

Rejection Email Template to Candidates

Rejection emails are different depending on the organization and the role. Regardless, here are some samples of rejection emails to candidates.

Sample 1: Rejection Email

Sample 2: rejection email, sample 3: rejection email, sample 4: rejection email, sample 5: rejection email.

In conclusion

Most companies neglect to send rejection emails to candidates that don’t get the position. This is wrong as the candidate is left wondering if there was a miscommunication somewhere. Also, it paints your organization in a bad light. Writing rejection emails can be a bit tricky, this is why it’s advised to put yourself in the recipient’s shoes.

Check out more Templates and Samples of Rejection Email to a Potential Candidate

About The Author

Jim Blessed

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How to write the perfect candidate rejection email

With the rise of social media and websites like Glassdoor, candidates are quick to share their hiring experiences online. Negative reviews can damage your employer brand and make it difficult to attract top talent in the future.  

That’s why you need to build a strong reputation even with the candidates you don’t end up hiring. 

Writing the perfect candidate rejection email is a great way to do this. It’s the last time candidates will hear from you so it’s critical that you part ways respectfully and professionally – fostering a positive candidate experience. 

In this guide, we explain why you need to write candidate rejection emails and share top tips on how to reject a candidate via email. What’s more, we also provide email templates so you can make quick and easy improvements to your hiring process starting today. 

Table of contents

What are candidate rejection emails, why send candidate rejection emails, sample candidate rejection email templates, best practices for writing a good candidate rejection email, how testgorilla can simplify and improve your hiring process, the bottom line on writing candidate rejection emails.

A candidate rejection email is a courteous email communication sent by HR teams to job applicants, informing them that they haven’t been selected for a particular role. Candidate rejection emails are also referred to as job rejection emails. 

The content in a job rejection email usually depends on what stage of the hiring process a candidate is rejected at. However, most candidate rejection emails have these common elements: 

Gratitude for the candidate’s interest in the position and company

A brief explanation of the decision 

Appreciation for the candidate’s time and effort

The aim of the email is to maintain a positive impression and cultivate goodwill with the candidate, encouraging them to apply for future opportunities in the company. 

Sending job rejection emails should be an essential part of your hiring process. Here’s why: 

It’s courteous and professional 

It takes a considerable amount of time and effort for candidates to apply for a role, not to mention the investment incurred by those who’ve made it to the later stages of the process, such as undertaking tests or interviews. 

Taking the time to write to them ensures you come off as courteous and professional in your hiring approach. The least you can do is let them know you aren’t progressing their applications. Some of these candidates are eager for the job and would rather be sent a rejection email than no communication at all. 

It creates a positive candidate experience and avoids negative reviews

Candidates appreciate prompt and transparent communication from companies, even if it’s to reject their applications. 

Taking the time out to keep them updated, and in some cases, providing feedback on their application can go a long way to building a positive candidate experience and strong employer reputation for your company. 

It also helps prevent negative reviews and comments on social media and websites like Glassdoor. 

It leaves the doors open 

A well-crafted candidate rejection email leaves applicants with a good final impression and makes them feel respected by the company. 

This is a great way to encourage them to apply for future roles or even engage with the company in a different capacity, for example, as a customer, investor, vendor, and so on. 

It reaffirms the company’s culture and values 

Taking the time to write to rejected candidates shows that you respect them and follow ethical business practices. It not only leaves a good impression on candidates but also reaffirms the company’s culture and values for existing employees. 

It protects you from legal disputes 

Job rejection emails that explain why candidates haven’t been selected help protect the company from potential legal disputes. For instance, if a candidate claims that you’ve rejected them unfairly, a job rejection email can show, in writing, why a candidate was rejected and that the reasons were clearly communicated to them. 

The length and level of detail in a candidate rejection email depends on how far along in the process that candidate was. 

For instance, it’s okay to send a standard and automated rejection email if a candidate is being rejected at the resume screening stage. But, you probably need to provide a more personalized explanation for rejection at later stages. For example, if they were in their final rounds of interviews. 

At the very minimum, your job rejection email should contain the following fundamental elements: 

Neutral subject line 

Choose a concise but neutral subject line such as “Thank you for your application” or “Update on your application.” It’s best for the candidate to receive the rejection with additional context in the main email body rather than through a negative or emotive subject line. 

Personalized greeting or salutation 

Ensure that you refer to the candidate by their name so it doesn’t appear like a standard automated response sent to everyone. Use a professional salutation such as “Dear” or “Hi” for formal or informal emails respectively. 

Show gratitude and be specific about the role  

Open the job rejection email on a positive note. You can do this by showing gratitude and thanking the candidate for applying for the role. 

Importantly, be specific about what position and company the email pertains to. For example, “Thank you for your interest and application for the Administrative Assistant role at Company X.” 

It’s common for candidates to apply for many roles across multiple companies simultaneously, so ensure they know exactly what role they’re being rejected from. 

Clear job rejection messaging

Clearly state that they’re not being selected for the position. Use a neutral tone and keep the messaging straightforward. There should be no room for ambiguity or confusion about their application. 

Feedback or reasons for rejection (optional)

It’s good practice to provide a reason for rejecting the candidate . For instance, the role has already been filled, or you’ve chosen someone whose qualifications are better suited. 

Additionally, you can provide the candidate with personalized feedback about their performance during the application process. This is optional but highly recommended, especially for applicants who made it to the later stages of the hiring process. 

Future opportunities and encouragement

Mention that you’ll keep the candidate’s resume on file and will reach out to them if any future roles open up that would suit their experience. Also, encourage them to keep an eye out for future job listings at your company. 

Closing statement 

End the email on a positive note, once again thanking the candidate for their application and interest in working at your company. You may offer to talk through the feedback in more detail over a call if they wish to, especially if the candidate progressed to the advanced stages of the application process. However, this is optional. 

Contact information and signature 

Make sure to include your name, designation, and contact details should the candidate need to reach out to you with any questions or feedback. 

Below, we’ve created three sample templates for your candidate rejection emails. Tailor these templates to personalize them for the candidate and the specific roles they relate to. 

Sample 1: Job rejection email for candidates in the early stages of the application process 

Subject: Thank you for your application

Dear [Candidate's Name] ,

Thank you for taking the time and effort to apply for the [Position Name] role at [Company Name] . 

After careful consideration, we regret to inform you that we will not be progressing with your application for this role. 

While your skills and experience are commendable, we have decided to move forward with a candidate whose background aligns more closely with the specific requirements of the role. 

We have your resume on file and will reach out to you if a suitable role opens up. In the meantime, we encourage you to check our careers page regularly for any future opportunities that may interest you.  

We appreciate your understanding and value your interest in joining our team. 

Kind regards,

[Your Name]

[Your Title]

[Company Name]

[Your Email Address]

[Your Phone Number]

Sample 2: Job rejection email for candidates in the later stages of the application process 

Subject: Feedback on your job application

Thank you for your interest in the [Position Name] role at [Company Name] . We appreciate your time and effort throughout the application process.

Unfortunately, after careful consideration, we have decided not to progress your application for the [Position Name] role. 

While your skills and experience are impressive, we were seeking more direct experience in [specific skill or experience required for the role] which was a key factor in our decision.

We genuinely appreciate your interest and encourage you to check our careers page regularly for any future opportunities that may interest you.  

Please feel free to contact me if you have any questions. 

Sample 3: Job rejection email for company-related reasons

Subject: Update on your job application

Thank you for your interest in the [Position Name] role at [Company Name] . 

We regret to inform you that we are no longer hiring for this role. The decision was influenced by [specific reasons e.g. team restructuring] , which has led us to re-evaluate the scope and requirements of the [Position Name] role.

We genuinely appreciate the time and effort you invested in the application process and encourage you to check our careers page regularly for any future opportunities that may interest you.  

Thank you for your understanding.

Best regards,

Follow these best practices to write effective job rejection emails and create a positive candidate experience for all applicants. 

Hiring teams are often swamped with screening resumes, scheduling interviews, setting up tests, and so on. Unfortunately, this means they often forget to write and send candidate rejection emails or follow the above best practices. 

That’s why it’s a great idea to use software like TestGorilla to take the pain out of candidate rejections. You can use TestGorilla’s dashboard to send rejection emails to your candidates in just a few clicks . 

Moreover, you can create custom templates that reflect your voice and employer brand and save you the hassle of writing them from scratch every time. 

TestGorilla lets you send candidates their results for pre-employment tests and assessments, including situational judgment, cognitive ability, and job-specific skills tests, to name a few. 

Sharing these results adds another layer of feedback and can help put the rejection decision into context. For instance, you could explain in your email that a candidate was rejected because they didn’t pass the minimum required grade on the problem-solving test.

Sending a well-thought-out candidate rejection email to your applicants makes them feel respected and valued despite not getting the role. This is a great way to encourage future applications from them and avoid negative reviews online. 

However, rejecting applicants is sensitive and it can be tricky to know how to reject a candidate via email. The perfect candidate rejection email will be personalized and concise, and provide candidates with specific feedback about their application. 

Maintaining a positive and empathetic tone throughout your email and sending it on time also goes a long way in building a positive candidate experience and a strong employer brand for your company. 

Use software like TestGorilla to create custom templates, manage communications , and send candidates specific feedback about their performance in the application process. 

Take a product tour , schedule a free 30-minute live demo , or sign up for a free plan to start crafting and sending effective candidate rejection emails today. 

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How to write a job rejection email (templates included)

A corporate job typically gets 250 applications. Of these applicants, about 2% to 6% are called in for an interview. Of course, the offer is made to just one.

This means that there are about 249 candidates who get rejected each time you post an ad. Chances are you’re going to have to write a  job rejection email or two.

Now, no HR professional wants to break the bad news of rejection their candidates. But informing them about their application status is important. It helps them to track their application to closure.

Otherwise, they might end up investing more time on your job listing with follow up emails or calls – only to learn that they aren’t being considered anymore. Bad candidate experiences like these can negatively impact your employer branding .

Here’s where well-written and thought-out job rejection emails come in handy. They are great tools to update your candidates’ on their application status.

Let’s now look at the job rejection email templates you can send to your applicants. You’ll need a different kind of rejection based on the different hiring stages where they end their application.

1. Post-application job rejection email template

The application stage is quite an early stage in the hiring process . At this point, all that the candidates have done is sent you their resume along with any other preliminary information you might have asked for.

Generally speaking, candidates aren’t very invested at this stage. They’re not expecting to be hired on the spot and they haven’t spent too much time in the application.

This means that a rejection at this point is usually not as discouraging as getting rejected in the more advanced hiring stages.

For these candidates, send a brief job rejection email such as:

Hello [first name] , Thank you for applying to be an [role] at [company name] . While we were really impressed by your resume and you clearly show the potential of doing some great [job core responsibility like customer service, writing, testing, etc.] , we sadly can’t move forward with your application at this point. But please feel free to re-apply when you see another relevant listing at [company name] . Thank you for applying. We appreciate your effort. [your name]

Always use the candidate’s name when delivering the rejection news as this little trick personalizes the email and it doesn’t read like a robotic mass mail.

A simple response, closing out the process is all it takes to provide a polite rejection letter at this stage.

2. Post-screening job rejection email template

The screening stage is an intermediate stage in the hiring process. Usually, at this point, you would have engaged the shortlisted candidates to work on some sample specs, had a phone call with them or got them to undertake a few pre-hiring assessment tests .

Candidates at this point feel that they’re in that zone where they have a good chance at landing the job.

So they’re somewhat hopeful and have also typically invested reasonable time and effort into getting closer to getting the job. This means that rejection at this point means more than what it does at the application stage.

Send a more thoughtful job rejection email to these candidates, such as:

Hi [first name] , Thanks so much for [sending over the trial specs or taking up the assessments tests or for participating in the screening call] to be our next [role] at [company name] . We really enjoyed reviewing your performance, and while you certainly have the skills to make it big in a [marketing or writing or customer service] role and also carry a right attitude, we sadly can’t move forward with you at this point. But please do re-apply when you see another relevant listing at [company name] . Thank you for applying. We really appreciate your effort. [your name]

Consider including personalized feedback where possible. This will help you author a polite rejection letter that candidates respond well to.

3. Post-interview job rejection email template

The interviewing stage is the most advanced stage in the hiring process. The candidate job rejection email after an interview is one of the most important, especially if you’ve had them participate in a job trial day .

Usually, at this point, your candidates have already invested a lot of time and effort to get the job and will feel much more confident and closer to getting the job. This means getting rejected after the interview can be disheartening.

Candidates don’t just lose all their time and effort, but they also experience discouragement of making it so far and still not getting hired.

To these candidates, it’s important to send a detailed job rejection email like:

Hey [first-name] , Thanks so much for interviewing to be our next [role] at [company name] . We thoroughly enjoyed talking to you about your skills, experience, and job expectations. What really stood out was your [one quality about the candidate or a complex project they might have handled or any constructive feedback they can use] . We can already tell that you have a great career ahead, but unfortunately, we can’t move forward with you this time. We went with the candidate who [explain the criteria on which the candidate lost out, for example, going with a candidate who had more experience, an additional skill, or better cultural fit]. But we’d love to have you re-apply when you see another relevant listing at [company name] . Thank you for applying at [company name]. We really appreciate your effort. [your name]

Notice that this email offers specific feedback to the candidate.

Often, this is the only way to compensate these candidates for making it this far and to give them some value in return for the time and effort they invested throughout the hiring process.

Besides, this also helps them with their future interviews.

3 principles to write polite rejection letters

Generally speaking, better job rejection emails create a better candidate experience . Every candidate will respond differently to rejection. However, there are some general best practices to abide by when writing your own job rejection letters and emails.

When using these job rejection emails samples to write yours, remember:

• Convey empathy: Show the candidates that you know how it feels to be getting such an email. A little empathy goes a long way when improving the candidate experience.
• Show gratitude: Thank the candidates for applying. You may not always be able to compensate candidates for their time, so demonstrating your gratitude for their time and effort is important.
• Be personal: Customize your emails, so they feel like one-on-one conversations rather than a bulk update.

Why you should send unsuccessful candidates rejection emails

First, it is helpful to understand why you should send rejection emails at all.

Research suggests that more than half of job candidates have to wait weeks or more to get a response from prospective employers. Some never hear anything. This makes them feel disrespected and as if their time has been wasted.

Sending a rejection email is a nice way to recognize unsuccessful candidates and all the effort they put into applying. It also prevents them from having to wait around while wondering what will happen next.

Your rejection email can also be a chance to encourage them to apply again if you want them to.

In short, sending unsuccessful candidates rejection emails makes the experience more positive for them. Not only is this the kind thing to do, but it is also suitable for your business.

Candidates who have a positive relationship with employers are more likely to apply to future open positions, refer friends, and write positive reviews on websites such as Glassdoor.

In other words, you are expanding your future hiring pool by sending rejection emails.

Tips for sending better rejections emails

Sending a rejection email is always a good thing. However, sending the well-written email is even better. Many recruiters make the mistake of sending cold and mechanical emails.

These are some tips for making your emails warmer and more human:

• Thank them: It is common courtesy to thank unsuccessful candidates for their applications. Consider expanding on this by thanking them for considering you (hiring is a two-way street). Also, acknowledge the time and effort they put in.
• Make it personal: Whenever possible, make the email a little personal. Consider including a brief note referencing the conversation and highlighting a strength the person demonstrated.
• Provide feedback: Offer some helpful feedback on why the person was not accepted. Ideally, this should be specific, constructive, and actionable. Providing even basic explanations can make the rejections more satisfying than merely telling unsuccessful candidates that they didn’t get the job.
• Encourage future applications: If the person was the right candidate, encourage him or her to apply again. Consider making this more positive by writing something such as, “we hope you will be open to us reaching out about other opportunities.” This is a great way to make the email more positive.

Examples of great emails to unsuccessful candidates

Following the above tips will help to make your rejection emails more effective.

Below are some examples of well-written rejection emails to unsuccessful candidates that you can use as inspirations.

Rejection email to a candidate who was a good fit

Hi Jane, We really appreciate you applying to the Marketing Manager position at ABC Corporation. We know that many companies are hiring, and thank you for taking the time to visit us and interview with our team. At this time, we have chosen to move forward with a different candidate whose experience more closely matches our needs. We were very impressed by your in-depth knowledge of our product line and believe you would have made a great fit with our culture. Ultimately, the decision came down to the other candidate having a little more leadership experience. We expect to have other positions open soon in our marketing department. We hope that you will not mind us reaching out about any openings that we feel you would be a good fit for. Additionally, we encourage you to apply to any positions you are interested in. The best of luck with your search. We know that you will make a great team member wherever you end up. Warm regards, John Doe Marketing Director

Rejection email to a candidate who was not a good fit

Hi Jane, We appreciate you applying to the Marketing Manager position at ABC Corporation. We know that many companies are hiring, and thank you for taking the time to visit us and interview with our team. Although you have some great skills and experience, we have decided to move forward with a different candidate whose experience more closely matches our needs. Again, we really appreciate your time and effort. If you would appreciate additional feedback, please don’t hesitate to ask. The best of luck with your search. Warm Regards, John Doe Marketing Director

Key takeaways from these examples

The above two rejection email examples apply some of the aforementioned tips.

Useful tip:

While unsuccessful candidates will always be disappointed, that doesn’t mean that the rejection email needs to be devastating.

In the example for a good candidate, the hiring manager highlighted a specific strength (that she had done significant research into the product line).

He also made clear that the reason for selecting another candidate was because of the other applicant’s leadership experience.

Following this by encouraging future applications also helps keep the door open. Since she was a good candidate, the hiring manager indicates that he is considering reaching out about other openings.

This is more positive than merely asking the person to check back for other opportunities. However, you should only include this type of language if you mean it.

He also concludes with a positive note that she will make a good fit somewhere. While this isn’t going to salve the wound from rejection completely, it does help.

The example for the poorly fit candidate is shorter and more to the point. As with any other type of communication , it is best to say less when you don’t have positive things to say. There is no reason to kick the candidate when he or she is already down.

The hiring manager thanked the candidate in the same language as the first example. Regardless of whether someone was a good candidate or not, he or she put time and effort into applying, and that deserves gratitude. Conversely, the explanation is much shorter because the hiring manager has less to say.

Additionally, the hiring manager offers a chance to get some additional feedback. This is not necessary and should only be offered if you genuinely want to be helpful.

However, this can be a best practice when hiring. Providing feedback gives a good image of your company.

By offering a chance for feedback rather than just giving it, the hiring manager puts the control in the candidate’s hands. If he or she does not need to hear why the interview went poorly, he or she doesn’t have to.

The value of better recruitment

Talent is one of the most valuable resources for any organization. After all, it is the people working on your team that make it successful.

Improving your recruitment processes can help you to accelerate your business’s success.

Sending well-written and construction emails to unsuccessful candidates is a good way to enhance your recruitment efforts.

Another way is to use Recruitee. This talent acquisition platform will help you organize and streamline your recruitment process.

‍ Learn more about how Recruitee can help your team today.

Adrie is a content strategist at Foleon, and the former Head of Content & Branding at Recruitee!

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How to Craft a Job Rejection Email for Your Candidates [With Samples]

Crafting a thoughtful and respectful job rejection email can be a defining moment for your company’s reputation. in this guide, we’ll explore the key elements of these messages and provide real-world samples to help you master the art of rejection mail construction..

Few moments in the hiring process are as delicate as informing candidates that they’ve not been chosen for a role they pursued with passion and hope. Yet, how you handle this communication can define your company’s brand and reputation.

Job rejection emails are more than courteous formalities; they’re opportunities to uphold a positive candidate experience and foster future relationships.

For HR professionals, crafting these emails is an art form that demands balance, empathy, and clarity. In this guide, we’ll walk through the nuanced steps of composing job rejection emails that reflect thoughtfulness and respect. We’ll explore these messages’ key elements and provide real-world samples to guide you in the art of rejection mail construction.

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What you should include in a rejection email

While delivering bad news is never easy, following a few guidelines can help you write an effective rejection email. Here are the several key components you should include in your email. 

Personalisation and Gratitude: Addressing the candidate by name and expressing gratitude for their time and interest in the position is a crucial first step in crafting a professional rejection email. This shows that you value the candidate’s effort and consideration, even though they weren’t the right fit for the role .

Clear and Informative: It’s important to be transparent and clear when delivering the news that you won’t be moving forward with their candidacy. Depending on the stage of the rejection, you may offer a brief explanation of why the candidate wasn’t selected. For later-stage rejections, consider offering specific feedback on the candidate’s application or interview performance, as this can be valuable for them in future job searches.

Respectful and Courteous: While it’s essential to be honest and direct in your rejection email, it’s equally important to avoid negative language or making the candidate feel inadequate. Instead, focus on reiterating your thanks for their time and application, and consider mentioning any future opportunities they might be a good fit for (if applicable).

Professional Closing: Finally, it’s important to conclude with an experienced closing and your name/title. Before hitting send, double-check for any typos or grammatical errors that may leave a wrong impression.

By following these tips and examples, you can craft a job rejection email that is professional, informative, and respectful of the candidate’s time and effort. 

When is a job rejection email sent?

One of the most critical aspects of the hiring process is ensuring that candidates receive timely and respectful communication throughout the entire process. Here is a breakdown of the different stages of the interview process where HR sends out a rejection email and the ideal timeframe for sending the email.

Stage 1: Initial Application

If a candidate’s resume or cover letter does not match the requirements closely or there is a large pool of highly qualified candidates, it’s likely that they will receive a rejection email at this stage. The ideal time for sending this email type is within 3-5 business days of receiving the application. This allows candidates to move on in their job search without waiting for a response.

Stage 2: After a Phone Screening

If the initial phone conversation reveals a mismatch in skills or experience for the role, a quick follow-up email is appropriate. The ideal time for sending this email type is within 1-2 business days of the call.

Stage 3: Post Interview

If another candidate impressed the hiring manager more or the candidates’ responses didn’t align perfectly with what they were looking for, it’s common to send out rejection emails after the first interview. The ideal time for sending this email type is within one week of the interview. If it takes longer due to scheduling conflicts, a brief email explaining the delay is considered.

Stage 4: Following Final Interviews

If you made it to the final round but another candidate emerged as a stronger fit for the team dynamics or company culture, you might receive a rejection email. The ideal time for sending this email type is within 1-2 weeks after the final interview. If the company needs more time to discuss candidates or make an offer, a short email expressing continued interest and outlining the next steps keeps the candidate informed.

Candidate Rejection Email Template

To assist you, we’ve curated a set of email templates to aid your communication with job applicants. These templates focus on sharing information effectively while maintaining a positive and respectful tone. Feel free to personalise them and impress candidates right from the get-go!

Subject: [Job Title] Application Update – [Company Name]

Dear [Candidate Name],

Thank you for your application for the [Job Title] position at [Company Name]. We appreciate the time and effort you have put into your application, and we want to thank you for sharing your skills and experience with us.

We wanted to reach out to you personally to let you know that, although your application was impressive, we have decided to move forward with other applicants whose experience more closely aligns with the specific needs of this role.

We understand that receiving this news can be disappointing, and we want to assure you that this decision was not a reflection of your abilities or potential. We value your time and effort, and we appreciate the interest you showed in joining our team.

We encourage you to continue to explore opportunities at [Company Name] in the future. We are always interested in hearing from talented and motivated individuals like yourself. You can watch our careers page for future opportunities that may be a better fit for your skills and experience.

Once again, thank you for your interest in [Company Name]. We wish you all the best in your job search and hope you find an opportunity that perfectly matches your skills and experience.

[Your Name]

[Your Title]

I want to personally thank you for taking the time to speak with us regarding the [Job Title] position at [Company Name]. Your enthusiasm for [industry/company mission] and your experience in [mention a specific area discussed] were impressive and noteworthy.

After careful review, we’ve decided not to proceed with your application at this time. We understand that this news may be disappointing, and we want you to know that our decision was not a reflection of your experience or qualifications.

As you may be aware, we received many exceptional applications for this role. After careful consideration, we identified several candidates whose backgrounds aligned more precisely with the specific requirements of this position.

Please know that we appreciate the time and effort you put into your application and your conversation with us, and we value your interest in our company. We encourage you to continue your job search and wish you all the best in your future endeavours.

Thank you again for your interest in [Company Name]. We hope you will stay in touch with us in the future.

Best regards,

[Company Name]

Stage 3: Post Interview (Without Feedback)

I hope this email finds you well. I wanted to take a moment to express my gratitude for your interest in the [Job Title] position at [Company Name]. Your skills and experience were impressive, and we enjoyed learning more about your background during the interview process.

As you know, the hiring process for this position was highly competitive, with strong candidates vying for the role. After careful consideration, we’ve decided to move forward with a candidate whose background aligns a bit more closely with the specific needs of this particular position at this time.

I understand that this news may be disappointing, and I want you to know that we don’t take this decision lightly. We appreciate the time and effort you invested in the application process and want to thank you for your interest in [Company Name].

While we cannot provide feedback on your interview, I want to assure you that our decision was based solely on the company’s needs and the candidate’s qualifications. We value the time and effort you put into applying to [Company Name], and we encourage you to continue pursuing your goals.

We wish you all the best in your future endeavours and hope you will keep an eye on our careers page for opportunities that may be a better fit for your qualifications and experience.

Thank you again for your interest in [Company Name], and we wish you the very best in your job search.

Expand your team with MyCareersFuture! Access Singapore’s vast talent pool of 500,000+ by posting your jobs today.

Stage 3: Post Interview (With Feedback) 

We want to express our heartfelt gratitude for taking the time to interview for the [Job Title] role at [Company Name]. We were thrilled to see your enthusiasm and passion for the position, and your knowledge and experience in [mention relevant field] were truly impressive.

After careful consideration, we regret to inform you that despite your impressive qualifications and skills, we have decided to proceed with other candidates whose experience more closely aligns with the specific needs of this role at this time. 

We understand that this may be a disappointing outcome. However, we hope you understand that this decision was not a reflection of your abilities. We recognize that you are a talented professional, and we would like to offer you some specific feedback to help you strengthen your application in the future.

During the interview, we were particularly impressed with your [mention specific skills or qualities that impressed you] and especially appreciated your [mention a particular example from the interview that showcased their skills]. However, we noticed that you could benefit from further experience in [mention specific area for improvement].

We personally feel this is an area where you can focus your efforts to strengthen your candidacy in the future and make yourself a more competitive candidate as we recognise you’re a talented professional with a lot to offer. And we’d encourage you to keep pursuing your goals.

We wish you the best of luck in your future job search and encourage you to apply for future roles with our company.

Please feel free to reach out if you have any questions or want to discuss this feedback further. We appreciate your interest in [Company Name] and wish you the best in your career.

We want to express our sincerest gratitude for your time and effort in the interview process for the [Job Title] position at [Company Name]. 

We were truly impressed with your experience, skills, and unique perspective in [specific area], and it was exciting to learn more about your accomplishments in this field. Your enthusiasm and professionalism throughout the interview process were commendable, and we appreciate all the effort you put into your application.

After careful consideration, we have decided to proceed with another candidate whose skills and experience most align with the role’s specific needs. Please know that our decision to proceed with another candidate was difficult, as you are a very talented professional.

I understand this news may be disappointing, and I want to assure you that this was a close call. This decision was made after a thorough and rigorous interview process, and it does not reflect on your abilities or potential. Your qualifications and insights were impressive, and we were particularly impressed by your passion for [industry/company mission] and your experience in [mention a specific area].

I would like to encourage you to keep [Company Name] in mind for future opportunities. We are always looking for talented individuals like yourself and would welcome the chance to work with you in another capacity.

We wish you the very best of luck in securing the perfect opportunity. You have a bright future ahead, and we have no doubt you’ll find a role that allows you to excel.

In conclusion, crafting a job rejection email may seem like a small task in the grand scheme of the hiring process. Still, it can significantly impact a candidate’s perception of your company. By following the guidelines and examples provided in this guide, HR professionals can ensure that they uphold a positive candidate experience and foster future relationships. 

Remember, a rejection email is not just a formal courtesy; it’s an opportunity to demonstrate thoughtfulness and respect and to leave a lasting impression on candidates. With clear and informative language, personalisation and gratitude, and a respectful and courteous tone, job rejection emails can help build your company’s brand and reputation.

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Responding to a Rejection Email: Sample Emails Included

In the job search process, one of the most common and expected outcomes is receiving a rejection email from a potential employer. A rejection email is a communication that informs a job applicant that they were not selected for the position they applied for. This email usually includes a brief thank you for applying, a message indicating the decision, and an invitation to apply for future opportunities.

While it’s never easy to receive a rejection, responding to a rejection email can present an opportunity for job seekers to make a positive impression on the employer. Many job seekers simply ignore the email, feeling upset or disappointed. However, responding to the rejection email graciously can demonstrate professionalism and leave a positive impression with the employer, potentially leading to future opportunities.

This article is a guide on how to respond to a rejection email, including sample emails for various scenarios. The article will cover the importance of responding to a rejection email, tips to writing a professional response email, and mistakes to avoid when drafting the email. By exploring these topics, job seekers can make the most of the situation and turn a rejection into a positive experience.

The article is divided into three sections. The first section will cover the importance of responding to a rejection email and the benefits that can be gained from doing so. The following section goes through tips on how to write a response email that is both professional and gracious. The last section provides sample emails for different scenarios, including follow up, thank you notes, and expressions of gratitude.

This article is designed to help job seekers respond to rejection emails in a way that maximizes their chances of future success. So, if you’ve recently received a rejection email, keep reading to learn how to turn that disappointing news into a positive, memorable experience.

Understanding the Rejection Email

Receiving a rejection email can be disappointing, but it’s important to understand the reasons behind it so that you can improve your chances in future application processes. In this section, we will discuss the common reasons for receiving a rejection email, the different types of rejection emails, and the key elements of a rejection email.

Common reasons for receiving a rejection email

Lack of qualifications: If you don’t meet the necessary qualifications for the position, you may receive a rejection email.

Competition: Sometimes, the competition for a position is fierce and despite being qualified, you may be passed over for someone who is more experienced or has other skills.

Cultural fit: Many organizations seek candidates who align with their culture or values. If you don’t fit into the organization’s culture or values, you may receive a rejection email.

Poor communication: Your communication skills are crucial during the application process. If your communication with the hiring team is lackluster, it could negatively impact your chances of being selected.

Different types of rejection emails and how to identify them

Form rejection email: These are generic rejection emails that are sent to all candidates who were not selected for the position. They typically contain a standard message thanking the candidate for their application but indicating that they were not chosen for the role.

Personalized rejection email: These emails are tailored to the candidate and provide more specific feedback on why they were not selected. These emails are a good sign that the employer values your application and wants to provide you with some feedback on how you can improve.

Key elements of a rejection email

Thank the candidate for their interest in the position and organization.

Provide specific feedback on why the candidate was not selected or what they could improve upon.

Encourage the candidate to apply for future positions and express interest in any future openings.

End on a positive note, thanking the candidate for their time and consideration.

Understanding the reasons behind a rejection email and the types of rejection emails can help you respond appropriately, whether it’s following up with the employer or rethinking your application strategy. Keeping in mind the key elements of a rejection email can also help you craft a thoughtful and gracious response.

Dos and Don’ts of Responding to a Rejection Email

In any professional situation, how you respond to rejection is crucial to how others view you. It’s important to respond to a rejection email in a thoughtful way that shows that you are professional and gracious. In this section, we’ll explore the best practices for responding to a rejection email and the common mistakes to avoid.

Best practices for responding to a rejection email

1. respond politely and professionally.

Always respond to a rejection email with politeness and professionalism. Thank the sender for their time and consideration, express disappointment about not being selected, and offer to keep in touch in case any future opportunities arise.

2. Seek feedback

If you’re not sure why you were rejected, consider asking the sender if they could provide feedback. This feedback will help you know what to improve on in your job search going forward.

3. Be brief and to the point

Don’t go too deep into details or explanations when responding to a rejection email. Keep your response brief and to the point. This is not the time to explain or justify yourself, but rather to show your professionalism and kindness.

4. Proofread

Make sure to proofread your response carefully before sending it. Check for typos, grammatical errors, and punctuation issues. A well-written and polished email will present you in the best possible light.

Common mistakes to avoid when responding to a rejection email

1. responding rudely or unprofessionally.

One of the biggest mistakes you can make is lashing out and responding rudely or unprofessionally. This will only hurt your reputation and your chances of being considered for future positions.

2. Asking for a job anyway

Don’t ask for a job anyway after receiving a rejection email. This can come across as pushy and desperate, and it’s unlikely to be successful.

3. Not responding at all

Failing to respond to a rejection email is unprofessional and can sour your relationship with the sender. Always take the time to respond, even if it’s just a brief email.

4. Arguing or debating the decision

Never argue or debate the decision when responding to a rejection email. This will only create hostility and resentment, and it’s unlikely to change their mind.

Responding to a rejection email is an important aspect of the job search process. Keep these dos and don’ts in mind when crafting your response, and you’ll be sure to leave a good impression on the sender.

Crafting Your Response

When crafting your response to a rejection email, it’s important to keep in mind the recipient and their expectations. Identifying your audience and tailoring your response accordingly is crucial. Are you responding to a prospective employer, an academic institution, or a potential client? Adjust your tone and language to suit their needs.

Even if you are disappointed with the decision, it’s important to convey your interest and enthusiasm in the opportunity. Show gratitude for the consideration and express a willingness to continue the conversation.

Here are a few tips to help you write an effective and professional response email:

• Start with a clear and concise subject line that reflects the purpose of your email.
• Address the recipient by name and thank them for their time and consideration.
• Acknowledge their decision and express your disappointment, but avoid dwelling on it.
• Showcase your interest and enthusiasm for the opportunity by highlighting your skills and qualifications.
• Offer to stay in touch and ask for any feedback that could help you improve.
• End with a polite and respectful closing, such as “Best regards” or “Sincerely.”

Remember, your response email is an opportunity to leave a positive impression, even in the face of rejection. Keep it professional, polite, and tailored to the needs of the recipient. With these tips in mind, you can craft an effective response that leaves the door open for future opportunities.

Example Responses to Rejection Emails

Getting rejected is not the most appealing feeling, but it is inevitable. Whether it’s a job application, a business proposal, or a scholarship, getting a rejection email is something that everyone experiences at some point. Responding to a rejection email might seem daunting, but it’s important to do so in a professional manner. Here are some sample responses to different types of rejection emails:

Sample Responses to a Job Application Rejection

Dear Hiring Manager,

Thank you for taking the time to inform me about the outcome of my job application. I am disappointed to learn that I was not selected for the position, but I greatly appreciate the opportunity to apply and the time you invested in reviewing my application.

May I request some feedback on how I could improve my qualifications for future opportunities with your company? If some time and if appropriate, please let me know if there were any specific areas where I could have shown stronger aptitudes or submitted additional information that might have enhanced my candidacy.

Thank you for your time and consideration. I wish you and the team every success.

Sincerely, [Your Name]

Sample Responses to a Business Proposal Rejection

Dear [Recipient’s Name],

I appreciate the time and effort you took in reviewing my business proposal. While I am disappointed that I did not make the cut, I want to thank you for your candid evaluation of my proposal.

I would appreciate hearing your reason for not selecting my proposal so that I can understand where I need to improve or spend more time in crafting a more compelling and persuasive proposal in future opportunities.

Thank you for the opportunity to submit my proposal for consideration. I am looking forward to learning more about how I could rework my proposal in future opportunities.

Warm Regards, [Your Name]

Sample Responses to a Scholarship Rejection

Dear Scholarship Committee,

Thank you for considering my application for the scholarship program. Although I’m disappointed to learn that I did not receive the scholarship award, I sincerely appreciate the opportunity to compete.

Although I have not been chosen this time, I was wondering if there is any feedback you could give me so that I understand why my application was not selected? I want to learn from this experience and continue working on improving myself so that I may be qualified for other scholarship programs in the future.

I appreciate the time and consideration you gave to my application. Thank you once again for the opportunity.

Responding to a rejection email is an essential part of showing professionalism and resilience in business and learning opportunities. Whether it was for a job application, a business proposal, or a scholarship, it is important to craft a polite, thoughtful, and learning-filled response. These sample responses can serve as a guide to help you effectively respond to a rejection email in a professional, respectful, and confident way.

How to Turn a Rejection into an Opportunity

It’s never easy to receive a rejection, whether it’s for a job, promotion, or business opportunity. However, it’s important to understand that rejections are a part of life and can actually be turned into valuable learning experiences.

Strategies for staying positive and motivated after receiving a rejection

One effective strategy for staying positive is to focus on your strengths and accomplishments. Take time to reflect on the things you’ve achieved in your career and personal life, and remind yourself of your own worth and value. It can also be helpful to surround yourself with supportive friends and family members who can provide encouragement and validation.

Another strategy is to use the rejection as fuel for growth and improvement. Instead of dwelling on the negative aspects of the rejection, use it as an opportunity to identify areas for personal and professional development.

Ways to use the rejection as a learning experience and improve for the future

When faced with a rejection, take some time to reflect on the factors that may have contributed to it. Were there any specific skills or qualifications that you were lacking? Did you miss any important details in your application or pitch? Use these insights to identify areas where you can improve for future opportunities.

It can also be helpful to seek feedback from the person or organization that rejected you. Constructive criticism can be difficult to hear, but it can also provide valuable insights that can help you grow and improve.

Examples of successful career paths that started with rejection

Numerous successful individuals have faced rejection at some point in their careers. J.K. Rowling, the author of the Harry Potter series, was rejected by 12 different publishers before finally getting her series published. Walt Disney was fired from his first job as a newspaper editor because he was told he “lacked imagination.” However, he went on to create one of the most successful entertainment empires in history.

These examples demonstrate that rejection does not have to be the end of the road. Rather, it can be a stepping stone to greater success and achievement.

While rejection can be a painful experience, it can also be a valuable opportunity for growth and learning. With the right mindset and strategies, you can turn a rejection into a positive experience that ultimately helps you achieve your goals.

Dealing with Emotions

If you’ve received a rejection email after a job application, it’s normal to feel a range of emotions. Coping with the emotional impact of rejection can be a challenge, but there are several coping mechanisms you can use to help you deal with the disappointment.

Coping mechanisms for dealing with the emotional impact of rejection

Take a break:  Allow yourself some time to process the rejection. Take a step back, and take some time out for yourself.

Reflect on your achievements:  Focus on your accomplishments and strengths. Don’t allow the rejection to define your worth.

Talk to a friend:  Discuss your emotions with a close friend or family member who can listen and provide support.

Engage in positive self-talk:  Use positive affirmations to boost your confidence, improve your spirits, and give yourself a much-needed boost.

Keep things in perspective:  Remember that rejection is a part of the job application process, and it doesn’t define who you are as a person.

Managing stress and anxiety related to rejection emails

Receiving rejection emails can be a stressful and anxiety-inducing experience. Here are some tips to help manage these feelings:

Take a deep breath:  Deep breathing exercises can help you calm your body and mind.

Practice mindfulness:  Focus on the present moment and your breathing. Try to stay in the here and now.

Stay active:  Physical activity can help reduce stress and anxiety levels.

Journal:  Writing down your thoughts and feelings can be a great way to release stress.

Self-care tips for maintaining your mental health during the job application process

The job application process can be a stressful time, even when things are going well. Here are some tips to help maintain your mental health:

Take breaks:  Make sure you’re taking time off from studying and writing to rest and relax.

Engage in self-care routines:  Establish a self-care routine that includes sleep, exercise, and good nutrition.

Stay organized:  Keep track of your job applications, deadlines, and interviews. Being organized can help reduce stress levels.

Have a support system:  Talk to family and friends, or seek out a therapist to lean on. Talking through your emotions can be a great way to relieve stress and maintain mental health.

Remember, rejection is not the end of the road. Use these coping mechanisms and self-care tips to help you maintain your mental health, and stay motivated during the job application process.

Following Up After Your Response

After sending a response email, it’s important to follow up with the recipient in a professional and respectful manner. Here are some tips on when and how to follow up, as well as how to keep the conversation going:

When and How to Follow Up

If you haven’t heard back from the recipient after a few days, it’s appropriate to follow up. Depending on the context of your email, you can either reply to your original email or start a new thread. In either case, make sure to reference your previous email so the recipient knows what you’re following up on.

When crafting your follow-up email, be sure to keep your tone polite and professional. Avoid being pushy or demanding, as this can come across negatively.

Tips for Continuing the Conversation

When continuing the conversation, it’s important to be mindful of the recipient’s perspective. Try to anticipate any concerns or questions they might have and address them before they even come up.

Additionally, make sure to keep the focus on collaborating and finding a solution together. Don’t make it about winning an argument or proving yourself right.

Remember to also be respectful of the recipient’s time and schedule. If they’re busy, offer to schedule a call or meeting at a later time when it’s more convenient for them.

Example Follow-Up Emails

Here are two examples of follow-up emails:

Hello [Recipient],

I hope this email finds you well. I wanted to circle back to our previous conversation about [topic] and follow up on whether you had any further questions or concerns.

If there’s anything I can do to help move this forward, please let me know. I’m happy to jump on a call or set up a meeting to discuss things in more detail.

Best regards, [Your Name]

Hi [Recipient],

I hope this email finds you well. I wanted to touch base regarding the proposal I sent over and see if you had any feedback or questions. I understand you’re busy, so please let me know if you need more time to review.

In the meantime, I’ll keep working on refining the proposal based on our previous conversations. Let me know if there’s anything else I can do to assist.

By following these tips and using these examples, you can continue the conversation in a professional and respectful manner after responding to a rejection email.

How to Handle a Second Rejection

Getting rejected for a second time can be discouraging, but it’s important to not let it get you down. Instead, take some time to analyze the reasons for the rejection and come up with a plan for how to respond with grace and professionalism.

Analyzing the reasons for a second rejection

When faced with a second rejection, it’s natural to feel frustrated and even angry. However, it’s important to approach the situation with a level head and try to understand why the rejection happened.

Some common reasons for a second rejection include:

• The position has already been filled
• Your qualifications do not match the job requirements
• The company is moving in a different direction
• Internal politics played a role in the decision

Once you understand the reasons for the rejection, you can take steps to address them in your response.

Strategies for responding to a second rejection with grace and professionalism

When responding to a second rejection, it’s important to maintain your professionalism and avoid burning bridges. Here are some strategies for how to do so:

Express gratitude – Thank the employer for their time and consideration.

Seek feedback – Ask for specific feedback on what you can improve on for future opportunities.

Show interest – Indicate your continued interest in the company and that you are open to future opportunities.

Stay positive – Don’t let the rejection discourage you. Keep a positive attitude and stay determined in your job search.

Examples of how to move forward after a second rejection

Here are some examples of how you can respond after a second rejection:

Dear [Employer],

Thank you for considering me for the [Position] role at [Company]. While I am disappointed to hear that I was not selected for the position, I appreciate the opportunity to have interviewed with your team and learn more about the company.

If possible, I would appreciate any feedback you could provide me on my interview or application. I am eager to continue to grow as a candidate and improve on any areas that I may have fallen short in.

I am still very interested in the mission and culture of [Company] and would welcome any future opportunities to work together. Thank you again for your time and consideration.

Sincerely, [Your name]

Thank you for taking the time to consider me for the role of [Position] at [Company]. While I am disappointed to hear that the position has already been filled, I wanted to express my gratitude for the opportunity to interview with your team and learn more about the company.

If there are any future opportunities that match my experience and qualifications, please keep me in mind. I remain interested in the work that [Company] is doing and would welcome the chance to contribute my skills and enthusiasm to the team.

Thank you again for your time and consideration.

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Candidate Job Rejection Email Templates (With Samples) : Job Rejection Email

• Diana Coker
• July 12, 2020

A corporate job regularly gets more than 250 applications out of which around 2-6% are called in for the interview round. And among that percent, only one grabs the offer! This means that the rest of the candidates gets rejected for the job and the HR has to send a job rejection email to them. Job rejection emails are great tools to update the candidates on their application status and give them closure to the job search. Today, we bring some well-written job rejection emails that might come in handy for organizations and HR.

Job Rejection Email

Candidate Rejection Email Sample

Job Rejection Email Template : Post-application

The application stage is the first stage in the recruitment process. At this point, the candidates submit their applications and resumes and the HR screens them and sort the suitable for the vacancy. A job rejection at this point of hiring isn’t much discouraging as candidates don’t invest much time on this step. For the rejected candidates, the HR can send this job rejection email as:

Hello [first name],

 Thank you for applying to be an [role] at [company name].

 While we were really impressed by your resume and you clearly show the potential of doing some great [job core responsibility like customer service, writing, testing, etc.], we sadly can’t move forward with your application at this point.

 But please feel free to re-apply when you see another relevant listing at [company name].

 Thank you for applying. We appreciate your effort.

 [your name]  

Job Rejection Email Template : Post-screening

The screening stage is the next step in the recruitment process, where the HR engages the shortlisted candidates to work on the same work, engages on a phone call or conversation with them to undertake the pre-hiring assessment tests. At this point, the candidates feel positive about the chances of getting the job. They become hopeful and invests reasonable time and effort to land the job. A rejection at this stage means more than the first step. The HR can send the following job rejection email to the candidates as:

Hi [first name],

 Thanks so much for [sending over the trial specs or taking up the assessments tests or for participating in the screening call] to be our next [role] at [company name].

 We really enjoyed reviewing your performance, and while you certainly have the skills to make it big in a [marketing or writing or customer service] role and also carry a right attitude, we sadly can’t move forward with you at this point.

 But please do re-apply when you see another relevant listing at [company name].

 [your name]

Job Rejection Email Template : Post-interview

The interviewing stage is the final stage in the recruitment stage. The candidate rejection email after the interview process is most crucial, as the candidate becomes highly positive about the job offer and invests heavily into it. Getting rejected at this point after the interview can become very disheartening. They experience severe discouragement of making it so far in the process and still don’t get hired. The HR of an organization can send the following job rejection email as:

Hey [first name],

 Thanks so much for interviewing to be our next [role] at [company name]. We thoroughly enjoyed talking to you about your skills, experience, and job expectations.

 What stood out was your [one quality about the candidate or a complex project they might have handled or any constructive feedback they can use]. We can already tell that you have a great career ahead, but unfortunately, we can’t move forward with you this time.

 We went with the candidate who [explain the criteria on which the candidate lost out, for example, going with a candidate who had more experience, an additional skill, or better cultural fit].

 But we’d love to have you re-apply when you see another relevant listing at [company name].

 Thank you for applying at [company name]. We appreciate your effort.

Things to note while writing job rejection letters:

Proper and better job rejection emails can give a better candidate experience. Some of the points to follow when writing a job rejection letter and email are:

• Convey Empathy: Highlight empathy to the candidate, letting them know that you know how it feels to be rejected. A little empathy works a lot to improve the candidate experience.
• Show Gratitude:  Always thank the candidates for applying for the vacancy. Showing gratitude for the candidate’s time and effort is essential.
• Be Personal:  Customize the job rejection emails, so that they feel like one-on-one conversations instead of a bulk message.

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Resume Worded   |  Career Strategy

How to respond to a rejection email [email samples included].

• Introduction and Key Insights
• Email Template #1: Responding to rejection emails
• Email Template #2: How to reply to a job rejection email [email sample]
• Email Template #3: How to ask for feedback after an interview rejection email [Example]
• Email Template #4: Reapplying for a different position after a rejection email
• Email Template #5: Sending a LinkedIn connection request after being rejected
• Email Template #6: Responding to a rejection email for an informational interview

Email Subject Lines

• Additional email and LinkedIn templates
• Get more insights and strategies

"Thank you for your interest in the position, but..." Bummer.

Rejections are unfortunately a common part of every job search, no matter how qualified you are. Companies can't hire everyone that applies for a role and often need to reject incredible applicants because they don't have enough openings available.

When you receive a rejection email, you might just want to delete the email, forget about the entire application process and pretend like it never happened. Don't do this! You can absolutely turn the situation into something positive and beneficial to your career.

Why you should respond to a rejection email

Before we dive into email templates you can copy-and-send to hiring managers, here's what you should keep in mind:

1) Don’t take rejection personally: It’s not uncommon for candidates to feel annoyed when they receive a rejection email. But, it's important to remember that in the current economic climate, it's an expected part of the job hunt. Always keep in mind that the company is not rejecting you as a person. They’re simply saying that they’ve decided to move forward with another candidate. 2) If you’re a candidate, reach out and ask for feedback: It’s a good idea to reach out and ask for feedback from the recruiter or hiring manager. If you know why you were rejected, you can make sure to avoid making the same mistakes in future interviews. 3) Say thank you: While you may not have landed the job, sending a polite thank-you for the interviewer and recruiters time is always a nice thing to do. Plus, in the off chance the employer's first choice falls through, you'll create a positive impression and may even end up being contacted. 4) Build a relationship: Stay in touch with the people you met during the interview process. The recruiters, hiring managers and interviewers are all potential business contacts in the field or industry you're in (or want to work in). Connect with them on LinkedIn, email them occasionally and build your network.

Remember this - if you have had one or more interviews, you likely were an excellent candidate that was worth interviewing, but just missed out on the job. You're someone the hiring manager wants to keep in touch with! In fact, they may even contact you down the road when they're looking to hire again or help you get connected with another company.

Sample email templates

Here are exact word-for-word email samples you can start using right away. use them in your emails, linkedin messages or whichever platform you use to network., template #1, email subject : regarding the [job title] position.

Dear Ashley [or hiring manager name], While it's disappointing to see this opportunity go, I want to thank you for getting back to me and letting me know about the decision. I also want to thank you for taking the time to meet with me. It was such a pleasure to meet you and Rohan [other hiring manager, recruiter, etc] and learn about Resume Worded [company name]. After having the chance to speak with you and after doing my research, I'm confident that [your industry] industry is where I want to work. I know that I am not in a position to ask for favors, but if you have a moment to spare I would love any additional feedback. Please do not feel obligated to answer this question, but if there was something you noticed, it will help me in my job search and I would be so grateful. I hope everything works out with you and your new hire! Thanks again, [Your Name]

Emails like this are extremely effective in getting replies. Notice how it's personal and not overly formal. It seems like it's coming from a real person who genuinely cares about the role, and as such encourages the hiring manager to respond. What's also important to notice is that we state clearly that they are not obligated to reply. Never ever argue the rejection or try to get a decision reversed over email - instead, be professional and genuine about your request for feedback.

Found this template useful? Bookmark it and you'll never get stuck on an email again. Also, please share it with your network! It helps us keep these templates free.

Before we get to the next template

Before we continue..., did you know that 75% of professionals make a decision about someone based on their linkedin profile.

Networking is a crucial part of building a successful career, but let's be honest - it's not always easy. Especially if your LinkedIn profile isn't working as hard as it could be. You see, your LinkedIn profile is often the first thing people see when you're trying to make new connections. And if it's not optimized, you could be missing out on valuable networking opportunities without even realizing it. But what if I told you there was a way to grow your network without all the extra effort? Our LinkedIn optimization tool analyzes your entire profile and gives you personalized suggestions on how to make it more attractive to potential connections. And the best part? It's completely free to try. So why not take a few minutes to see how you can start building a stronger, more valuable network on LinkedIn? Your future connections (and career opportunities) will thank you. Optimize My Profile

Here's what the free LinkedIn optimization tool looks like:

Template #2

How to reply to a job rejection email [email sample], email subject : re: [original subject of the rejection email].

Dear [Hiring Manager name], Thank you so much for the update and for your time. While I wish the news was different, I wanted to say I appreciate you speaking with me about the position and I really enjoyed learning about Resume Worded [or Company Name]. I would love to be considered for any other matching roles that open up in the future as I really admire the way Resume Worded is completely changing the education industry. [or any specific description of what you're interested in] Also - if I could impose so much as to ask a favor, I would greatly appreciate it if you could take a couple of minutes to offer some criticism on how I have presented myself: resume, cover letter, interview, etc. Perhaps, for instance, there are weaknesses that I'm not addressing. Please understand that I’m asking for help here, not trying to rationalize or reverse the decision. Thanks again, [Your Name]

Here's another email you can consider sending. You can also connect with the hiring manager on LinkedIn and send this as a LinkedIn message too! One thing that's great about this email is that it's personalized to the company. Additionally, note how we are polite about asking for feedback - it's useful to let them know that you are not negotiating a hiring decision but just requesting feedback.

Template #3

How to ask for feedback after an interview rejection email [example], email subject : quick follow up on the interview and hiring decision.

Dear Chamath [Hiring Manager name], Thanks very much for the update. Although it's disappointing to hear the news, I really appreciate your time speaking with me about the position, and I'd be grateful if you could keep me in mind if something opens up in the future that you think I would be a good fit for. I also wonder if you might be able to do me the favor of giving me some advice for the future: Is there anything you could share with me about what I could have done to be a stronger candidate? Are there any skills that you think I could improve for future opportunities? Please don't feel obligated to answer this question, but if there was something you noticed - maybe in how I presented myself on my application, resume or interview - that would be of huge help on my job search. Thank you again! And keep in touch :) [Your Name]

Here's an email template you can send after a job to politely get feedback.

Template #4

Reapplying for a different position after a rejection email, email subject : application for [job title].

Hi [Name], I hope you’re doing well. We were recently in contact about [previous position title] and you encouraged me to reapply for similar positions at your company. I just came across [new position] and it seems like a great fit. [1-2 sentences about what makes you a good fit for that specific role.] I’d love to throw my hat in the ring if you think it makes sense. You can reach me at [contact details] and I’m happy to answer any other questions you may have. I look forward to hearing from you soon! Best, [Your Name]

It’s okay to reapply to a company that rejected you, especially if your previous interview went well. You generally don’t need to send an email first, but it could make sense if you were in close contact with the recruiter, or if you’re reapplying within a short period of time. Before reapplying, make sure you actually are a good fit for this particular job — don’t just apply to any position that comes up in a company you want to work for.

Template #5

Sending a linkedin connection request after being rejected, email subject : connection request.

Hi [Name], I really enjoyed meeting you last month during my interview for [position]. I’d love to connect and stay in touch.

There’s nothing wrong with sending a connection request to a hiring manager, even after you didn’t get the job. If you’re interested in the company — or if you’re just trying to grow your network — you can keep it super simple like this.

Template #6

Responding to a rejection email for an informational interview, email subject : re: [original email subject].

Hi Kelly, Thanks for getting back to me so promptly! I completely understand how busy you must be and that you don’t have time to meet right now. If you have even a few minutes, would you mind if I sent over a couple of quick questions via email? Alternatively, if there’s someone else you could put me in touch with who’s better positioned to answer questions, I’d be really grateful. And I understand if you’re too busy — I appreciate you taking the time to respond at all! Best, Ed

Not everyone you reach out to will have the time to talk to you. This is especially true if you’ve reached out to someone internal or who you don’t know personally. If you have one or two specific questions you want to ask, it’s okay to send a follow up — sometimes people won't have time for a phone call but are willing to answer questions over email. Whatever the response, always be gracious and appreciative of the other person’s time.

These subject lines see the highest response rates. For details on other subject lines and why these work, read Email Subject Lines for Networking .

• Quick follow up
• Thanks again
• [Job title] position
• Re: [Original subject of the rejection email]

Other All Other Networking Templates

We've also found the following email templates that you should consider using., want more email templates choose a category..

• Follow up emails
• Informational interviews
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Rejection email template: How to follow up gracefully with candidates you don’t hire

Key Points:

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

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

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

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

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

Why applicant rejection emails are so important

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

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

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

Application rejection email template:

Hello [Candidate Name],

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

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

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

Pipeline Nurture Page>.

Best wishes,

<Sender Name>

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

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

Interview rejection emails need a delicate touch

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

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

Phone or live interview rejection email template:

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

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

[Sender Name]

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

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

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

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

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

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