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7 Rejection Letter Samples to Send to Unsuccessful Applicants

10 min read · Updated on December 08, 2023

Simplify the rejection notification process with these sample rejection letters

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

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

Why send out a job rejection letter?

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

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

Why use template rejection letters?

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

How to write your own employer rejection letters

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

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

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

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

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

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

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

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

Seven rejection letter samples

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

1.     Generic rejection letter template

Dear Mr / Ms [Applicant's name],

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

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

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

[Your name and company name]

2.     Application rejection letter template

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

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

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

Warmest regards,

3.     Screening stage rejection letter template

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

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

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

Best regards,

4.     Early-stage interview rejection letter template

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

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

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

5.     Final stage interview rejection letter template

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

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

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

With our best regards,

6.     Post-phone call rejection letter template

Dear Mr /Ms [Applicant's name],

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

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

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

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

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

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

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

Simplify your efforts to follow-up with rejected candidates

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

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

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Writing a Rejection Letter (with Samples)

• Sarah Green Carmichael

A quick no is better than a long maybe.

I have a friend who appraises antiques — assigning a dollar value to the old Chinese vase your grandmother used for storing pencils, telling you how much those silver knickknacks from Aunt Fern are worth. He says the hardest part of his job, the part he dreads the most, is telling people that their treasure is worthless.

• Sarah Green Carmichael is a former executive editor at Harvard Business Review. skgreen

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How to Write Professional Yet Kind Rejection Letters [4 Templates]

Published: April 28, 2022

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

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

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

How to Write a Rejection Letter

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

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

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

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

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

A rejection letter can be broken down into three sections:

Paragraph One

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

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

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

Paragraph Two (Optional)

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

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

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

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

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

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

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

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

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

Paragraph Three

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

Standard Rejection Letter

Dear [Name],

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

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

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

Feedback Rejection Letter

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

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

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

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

Redirection Rejection Letter

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

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

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

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

Short Rejection Letter

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

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

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

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Rejection Letter

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

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

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• Reach over 250 million candidates.
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Job Rejection Letter Template Download:

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

Job Rejection Letter Sample:

Dear [name] ,

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

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

Best of luck with your job search.

[Company/Organization Name]

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

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

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

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

How to Write a Job Rejection Letter:

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

Compose your first paragraph.

Thank the candidate for applying..

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

• Give them the number of applications you received.

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

Move on to the main purpose of your letter.

Tell the candidate that they were not sucessful..

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

• Consider giving reasons you choose the final candidate.

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

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

Close your letter.

• Wish them luck on their search.

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

Job Rejection Email Template Download:

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

Job Rejection Email Sample:

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

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

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

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

What do you write in a rejection letter?

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

How do you politely reject a candidate?

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

How do you sign off a rejection letter?

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

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

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

How do you write a good rejection email?

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

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

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

What is a rejection letter?

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

How do you reject an internal candidate?

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

Where can I find more letters for HR?

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

Related Articles:

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

Rejecting Applicants: A Template for the Perfect Rejection Letter

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

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

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

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

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Best practices for rejecting applicants.

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

1. Let them know quickly

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

2. Personalize your rejection

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

3. Make it short and sweet

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

4. Be honest

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

Ask for insights on your process

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

Rejection Letter Templates

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

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

Hey there [Name],

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

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

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

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

Thanks, [Your Name]

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

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

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

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

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

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

Hey there [name],

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

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

Thanks, [your name]

Keep it human

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

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

3 Templates for the Perfect Rejection Letter

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

How did you like this blog?

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

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Sample Job Rejection Letters

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

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

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

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

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

Job applicant rejection letter tips

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

The structure of the job applicant rejection letter

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

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

Job candidate rejection letter samples and templates

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

Dear < Applicant’s first name >,

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

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

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

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

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

< Sender’s name >

Job Rejection Letter Sample 2

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

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

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

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

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

We wish you all the best with your future ventures.

Job Rejection Letter Sample 3

After a phone interview.

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

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

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

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

Job Rejection Letter Sample 4

After a face-to-face interview.

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

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

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

Once again, thank you very much for your time.

Job Rejection Letter Sample 5

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

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

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

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

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

Job Rejection Letter Sample 6

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

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

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

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

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

Job Rejection Letter Sample 7

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

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

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

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

Job Rejection Letter Sample 8

After assessment test.

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

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

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

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

Conclusion: Job applicant rejection letter sample

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

Want templates for job descriptions to attract the best candidates?

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

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

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

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How to Write a Rejection Letter: Sample Rejection Email

We've all been there – facing the task of delivering disappointing news to someone. Writing a rejection email might seem daunting, but with some guidance, it can be a smoother process than you might think. Whether you're a hiring manager turning down a job applicant or a business professional declining a partnership offer, a well-crafted rejection email is essential for maintaining professionalism and leaving a positive impression. In this blog post, we'll walk you through the basics of writing a rejection letter and provide you with a sample rejection email that you can reference. Let's dive in and learn how to handle this often uncomfortable task easily.

What is a rejection letter?

A rejection letter is a message or communication to inform someone that their request, application, proposal, or offer has not been accepted or approved. It is a way of communicating disappointment or refusal respectfully and clearly. The purpose of a rejection letter is to provide closure to the recipient and to maintain professionalism while delivering unwelcome news.

Why is learning how to write a rejection letter important?

Learning how to write a positive rejection letter is essential for several reasons:

Maintaining Professionalism: A well-written rejection letter demonstrates professionalism and respect, reflecting positively on your organization. It leaves a lasting impression on the applicant or recipient, showcasing your commitment to treating individuals courteously, even in disappointing situations.

Preserving Relationships: Rejection is an inevitable part of various processes, such as job applications, business proposals, or partnerships. Writing a positive rejection letter helps maintain relationships by communicating that while the current opportunity didn't work out, you value the applicant's efforts and encourage them to explore other possibilities.

Enhancing Reputation: How an organization handles rejection speaks volumes about its values and culture. A positive rejection letter contributes to a positive reputation, as word-of-mouth can spread about the respectful and considerate manner in which the organization treats applicants, collaborators, or partners.

Encouraging Growth: A positive rejection letter can provide constructive feedback or encouragement for improvement. It guides the recipient on areas they could enhance, helping them grow personally or professionally, even in the face of disappointment.

Fostering Gratitude: Expressing gratitude for an applicant's interest or efforts promotes appreciation even when delivering rejection. This reinforces a sense of goodwill and fosters a positive attitude, which can lead to continued engagement with your organization.

Mitigating Negative Reactions: Rejection can evoke negative emotions, and a well-phrased, positive rejection letter can help reduce these feelings. It shows that careful consideration went into the decision and that the organization values the recipient's contributions.

Encouraging Reapplication: A positive rejection letter can encourage applicants to apply again in the future when a more suitable opportunity arises. It makes them feel that their application was respected, increasing the likelihood of their continued interest.

Showing Empathy: Writing a rejection letter with a positive tone shows empathy and understanding toward the recipient's disappointment. This can help ease the emotional impact of the rejection.

Learning to write a positive rejection letter is a valuable skill beyond just delivering bad news. It's about fostering goodwill, maintaining professionalism, and contributing to your organization's reputation and relationships.

Types of rejection letters

Rejection letters are commonly used in various contexts, such as:

Job Application Rejection Letter: Think of a job you wanted, but someone else got it. A job application rejection letter is what unsuccessful applicants receive. It's like thanking them for their interest but gently telling them, 'Sorry, it's not you this time.'

College Admissions Rejection Letter: You know that dream college? Sometimes they send a letter that kindly says, 'We appreciate your interest, but we're not sending you a golden ticket.'

Business Proposal Rejection Letter: In business, it's like saying, 'Your idea is cool, but it's not what we're looking for right now.' They might leave the door open for later, though.

Scholarship Application Rejection Letter: Imagine applying for a scholarship and getting a letter like, 'You tried, but the scholarship goes to someone else.' At least they usually say, 'Keep up the good work.'

Vendor or Supplier Rejection Letter: Businesses can also say 'no.' It's like telling someone, 'Thanks for the offer, but we're going in a different direction. Your effort is appreciated, though.'

Partnership Proposal Rejection Letter: Similar to business proposals, it's saying, 'Let's not dance together this time.' But they might hint at a possible dance in the future.

Event Invitation Rejection Letter: Remember that cool party you couldn't attend? Sending an event invitation rejection letter is like saying, 'Sorry, I can't make it, but have a blast!'

Publication Submission Rejection Letter: Authors know this one well. It's like, 'Your story didn't make the cut this time, but don't stop writing – your day will come.'

Here is How to Write a Rejection Letter

In various situations, delivering disappointing news with grace is a valuable skill. Whether it's declining a job application or rejecting a proposal, a well-written rejection letter can leave a lasting positive impression. Let's dive into the process step by step.

Step 1: Setting a Respectful Tone Begin on the right foot by maintaining a professional and respectful tone throughout the letter. Remember, you aim to soften the impact of the rejection and uphold your organization's reputation for courtesy.

Step 2: Addressing the Recipient Start by addressing the recipient directly, using their name. If applicable, mention the specific application or context to personalize the communication.

Step 3: Expressing Appreciation Express genuine gratitude for the recipient's interest and effort. Acknowledge the time they invested, showcasing that their application was taken seriously.

Step 4: Delivering the Rejection Now, convey the rejection gently but clearly. Opt for direct yet compassionate language, letting them know they were not selected or the proposal wasn't accepted.

Step 5: Offering a Reason (Optional) If appropriate, briefly explain the reason for the decision. Avoid specifics that could be hurtful; instead, focus on broader factors like a competitive applicant pool.

Step 6: Highlighting Positives Where possible, highlight the strengths of their application or effort. This personal touch helps to soften the impact and encourages them to keep striving.

Step 7: Providing Encouragement or Next Steps Offer a dose of encouragement to keep them motivated. If relevant, suggest ways to improve or other opportunities they could explore. Mention the possibility of considering them for future openings.

Step 8: Concluding with Well Wishes End the letter positively, wishing them well in their future endeavours. This thoughtful gesture leaves the door open for potential future interactions.

Step 9: Sharing Contact Information Include your contact details, extending an invitation for further questions or feedback. This fosters an open line of communication and reflects your organization's commitment to engagement.

Step 10: Signing Off Professionally Close with a courteous sign-off, such as 'Sincerely,' 'Best regards,' or 'Warm regards,' followed by your name and title.

Step 11: Review and Edit Before sending, carefully review the letter for clarity, tone, and accuracy. Double-check for any spelling or grammatical errors that could detract from the professionalism of your message.

Step 12: Sending the Letter Choose the appropriate channel for sending the letter—email, mail, or online platform—and ensure timely delivery.

Conclusion: Empathy and Professionalism In the end, remember that crafting a positive rejection letter is more than just a formality. It's a way to show empathy, maintain your organization's reputation, and leave a positive imprint on the recipient, even in a moment of disappointment."

Rejection Letter Sample/template

[Your Organization's Letterhead, if applicable]

[Recipient's Name]

[Recipient's Address]

Dear [Recipient's Name],

Subject: Re: [Specific Opportunity or Application]

I hope this letter finds you well. We are grateful for your interest in [Specific Opportunity or Application] and for taking the time to apply. We understand the effort and enthusiasm you put into your application and are reaching out personally to let you know the outcome.

After careful consideration of all applications received, we regret to inform you that we have chosen to pursue other candidates/proposals at this time. Our decision was not taken lightly and was based on various factors, including the high calibre of applications we received.

We want to take a moment to recognize the strengths of your application. [Briefly mention specific positive aspects, such as skills, experience, or qualities.] Your dedication to [mention a relevant quality or achievement] is commendable and certainly caught our attention.

While we cannot move forward with your application/proposal on this occasion, we encourage you to continue pursuing your goals with the same determination. Your talents and skills are valuable, and we believe they will lead to success in the future.

If you are interested, we welcome you to apply for future opportunities with [Your Organization's Name]. Your background and experience could align well with our values and goals.

Please feel free to reach out if you have any questions or would like additional feedback. You can contact us at [Your Contact Information].

Thank you once again for considering [Your Organization's Name]. We wish you all the best in your endeavours and look forward to the possibility of crossing paths in the future.

Sincerely, [Your Name] [Your Title] [Your Contact Information]

[Your Organization's Address]

Remember to personalize the template by filling in the appropriate details such as the recipient's name, address, specific opportunity or application, and your organization's information. This template provides a positive and empathetic tone while following the steps outlined in the guide.

How can Breakthrough Ally help?

In professional communication, crafting a rejection letter holds immense significance. As we've explored the essential steps to creating a positive rejection letter and even offered you a sample template to guide your way, let's shed light on how Breakthrough Ally can provide you with a helping hand in your journey.

Breakthrough Ally specializes in hassle-free full-time offshore hiring without legal hassles. With over 2000+ hours worked by talented professionals, we ensure you spend more time working with a team than hiring one. We lay the groundwork for your success by understanding your needs and company culture and presenting you with dedicated candidates from our pool. Our competitive pricing, fast placements, and end-to-end support simplify the process. With Breakthrough Ally, we hire global talent efficiently and confidently, backed by our commitment to excellence.

Helpful Resources

Posts about remote jobs:.

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10 of the Most Popular Remote Jobs in 2023

20 Key Benefits of Remote Work for Employers and Employees

Guides on Hiring Processes and Strategies:

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Content for Attracting and Retaining Talent:

The Ultimate Guide to Talent Acquisition

How To Attract And Retain Top Talents

Helpful blog posts on Communication in Remote Teams:

How To Decline A Job Offer You Already Accepted : Including Sample Email

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Frequently asked questions(faqs).

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Legal Templates

Home Business Employee Job Rejection Letter

Job Rejection Letter Template

Use our employment rejection letter to inform a candidate you didn’t choose them for the job.

Updated February 28, 2024 Written by Sara Hostelley | Reviewed by Brooke Davis

An job rejection letter informs job applicants you haven’t chosen them for an open position. It lets you deliver the news respectfully and allows them to continue their job search instead of waiting to hear if they got a position with your company.

What If You Want to Extend an Offer?

While you need to send applicant rejection letters to some candidates, you may have found your ideal employee during the hiring process. Use a job offer letter template to extend an employment offer to the right candidate.

How to Reject a Candidate After an Interview

How to write a rejection letter for a job, rejection letter samples.

Follow these tips to include the necessary information candidates desire and demonstrate brand integrity after making your hiring decision:

Inform Them as Soon as Possible

Inform the candidate that you won’t hire them as soon as you decide. Providing immediate notice is respectful and informs them to proceed with their job search.

Quick turnaround times show your organization understands the competitive job market and empathizes with people looking to further their careers.

Personalize Your Communication

Tailor the messaging if possible. Write the candidate’s name, the position they applied for, and something specific from their application or interview.

Including a reference from the interaction shows your thoughtfulness as a recruiter or manager.

You can also include personalized feedback and pointers if you have ways for the candidate to improve their performance. Delicately point out areas where they excelled during the interview and ways to polish other elements.

Keep the Letter Concise

Briefly highlight key reasons the organization respectfully selected another applicant. Then, point out the person’s strengths and areas of feedback about possible resume growth.

Demonstrate Compassion and Respect

Choose your words carefully to respect the person’s professional dedication. Indicate you’d be open to considering their candidacy after they garner more experience or credentials.

Offer Context

Losing out on a position can be a challenging experience for a candidate. However, job hunters may feel more hopeful when the employment rejection letter notes the approximate number of applicants and their experience. It can also remove some of the candidate’s ill feelings about the lost opportunity.

Wish Them Well

Express professional understanding and a sense you want others to succeed. State that you wish the candidate well in securing a good position.

Step 1 – Format as a Formal Business Letter

Format the document as a formal business letter. Write your information in the upper right-hand corner, including your name and address. Detail the date you’re writing the letter and the applicant’s name and address on the upper left-hand side of the page.

Personalize the letter to the person instead of sending an identical document to several rejected applicants.

Step 2 – Use a Standard Salutation

Use a typical salutation such as “Dear [First and Last Name]” to begin your letters. This simple addition ensures they know they’re the intended recipient.

Step 3 – Thank the Applicant

The first sentence should thank the applicant for their time and application. Consider using a sentence such as “We greatly appreciate your application and your interest in our company” or “Thank you for applying for the position of [Position Name].”

Thank the applicant for their effort, but don’t make promises of future consideration.

Step 4 – State the Reason for the Rejection

Consider stating the reason for the rejection, like if you decided to move forward with a different candidate or the applicant didn’t have enough experience.

Step 5 – Include Your Closing Statements

The final paragraph should encourage the employee to apply again in the future if you desire or say your goodbyes. Keep these statements concise, as simple statements can prevent any miscommunication.

You may also:

• Communicate your intent to keep the applicant in the hiring pool for the future.
• Encourage the applicant to apply for a different position.
• Ask that they apply again when they meet the qualifications for the position.

Format the end of the letter how you want to fit your individual needs. Consider requesting feedback from the candidate on the hiring process so you can pinpoint weaknesses and make improvements.

Step 6 – Sign the Letter

A company representative should personally sign the letter and provide their title. This addition gives a personal touch to the letter that demonstrates your care.

When you’re ready to hire your successful applicant, use an employment contract to make it official.

Here are various examples of rejection letters depending on the situation:

Generic Rejection Letter

It often does not provide specific feedback or reasons for the rejection, as it aims to maintain a professional and neutral tone.

Dear Frances Obel,

Thank you for expressing your interest in the Occupational Therapist position at St. Mark and Matthew’s Hospital.

After thoroughly reviewing your application, we regret to inform you that we have chosen to move forward with candidates whose qualifications more closely align with the specific requirements in the job description. In particular, we are looking for someone with at least three years of experience in a pediatric setting.

While we recognize your interest in joining St. Mark and Matthew’s Hospital, we want to express our gratitude for your application and the time you invested in the process. We encourage you to explore other opportunities with us in the future that may be a better match for your skills and experience.

We wish you the best in your job search and appreciate your understanding in this matter.

Dylan Moore Recruiter St. Mark and Matthew’s Hospital

After a Screening Stage

It may express appreciation for their interest in the position and the effort they put into the application. It often does not delve into specific reasons for the rejection but may briefly mention that the decision was made based on the qualifications and fit of the candidates relative to the requirements of the role.

Dear Natalie Turner,

We appreciate the time you contributed to the application process for the Marketing Director position at Pinnacle Grove Strategies. After thorough consideration and screening, we regret to inform you that we will not be moving forward with your application.

We based our decision on a comprehensive evaluation of various factors, including your qualifications and experience. Additionally, as part of our standard procedure, we conduct an online presence review. Unfortunately, our findings raised concerns regarding the alignment with our company values and brand image.

We understand that this news may be disappointing, and we want to express our gratitude for your interest in joining Pinnacle Grove Strategies. We recognize your skills and experience, and we encourage you to continue pursuing opportunities that align more closely with your professional goals.

Thank you once again for considering a career with us.

Best regards,

Ava Collins Recruiting Manager Pinnacle Grove Strategies

After the Final Interview Round

These letters often express appreciation for the candidate’s time, effort, and interest in the position and organization. Some companies may offer feedback or provide information on keeping in touch for future openings.

Dear Scarlet Robinson,

We want to express our sincere appreciation for your interest in the Accountant position at Echo Accounting.

After careful consideration and a thorough evaluation of all candidates, we regret to inform you that we have chosen to move forward with another candidate for this particular role. We did not make the decision lightly, as we recognized the depth of your skills and experience.

We want to extend our gratitude for your professionalism throughout the interview process. Your qualifications and achievements are commendable, and we believe you would be a valuable asset to any organization.

We were fortunate to have had the opportunity to consider your candidacy, and we appreciate your interest in joining Echo Accounting.

We wish you continued success in your future career endeavors, and we hope our paths may cross again.

Josh Martin Recruiting Manager Echo Accounting

After an Interview (Including Specific Feedback)

Here’s a rejection letter to a candidate that includes specific feedback on how they can improve:

Dear Madison Green,

We appreciate the time and effort you dedicated to the application and interview process for the Research Scientist position at BioCosmic Dynamics. After careful consideration, we regret to inform you that we have chosen not to move forward with your application.

While we were impressed with many aspects of your candidacy, we believe certain areas could benefit from further development. Constructive feedback is crucial for professional growth, and we would like to provide you with some specific examples that you may find useful:

• Communication Skills: Consider refining your communication style, particularly in conveying complex scientific concepts to a non-expert audience.
• Adaptability to Change: Demonstrating a proactive approach to adaptability and flexibility in response to changing project requirements and priorities could further showcase your resilience in dynamic research environments.
• Networking and Collaboration: Actively seeking collaborations within the scientific community may open up new opportunities and broaden your exposure to different research methodologies.

Please view these suggestions as constructive feedback to support your ongoing professional development. We believe your commitment to continuous improvement will contribute to your success in future endeavors.

We genuinely appreciate your interest in BioCosmic Dynamics. If you have any questions or require further clarification, feel free to reach out.

Thank you for your understanding.

Mia King Recruiting Manager BioCosmic Dynamics

After an Interview (Advising to Reapply in the Future)

Here’s a rejection letter to a candidate in which you advise them to apply in the future:

Dear Oliver Lee,

I hope this message finds you well. On behalf of Magnificent Creations, I want to express our sincere appreciation for your interest in the Chef position with our esteemed culinary team.

Your qualifications and culinary expertise truly impressed us during the interview process, and we are grateful for the opportunity to have considered your application. After careful deliberation, we have decided to move forward with another candidate for the current opening.

I want to emphasize that the decision was a challenging one, as we recognized the exceptional skills and creativity you bring to the culinary field.

We believe in maintaining a strong network of talented individuals, and we would be thrilled to see you apply for future opportunities at Magnificent Creations. Your culinary prowess aligns with the standards of excellence we uphold, and we are confident there may be suitable positions for you in the future.

We appreciate the effort you invested in the application and interview process. Please contact us if you have any questions or want additional feedback.

Jacob Taylor Head Chef Magnificent Creations

Blank Job Rejection Letter Template

A standard employment rejection letter template can help you get started. You can download a free template in Word or PDF format below.

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Rejection Letter Examples For After an Interview

When Employers Notify Applicants

• What's Included in a Rejection Letter
• Examples of Job Rejection Letters
• Rejection Letter Example
• Rejection Email Example
• What to Do if You Don’t Hear Back

Julie Bang / The Balance 

Are you a job seeker wondering if you will be notified if a company opts not to hire you after they have interviewed you to evaluate your candidacy? Or are you a  hiring manager  who needs to let a candidate know that they weren't hired?

Even though the appropriate protocol is to notify all the candidates that employers interview for a job, this, unfortunately, doesn’t always happen. Employers aren't required to notify applicants, even though it's courteous to inform candidates who haven't been selected to move forward in the hiring process.

Employers don’t always provide applicants with the courtesy of letting them know where they stand in the  hiring process , though some do provide status updates to candidates.

• Some employers let every candidate know the status of their application.
• Some companies notify applicants who haven’t been accepted for an interview, while others only contact candidates they wish to discuss the job with.
• Some employers don’t even notify applicants who interview that they weren’t  selected for a second interview  or the job.
• Other companies may send rejection letters to applicants who are not selected for a position after the interview process is complete.

You may not receive a letter directly after your interview, if the organization notifies applicants.

Many employers wait until they have hired someone for the job before notifying the other candidates.

That’s because they may want to give the applicant pool another look if their leading candidate rejects their job offer.

What is Included in a Rejection Letter Sent After a Job Interview

If you do receive a rejection letter, don’t expect it to include a reason why you weren’t offered a job. Employers are concerned about discrimination issues.

Reasons for rejecting an applicant could be construed as discriminatory if they are based on age, gender, national origin, religion, marital status, pregnancy, or disability.

It’s safer, from a legal perspective, for companies to write a simple rejection letter that thanks the interviewee for taking the time to meet with the hiring manager. If the company is interested in considering an applicant for other openings, the letter may state that as well.

Examples of Rejection Letters

If a company does send rejection letters, the following are examples of what you may receive if the organization has decided not to pursue your candidacy for a job.

Rejection Letter After a Job Interview Example

Carolyn Zho Human Resources Manager XQT Company 103 Main Street Jamestown, NY 11224

February 15, 2022

Reginald DeLoatch 10 Smythe Avenue, Unit 1A Buffalo, NY 11222

Dear Mr. Deloatch,

Thank you very much for taking the time to interview with us for the Customer Service position. We appreciate your interest in the company and the job.

I am writing to let you know that we have selected the candidate whom we believe most closely matches the job requirements of the position.

We do appreciate you taking the time to interview with us and encourage you to apply for other openings at the company in the future.

Again, thank you for your time.

Signature (hard copy letter)

Carolyn Zho

Rejection Letter After a Job Interview Email Example

Subject:  Marketing Associate Position

Dear Ms. Hagardon,

I appreciate you taking the time to meet with me to discuss the Marketing Associate position at ABC Company. Your time and interest in the position are much appreciated.

I would like to inform you that we have filled the position. However, we will keep your application on file for consideration if there is a future opening that may be a fit for you.

Again, thank you for meeting with me.

Best regards,

Samantha Hancock

What to Do if You Don’t Hear From an Employer

What is the best way to handle it, if you don’t hear back from an interviewer? It’s appropriate to  follow up on the status of your application , especially if you are juggling multiple job applications or offers or need to make an immediate decision on another job offer.

Following up  immediately after an interview with a thank-you email is a particularly effective strategy, since this allows you to remind the employer of your qualifications, answer any questions you feel were not fully addressed in the interview, and keep you “top of mind” as employers make their hiring decision.

It is also fine to contact the employer with a second email or phone call after two or three weeks, if you still have not heard from them.

Keep in mind that you may not receive a response. So, while you're waiting, be sure to continue to proactively job hunt.

Don't consider your job search complete until you've received—and accepted—a job offer.

SHRM. " What Should an Employer Tell a Candidate Who is Not Selected for the Position ?" Accessed Feb. 15, 2022.

U.S. Equal Employment Opportunity Commission. " Prohibited Employment Policies/Practices .” Accessed Feb. 15, 2022.