job rejection email answer

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How to Respond to a Rejection Email

• Starla Sampaco

If you don’t get the job this time, advocate for yourself to get the next one.

When you receive a rejection notification from a recruiter or hiring manager, always follow up with a thank-you note.

• This message should express your gratitude for the manager’s time, state your interest in being considered for future opportunities, and ask for feedback on how you can improve.
• Not every hiring manager will respond, and that’s ok. Even one hiring manager’s advice can help you improve your chances of getting hired the next time you apply for a similar job or internship.
• You can also use this strategy when you apply for scholarships, fellowships, training programs, award competitions, and leadership programs.

A hard truth that most job candidates have to face is: You’re going to experience rejection during your search. At one point or another, you’ll be turned away from a role, and while you can’t control the decisions of other people, you can control how you respond. Upon receiving a rejection note from a recruiter or hiring manager, the best thing you can say is “thank you.”

• SS As the founder of Career Survival Guide , Starla Sampaco teaches women and people of color how to advocate for themselves in the workplace. Previously, she taught graduate students at the University of Washington’s Communication Leadership Master’s Program, where she developed a course on self-advocacy and professional visibility. Starla is a former news anchor for KCTS 9.

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How to Respond Graciously to a Job Rejection Email (with Examples)

Receiving a rejection email from a job can be disappointing, especially if this is not the first rejection letter you’ve received.

In fact, on average, only 1 in 40 job applicants will be given a job offer letter , and the main reason lies in how you write your resume. Is your resume relevant ? Do you have the required soft skills or hard skills ? Do you have a cover letter ?

• 1 in 10 applicants will be given an opportunity to come for an interview.
• 1 in 4 of the applicants who are interviewed will be given a job offer.

While you may want to ignore the rejection letter and pretend it never happened, or even feel like crying after job rejection because you’ve put in so much effort and got rejected for a job you were perfect for.

Follow-up and responding to the job rejection email professionally is a courteous approach that will serve you well in your career.

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How Do You Respond Back To A Rejection Email?

When responding to a job rejection email, you can think of your interview or application as a networking opportunity.

Your response to a job rejection email can be less formal than your job application, but it should be professionally written , and free from typos and grammatical errors.

Here are the 5 steps to craft a graceful response to a rejection email.

1. Job rejection email response subject line

When responding to a job rejection email, you may want your subject line to be clear and easily searchable for your hiring manager.

You should include the following information in your subject line.

• Job title you’ve applied for
• Reference code that the company used for your job application if available

3 types of templates of a good email response subject line are:

• Subject Line: Applicant: [Your Name] – [Job title you’ve applied for] – [Reference code]
• Subject Line: Regarding [Job title you’ve applied for] – [Your Name]
• Subject Line: RE: [Original subject line of the rejection email]

Examples of a good email response subject line are:

• Subject Line: Applicant: John Smith – Account Manager – REF123456
• Subject Line: Regarding Sales Manager Position at ABC Company – Mary Jane
• Subject Line: RE: Application for Mechanical Engineer – REF123456

Subject line should be short and tells the reader the whole story.

If your subject line is too long and hard to understand, the reader will probably delete your email without even opening it to read its content.

2. Thank your interviewers

Saying thank you after being rejected for the position you’ve put a lot of effort into requires a lot of courage. You can state the following points in your response.

• Show appreciation to your hiring manager or HR for letting you know their response.
• Thank them for their time and consideration for the role.
• Genuinely feel appreciated for the opportunity to learn about the company and the chance to meet the people who worked there.

Showing gratitude is a great way to start your email, so you may want to mention these early in your email.

Keep the response short and keep it to one to two sentences.

3. Briefly mention your disappointment

Being disappointed is alright, and you can briefly mention your disappointment in not getting the job offer.

Don’t be angry over the job rejection, but use this opportunity to tell the hiring managers you are interested in the role and like the company.

Keep this section brief and short with one or two sentences.

Most importantly, maintain a positive tone throughout the email.

4. Show interest in future opportunities

Let the hiring manager knows that you are interested to be considered for any future career opportunities in the company.

This will remind them to keep your resume for future reference when a position that aligns with your skills and experience is available.

Keep your tone upbeat and hopeful. This is probably one of the most important parts of the email.

5. Request for feedback

Response to a job rejection email is the best opportunity for you to get a professional opinion about your interview skills, and what can you do to perform better.

This request should not come across as a demand or as questioning their hiring decision.

The decision for rejecting an applicant can be due to many factors.

Here are a few common reasons why a job applicant is rejected.

Job rejection reason for job applicants before the interview

• Incomplete or sloppy application
• Wrong skill set
• Irresponsive when contacted
• No reference provided when required
• Weak recommendations
• Unrealistic salary expectations

Job rejection reason for job applicants after interview

• Unsuitable personality
• Bad fit for the team
• Late for interview
• Sloppy attire and general appearance
• Lack of passion
• Co-workers don’t feel comfortable

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Email Response To Job Rejection Example

Here we will show you an email template and a few sample email responses you can use if you’ve received a job rejection email. You can include some specific details so that your reply does not seem to be generic.

Respond to a job rejection Email Template

Subject: [Your Name] – [Position you apply] – [Reference No. of any]

Dear [Hiring Manager or HR],

Thank you for informing me of your decision in such a timely manner. I appreciate the opportunity to interview with you for the [Position you apply] at [Company you apply]. I enjoyed the environment and culture of the company.

While I must admit that I was disappointed to receive your email stating that my application has been rejected, I hope that you’ll keep me informed of any future opportunities that suit my profile.

If you are willing, I’ll like to have some feedback on my resume and interview.

Thanks again and I wish you and [The Company] the best.

[Your Name]

[Your Email]

[Your Contact Number]

Example 1: Thank you email after job rejection

Subject: John Smith – Sales Manager Position

Dear Mr. Johnson,

Thank you for informing me of your decision in such a timely manner. I appreciate the opportunity to interview with you for the Sales Manager position at ABC Company. I enjoyed the environment and culture of the company.

Thanks again and I wish you and ABC Company the best.

[email protected]

+1 202-123-4567

Example 2: Reconsideration letter after job rejection

Subject: John Smith – Marketing Specialist Position

Thank you for considering me for the marketing specialist position. I really appreciate the time you’ve spent with me discussing the job and ABC company.

Although I am not selected for this job role now. I greatly appreciate your reconsideration of my application for this position. I know I will be an asset to the team, and I know it will be an honor to work with such a talented group of individuals.

Nonetheless, if this role has been filled, I thank you for your time.

Additionally, I was hoping you can give me some feedback about my application process. Any input will be helpful to help me grow in my career.

Thank you and hope to hear from you soon.

Best Regards,

Example 3: Respond to rejection without an interview

Subject: John Smith – Business Analyst Position

Thank you for getting back to me about your hiring decision. Although I am not able to move forward with the interview process, I truly appreciate being considered for the position at ABC Company.

I admired the mission of ABC company and would be proud to become a part of ABC company’s business development team.

If there is another position in the organization that will be a better fit for my skills and experience, I will be open to discussing any possibilities that arise.

Finally, if you have a moment to spare I would love to hear your feedback on my job application, but please do not feel obligated to answer this question. If there was something you noticed it will help me in my future job search, I would be grateful.

Thanks again and keep in touch.

Kind Regards,

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Why You Should Reply Back To A Job Rejection Email?

While it’s not required for you to reply to a job rejection email, you should absolutely do so. Responding graciously to a job rejection will help you make a good impression on the company, and it is a common courtesy. In addition, you can turn the experience into a career development opportunity.

Most employers don’t even bother to tell the applicants that their job application has been rejected.

It is due to the courtesy of the employer, that they sent the job applicant a rejection email to notify the applicant of their application status.

Common reasons why you should respond to a job rejection email.

• Show professionalism. Even when you are rejected from the job, reaching out to your hiring manager to thank them for their time can show that you are professional and courteous.
• Future opportunities. Even if you didn’t get this job today, getting rejected for the current application can help you open a door for future opportunities. The recruiter may remember how professional and impressive you were during the interview and save your resume for any future career opportunities.
• Gain feedbacks. Gaining insight into why you are not selected for the job will help you to learn what you have done right, and what you can improve. Feedback can help you become more successful in your next job application.

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In fact, on average, only 1 in 40 job applicant will be given an job offer letter .

• 1 in 4 of applicants whom are interviewed will be given a job offer.

While you may want to ignore the rejection letter and pretend it never happened, or even feel like crying after job rejection because you’ve put in so much effort and got rejected for a job you was perfect for.

Follow-up and respond to the job rejection email professionally is a courteous approach that will serve you well in your career.

Recommendations: Email you’ll need to sent when you start a new job (with templates)

How do you respond back to a rejection email

Your response to a job rejection email can be less formal than your job application, but it should be professionally written , free from typo and grammatical errors.

Here are the 5 steps to craft a graceful respond to rejection email.

You should include the following information at your subject line.

3 types of template of a good email response subject line are:

Example of a good email response subject line are:

Saying thank you after being rejected for the position you’ve put in a lot of effort requires a lot of courage. You can state the following points in your response.

• Genuinely feel appreciated for the opportunity to learn about the company and the chances to meet the people who worked there.

Being disappointed is alright, and you can briefly mention your disappointment for not getting the job offer.

4. Show interest for future opportunities

This will remind them to keep your resume for future reference when a position which aligns to your skills and experience is available.

Keep your tone upbeat and hopeful. This is probably one of the most important part of the email.

5. Request for feedbacks

Response to a job rejection email is the best opportunity for you to get professional opinion about your interview skills, and what can you do to perform better.

This request should not come across as a demand or questioning their hiring decision.

Decision for rejecting an applicant can be due to many factors.

Job rejection reason for job applicants before interview

• Irresponsive
• No reference
• Bad fit to the team

Email response to job rejection example

Here we will show you an email template and a few sample email response you can use if you’ve received a job rejection email. You can include some specific details so that your reply do not seem to be generic.

While I must admit that I was disappointed to receive your email stating that my application have been rejected, I hope that you’ll keep me informed for any future opportunities that suit my profile.

Thank you for considering me for the marketing specialist position. I really appreciate the time you’ve spent with me discussing on the job and ABC company.

Additional, I was hoping if you can give me some feedback about my application process. Any input will be helpful to help me grow in my career.

Thanks you and hope to hear from you soon.

Example 3: Respond to a rejection without interview

Thank you for getting back to me about your hiring decision. Although I am not able to move forward to the interview process, I truly appreciate for being considered for the position at ABC Company.

I admired the mission of ABC company and would be proud to become a part of the ABC company’s business development team.

If there is another position in the organization that will be a better fit for my skills and experience, I will be open to discuss any possibilities that arise.

Finally, if you have a moment to spare I would love to hear your feedback on my job application, but please do not feel obligated to answer this question. If there was something you noticed and it will help me in my future job search, I would be grateful.

Recommendations: Goals you need to achieve during your first 12 month in a new job!

Why you should reply back to a job rejection email?

While it’s not required for you to reply to a job rejection email, you should absolutely do so. Responding graciously to a job rejection will help you make a good impression with the company, and it is a common courtesy. In additional, you can turn the experience into a career development opportunity.

• Future opportunities. Even if you didn’t get this job today, getting rejected of the current application can help you open a door for future opportunity. The recruiter may remember how professional and impressive you were during the interview and save your resume for any future career opportunities.
• Gain feedbacks. Gaining insight on why you are not selected for the job will help you to learn what you have done right, and what you can improve. Feedbacks can help you become more successful in your next job application.

How many job application do you sent before you are invited for an interview?

• Complete Home Office Setup Guide
• Best Place to setup your Home Office
• Good Ergonomic Chair Under $200

Founder & Career Development Expert

Antony C. is the founder & career development expert of HQHIRE.com who writes about real-world career advice on remote work, job search, interview, career success, and hiring the right people for the team. With over years of management and hiring experience. He is a published author and has been featured in Irish Times, WikiHow and Chron as well as a certified PMP® holder.

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How to Respond to a Rejection Email: Sample Replies to Rejection Letters

So you’ve advanced past a few in-person interviews and you felt like you built a good dynamic with the hiring manager. You saw signs that your job interview went well . However, you have just received an email from the hiring manager informing you that you didn’t get the job. Now you have to figure out how to respond to a rejection email.

Getting turned down is difficult, especially when you’ve invested a lot of time pursuing a job. The last thing that may be on your mind is to send a response to the hiring manager. However, you should consider replying to the rejection email. Thanking the person who interviewed you for their time will prove to be a great investment in the long run.

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In this guide, we’re going to discuss how to reply to a rejection email for a job. We’ll walk through two sample rejection email responses to help you craft a good response and ensure all the important elements are there.

Should I Reply to a Rejection Email?

You should respond to a rejection email, even though it’s not required. Sending a response to a rejection email after an interview will keep you in good standing with the company, and it’s simply common courtesy.

The job application process can be quite informal at times, so it may not seem necessary to send a response to a job rejection email. There are, however, a few advantages of taking a few minutes to craft a follow-up email.

Even unsuccessful interviews are opportunities to expand your professional network. While you may not have landed the job, you can still use the job interview process as an opportunity to use your networking skills . You can start building connections with people who could be useful to your career further down the line.

In addition, if you send a response to a job rejection email, you’ll make a positive impression on the employer. This might just work in your favor. If the hired applicant declines the position or leaves after a month, you might still be a potential candidate.

There is also a chance that you weren’t right for a specific role, which doesn’t mean you weren’t a good fit for the company. If you send a follow-up to a job rejection email, you can maintain a strong bond with a potential employer. This may encourage them to reach out if they are hiring for a position that would be a better fit for you.

So, now you understand that responding to a rejection email is not just an act of common courtesy. A thoughtful response to a rejection letter after an interview could actually have a positive impact on your career.

Reasons for Replying to a Rejection Email

• You can reiterate your interest in the company. Let the hiring manager know the specific company values you admire and how they align with your career goals. Even if you weren’t a good fit for this position, remind the hiring manager that you would make a good fit in the overall organizational culture.
• It makes a good impression. If you can leave on a good note, you’ll have a better chance with future openings at that company.
• Ask for feedback. If you spent considerable time in the interview process, the hiring manager might be willing to give you feedback on why they chose a different candidate. They might point out a weakness in your resume or interviewing skills that you can fix.

How to Respond to a Rejection Email

Job rejection email responses don’t need to be elaborate. The email you send should simply thank your interviewers for their time, show your continued interest in the company, and ask for feedback. Keep in mind that the hiring manager might not reply to a rejection email response, but it’s still polite to send a professional response to show you’ve received the notification.

The most important thing to keep in mind when considering how to respond to a rejection email is to leave your negative emotions out of it. Don’t reply to a job rection until you can write a polite response. Here are the main elements you should consider including in your job rejection email response:

Write a Strong Subject Line

A strong subject line in your email reply for a job rejection will make sure your email gets seen by the hiring manager. You want the subject line to accurately and briefly describe what the email will be about, in this case, your response to a job or interview rejection email.

You should include the name of the job opportunity and a word or phrase that describes the situation, such as “Research Technician Decision” or “Product Manager Conclusion.” You could also give the name of the job role and your name.

Thank the Interviewers

If you made it to a second interview or a final interview, the employer has invested a lot of time in considering you. It’s professional courtesy to send a thank you email after not getting the job, especially if you have spent considerable time talking with the hiring manager.

In your thank you email after a job rejection, start by thanking the company for the time they have spent considering you as an applicant. Specifically, you should thank the hiring manager for considering you. 

Also, mention that you were grateful for the opportunity to learn more about the company and its culture. Your thank you note only needs to be a few sentences. You don’t need to mention too many details.

Show Your Interest in Future Opportunities

You may not have gotten this job, but that doesn’t mean that your relationship with the company is over. In your email, you should make sure that you mention how disappointed you were to hear that you were not selected for the job. This will ensure the employer is aware that you were interested in working for the company.

Then, you may want to mention that you are still interested in working for the company if other positions open up in the future. This will make the interviewer aware that you are still available for professional engagement and have not taken a job elsewhere.

Remind Them Why You Would Be a Good Addition to the Company

When considering how to respond to a rejection email, remember that you were being considered for one or more rounds of selection. Think about what skills and experience made you a strong candidate for the job in the first place.

In a courteous tone, explain how your values make you a good culture fit with the company. Mention any connections you built with the employees who you met during the interview process. Give the hiring manager the strong impression that you are someone who would be a good fit for their team, even though you weren’t a good fit for this particular job.

Ask for Comments and Feedback

“I thought I was a great fit. I did a great job answering that question about my strengths and weaknesses . Why didn’t I get the job?”. This may be a sentiment echoing in your mind right now. If you want to know more about why you didn’t land the job, ask the hiring manager in your rejection email.

It can be hard to know how to ask for feedback after a job rejection, but it is an excellent chance to improve your job hunt prospects. Ask for feedback respectfully, and be mindful of the fact that the hiring manager is busy and may have many people to interview. If you ask clearly and simply, you might get some useful feedback on why you weren’t the best candidate for the job.

Stay in Contact

Use the end of your email to let the recruiting manager know that you would like to stay in contact with them. If you and the hiring manager both have LinkedIn accounts, you can send an invitation to connect, but don’t be pushy. You can also restate your contact info when you close out the email or list your contact details in your email signature.

Another way to stay in contact is to set up a job alert for future job openings at the company in question. You can do this on a wide variety of job boards and job apps . You can also follow the company on LinkedIn to stay in the loop.

Sample Responses to Rejection Email 

Now you understand what you need to include in your response to a rejection email. But there is still one step left, actually writing the letter. Here’s an email template to help you out:

Reply to Rejection Email Sample 1

Subject: Product manager hiring decision Dear [Name], Thank you for informing me of your hiring decision. While I am disappointed I was not selected for the position, I enjoyed the opportunity to talk with you and learn about your company. I am excited to keep following your work, and I would appreciate it if you could keep me in mind for future positions at your organization. If you have time, I would also be interested in hearing any feedback you have about my interview. This would be valuable as I continue on my job search. Again, thank you for your time and for considering me for the position. I wish you and [Company] the best of luck. Sincerely, [Your name]

In this email, the candidate has covered all the core elements of a response to job rejection. First, the candidate thanked the interviewer. Second, the candidate asked if they can be kept in mind for future positions. Finally, the candidate has sought feedback. This is optional, but it’s a good way to learn more about why you were not chosen for a job.

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The follow-up email should be no more than a few sentences long to maximize the chances of the hiring manager reading your email.

Reply to Rejection Email Sample 2

Subject: Sales Manager [Your Name] Dear [Name], Thank you for informing me of your decision for the Sales Manager position at [Company]. I appreciate the time you spent considering me for this role. I am glad you found a good fit for the role, though I am disappointed to miss out on working with such a great team. During the interview process, I was glad to learn that [Company] values professional development and investing in their employees. As a lifelong learner looking to commit to a company for the long term, I will look out for future opportunities at [Company]. Please don’t hesitate to contact me if there are any suitable roles for my skillset. I hope our paths cross again in the future. In the meantime, I plan to send you an invitation to connect on LinkedIn so that I can stay up to date on any upcoming roles. Sincerely, [Your name]

This example strikes the same professional, courteous tone and uses a similar set of key elements. First the writer thanks the interviewers for their time. Next, they wrote about specific aspects of the company culture that they valued and how they would be a good fit for the company. They also ask to be contacted about future openings.Conclusion

Finally, the writer of the email mentions that they plan to send an invitation to connect on LinkedIn as a way to stay in contact. This is especially important if you sat through several rounds of interviews and made a good personal connection with the recruiting manager. 

What’s Next After Sending Your Reply to the Rejection Letter?

After sending your reply to the rejection letter, there isn’t much left to do. If you received any constructive criticism from the hiring manager, think about how you can use that to improve for next time. You can add your interviewer on LinkedIn after a job rejection, particularly if you made a strong personal connection or if you have any colleagues in common.

If you are interested in future roles at the same company, you can set up automatic job alerts on an online job board or you can set a calendar reminder to check the company’s website every few weeks. Otherwise, it’s time to move on with the job search process and send in your application materials to other job openings.

Why You Should Respond to a Job Rejection Email

Once you know how to respond to a rejection email, writing a job rejection response email is a good way to maintain a positive relationship with a company and keep the lines of communication open. The follow-up email is an important opportunity to show that you appreciate them considering you for the job and to seek potential feedback. 

By following the tips in this article and building on our email templates, you should have no trouble writing a professional and gracious response to a job rejection email. Replying to a rejection email isn’t fun, but it is an important part of the interview process.

How to Respond to a Rejection Email FAQ

When replying to a rejection email, think of your email response as a networking opportunity. Let your interviewer know that this is one of your dream companies to work for and that you are interested in other employment opportunities at the company. State that you will keep the company on your list for future job searches, and ask that they keep you in mind for future positions.

The best way to ask for feedback after a rejection is to send a professional email with a clear request for feedback. Ask your interviewer what was missing from your application materials or interview responses. Be direct and polite. Hopefully, you’ll receive a thoughtful response with information you can use in future interviews.

Unfortunately, there is no magic formula for how to turn a rejection into a job offer, and it is pretty unlikely that you’ll be offered the job you were rejected for. However, if you write a great rejection response letter, you could set yourself up for subsequent openings.

It can take anywhere from a few days to a month to get a rejection letter after an interview. It depends on company size, the number of potential candidates, and company policies. If you make it to the later application stages, you should get a job rejection letter when you are no longer being considered for the job. However, sometimes you won’t get a notification of your application rejection.

About us: Career Karma is a platform designed to help job seekers find, research, and connect with job training programs to advance their careers. Learn about the CK publication .

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How to Respond to a Job Rejection Email (With 25+ Examples)

Receiving a job rejection email can be a bummer and may be difficult to handle, especially when you’ve been looking forward to this opportunity. However, it doesn’t have to hold you back from responding.

But how does one respond to a rejection email? Would it be ok to request feedback? Is it still possible to make an impression on the hiring manager?

According to experts, these are the ways to respond to a job rejection email:

Candace Nicolls

SVP of People and Workplace, Snagajob

You found what seemed like your dream job! You applied, made it through the interview process, and waited on pins and needles to hear back. And when you heard from the company, the message was, “Thank you for your time, but we’ve decided to go in a different direction.”

It can be so disappointing to read those words, and it’s tempting to hit delete on that note and never look back.

Instead, take the opportunity to respond. It’s a great way to continue to build your network and reinforce a good lasting impression with recruiters and hiring managers at that company.

You can do some easy things to make sure your follow-up note really resonates.

Thank them for letting you know the outcome of their decision

First and foremost, thank them! Show your appreciation at the very beginning of your letter for the time they took to meet with you, them considering you for the role, and for telling you more about the company.

You can also thank them for letting you know the outcome of their decision—frustratingly, not every company does this, so it’s worth calling out.

Ask for feedback in a respectful way

While some companies are reluctant to give candidates feedback on their interviews, asking in a structured, respectful way that doesn’t sound like you’re questioning their decision can be really helpful.

If you phrase it as an opportunity to learn or improve, you’re more likely to get some information that could be helpful to you in future interviews.

Related: How to Ask for Feedback After a Job Rejection

Reiterate your interest in the company

If you’d be interested in additional opportunities at that company, make sure to mention that. If there are specific things about the organization that stuck out to you as really positive, this is the time to mention those.

It can be tempting to ask them to contact you should a similar role arise, but instead, take the lead on this yourself.

Mention that you’ll continue to follow their work and will keep an eye on their careers page for other opportunities. This shows you’re proactive , and by following their work, you’ll be able to effectively demonstrate your knowledge about the company the next time you meet with them.

Stay in touch with the hiring manager

Connecting on LinkedIn can be a great way to keep in contact with interviewers or hiring managers you’ve met.

Adding a comment saying you’d like to stay in touch and will send an invite to connect again shows you’re proactive and committed to the organization. While you’re on LinkedIn, make sure you follow the organization, too, so you can stay up to date on what’s happening there.

Related: How to Network on LinkedIn

Here’s a sample letter you could use. Make sure you add specifics that are relevant to your situation.

Hello [Name],

Thank you for the opportunity to meet with the team, and please thank everyone for their time. I really appreciated the opportunity to learn about [Company], and the courtesy of letting me know your decision.

While I’m disappointed that I won’t be joining [Company] at this time, I remain very interested in your work and will continue to keep an eye on your careers page. [Add a sentence or two about relevant work that resonated with you here.]

If you have any feedback on my application or interview, I will welcome it. I’m sure any details you could provide would be valuable to my ongoing job search. In the meantime, I would love to stay in touch- I’ll send you an invite to connect on LinkedIn to make that easier.

Thank you again, and wish you and the team all the best.

So, remember – a job rejection doesn’t have to be all negative. Use a thoughtfully worded response letter as an invitation to stay in touch, and hopefully, it will help you land another opportunity at your dream company.

Anna Berkolec

HR Manager,  ResumeLab

It can be discouraging when you apply for a job and don’t get an interview, an offer, or even an acknowledgment that your application was received.

Rejection is part of the job application process, no matter what field you are applying to.

It’s also usually an indication that:

• You weren’t qualified for the job, or
• Perhaps they didn’t think you were a good culture fit.

The key is to not take it personally and continue with your job search. However, when you do get rejected after applying for a job, it still stings.

After all, you put yourself out there, did your best, and made time to ensure that your cover letter and resume were both polished and professional before sending them out.

Related: What Is the Difference Between a Resume and Cover Letter?

Hopefully, this rejection was based on specific details about why you weren’t selected rather than just your general appearance or background in past jobs.

Read on to see how to respond to a job rejection email gracefully so that your efforts won’t go unnoticed by future potential employers.

Don’t delay: Send a thank you email

Even if you don’t know why you weren’t chosen for the position, you can send a thoughtful thank you email thanking the hiring manager for taking the time to look over your application materials.

Make sure that your tone is professional and that you don’t sound as though you are trying to butter them up to get them to reconsider you.

Simply thank them for their time and effort, and let them know that you are grateful for the opportunity and would enjoy the chance to learn more about the industry with them.

Take notes on why they decided not to hire you

While you aren’t guaranteed to get a rejection email, sometimes a hiring manager won’t acknowledge your application – even if they receive it. In those cases, it’s best not to be pushy but wait for them to get back in touch with you.

However, if you do get an email stating that you weren’t selected, take notes on why they decided not to hire you.

• If there are specific things on your resume or application that they mention, you can work on those areas before applying to other jobs.
• If there is nothing that you can pinpoint , there might be another reason for the rejection.

In either case, you can use these notes to guide you in tackling your next application.

Related: Why Won’t Anyone Hire Me?

Check for the hiring company’s reasons for not hiring you

While you should take notes on why you were rejected, you shouldn’t share those notes with the hiring manager when you respond to their rejection email.

Instead, you can use a general statement like:

“ I appreciate your feedback, and I want to continue improving my resume and applications so that I can be an asset to your company. “

You might want to use this article’s examples of common hiring company reasons for not hiring someone:

• You lacked the skills and experience we were looking for.
• We didn’t think your background was a good fit for our company.
• You didn’t pass the personality or culture fit test.
• You didn’t have the education or training we wanted.

Ask what you can improve and what you did well

Depending on the hiring company, you might or might not get an answer to your question about what you did well or what you can improve on.

If the hiring manager is polite, they might respond to your question, but if they aren’t, don’t take it personally.

If you receive a curt or rude response to your question, you can politely ask them to reread your application materials and then end the email with a gracious thanks again.

Dominique Zenaida Pinder

Former Human Resources Assistant, Adecco Canada | Founder and CEO, Digital Creator Domz

Responding to job rejection emails is just as important as responding to job offer emails from potential employers. Oftentimes, these unfavorable emails are just polite ways for hiring managers to inform you that they chose another candidate for the role.

Thus, they do not automatically signal that the company regards you as an “unfit” candidate. Moreover, if your response is impressive, chances are you’ll be the candidate next in line for future openings.

Based on my HR experience, here is a guide on how you should respond to job rejection emails.

Express gratitude for the email correspondence

Yes, receiving a job rejection email is not ideal. Nevertheless, the first step you should take when replying is to thank the sender for informing you of their decision.

Many companies are infamous for not updating rejected candidates, opting to communicate solely with chosen candidates. Therefore, being fortunate not to be left in the dark is a justifiable reason to thank the sender for the email correspondence at the outset.

Show appreciation for the interview opportunity

Thanking the hiring manager for shortlisting your resume and meeting with you is another excellent step to take when replying to job rejection emails.

The interview process is highly time-consuming and challenging for hiring managers. Therefore, acknowledging their efforts to accommodate you demonstrates that you are considerate and leaves a lasting impression.

Highlight something admirable about the company or the interviewer

Ideally, somewhere in the body of the email, you should mention something positive about the company or the interviewer . Doing this shows the hiring manager that you have no ill feelings towards them or the company.

Moreover, it makes it less intimidating and awkward for company officials to correspond with you in the future.

Plant seeds for future opportunities

Tactfully introduce the idea of you working for the company at a later stage within your response.

Lay the groundwork for this by letting the hiring manager know that although they did not select you for the position , you would appreciate it if they kept you in mind for any subsequent openings or similar roles within the business.

Ask for feedback or pointers; show that you are receptive to constructive criticism

Before you close the email, ask the hiring manager if you made any mistakes during the interview and application stages or ask for advice on how to thrive in future recruitment settings.

Doing this will show the hiring manager that you are receptive to constructive criticism and willing to accept guidance.

Related: Why Am I Not Getting Hired After Interviews?

Finish the email on a positive note

The closing of your email response is just as critical as the first paragraph. You should, therefore, strive to conclude the email on a high note.

Do this by reiterating your gratitude for the email correspondence, letting the hiring manager know that you would like to stay in touch with them, and politely wishing them well.

Example of a response to a job rejection email

Dear [Hiring Manager name],

Thank you for getting in touch with me regarding your hiring decision. Even though it is disappointing to learn that [Organization] did not choose me for the [Job] position, I would like to thank you for the time you took to schedule interviews with me, learn about my skill set, and answer my questions.

Indeed, it was a pleasure to talk to you and get a glimpse into [Organization’s] stellar organizational culture.

I would appreciate it if you kept me in mind for suitable roles at [Organization] when they become available.

Additionally, I would appreciate any insights you could share regarding my application and interview that could help me succeed in future job searches. I am always looking for ways to enhance my professional skills, and I believe this feedback would be tremendously valuable.

Thank you again, and please don’t hesitate to contact me if you require any further information from my end.

Have a fantastic day!

[Your name]

Jessica Robinson

Content and Marketing Manager ,  SpeakingNerd

All of us appear for several interviews in the course of our careers and lives. Even if we convert our very first job interview, we would still want to appear for more interviews in the future when we look to switch organizations.

Needless to say, when it comes to the outcome of the interview, it can go either way. Thus, acceptance and rejection are parts and parcel of life.

When we get a job rejection email, it is certainly disheartening, but sometimes, it is inevitable.

Let’s say 200 candidates apply to two vacancies for a product manager in an MNC. Clearly, 198 out of those 200 candidates will receive a rejection email from the company because, ultimately, only two people are walking away with the job.

But then, that is not the end of the road, right? If you get a rejection from one organization, the heavens will surely have better plans for you.

What we are going to look at here is how you can respond to a job rejection email.

Express gratitude for allowing you to make your claim to the job title

Out of basic professional courtesy or to seek clarifications, you should definitely respond to the rejection email. When you frame that response, you should first express gratitude for allowing you to make your claim to the job title on offer.

For instance, your response should start this way:

“Greetings, in all my humility, I would like to express sheer gratitude to your esteemed organization for allowing me to be interviewed for this role.”

You never know, you may have to apply to the same organization in the future, and this courtesy will certainly help. Otherwise, to give an impression of your professional conduct, you should express your thankfulness.

Seek clarity on the same in a humble and modest way

Moving further, in case the rejection email does not clearly specify the exact reason for rejection, you should seek clarity on the same in a humble and modest way.

If you have invested your time in the interview process, that is the least you can ask for. In fact, you are entitled to know that.

But how you put it across is important. It should not seem like you are arguing because that would severely hurt your future prospects of applying to the same organization.

You can ask this along similar lines:

“While I completely respect the management’s decision, I would want to know the reasons for my rejection in the form of proper feedback.

Knowing the same will be valuable for my career, and I can identify my shortcomings to work on them for a secure career. It would be very generous of you if you could share the reasons for my rejection which I will perceive constructively.”

Express your openness to receiving future job notifications from the company

Further, in your response to the rejection email, you should also express your openness to receiving future job notifications from the company for the same role or a different role that is more tailored to your skills, knowledge, and experience.

This will give the recruiters a strong impression that you have a strong zeal to work for the organization despite the rejection.

You never know, you may get an interview call from the same company a few months later. You should always keep the door of opportunities open for you, after all.

Wish good luck to the company as a token of courtesy

In the end, you should express your warm regards and wish good luck to the company as a token of courtesy. Remember, you should not make the recruiters feel that this rejection fiddled with your confidence or spirit.

You need to stay upbeat and positive. The same needs to be reflected in your response to the rejection email.

Lattice Hudson

Business Coach and Leadership Mentor | Founder, Lattice & Co

Recognize the employer’s attempts to alert you of your rejection

Responding to a job rejection letter might reveal information about your personality. It demonstrates that you are a professional who is sincerely committed to obtaining employment.

Your answer to a job rejection email can also assist you in maintaining a personal relationship with the hiring manager, allowing you to follow up with them later.

Displaying thankfulness reveals your social qualities. Your pleasant personality would attract the recruiting manager to hire you again in the future.

Because of your nice demeanor , he would also open up to you about potential chances.

You might thank the organization in a variety of ways, including:

• Recognize the employer’s attempts to alert you of your rejection and guide you through the whole process.
• Express your appreciation for meeting them and learning about their company.

Co-Founder,  eBusiness Institute

Ensure that they know you want the door to remain open

The first thing to keep in mind is that a job rejection is not a closed door. It does not mean your career progression has come to a halt or even that opportunities with the respective company are out of the question forever.

It simply means that, for whatever reason, you were not a good fit at that specific time.

For that reason, it is always important to ensure they know that you want the door to remain open when responding to a rejection.

Make it clear that despite this role not working out, you’re open to other roles and hope to be considered in the future. This shows the company that you are actually interested in working for them and that they were not just another application.

This also maintains a relationship with the organization, so you won’t just be an unknown candidate if you choose to apply for other openings.

An example could look like this:

Hello [recruiter/interviewer],

Thank you for getting back to me about your decision. I appreciate the team for taking the time to consider me for the role and making me learn more about the company.

While this position may not have aligned with my skills at this point, I am highly interested in your organization and would love to be considered for any future roles that may open up.

Thank you again for your consideration, and I wish [company name] all the best.

Anna Kate Anderson, MA

Executive Résumé Writer & Outplacement Services Provider

Understand that it’s an opportunity to show professionalism during a difficult time

Receiving a rejection email for a job you were excited to apply to is the worst. It can lead to a loss of confidence and questioning your career path.

We’ve all received these at some point, and they’re no fun. The smartest candidates, however, understand that a rejection email is also an opportunity.

It’s an opportunity to show professionalism during a difficult time and keep your hat in the ring for other openings.

I’ve had many clients who responded to a rejection email in a kind, professional way that led to them:

• being selected for a different job at the same company,
• receiving a call-back when the original choice didn’t work out some months later, or
• being selected by the recruiter for another role they’re filling.

Often these roles are even better (title, salary, culture) than the original one. If you need to step away and take some time to regroup before responding, take that time.

Then respond, keeping it above board and remembering that:

• This is a relationship that can ultimately help you and
• Email is forever.

Here’s a template to help you get started:

Dear [Recruiter/Hiring Manager name]

Thank you for your time interviewing me/reviewing my candidacy for the [Job title] position at [Company]. While I’d like to move forward in this search, I understand your process.

At this time, I’d like to be considered for other roles with [X company] [or] as a [Job title]. I know my [list skills, strengths, impact here] will be a huge asset to my next employer.

Can you keep my information on file and contact me with any similar openings? In the meantime, I’ll connect with you on LinkedIn, so I can see any new roles you may post there.

Thank you again, and have a great week/weekend.

Agata Szczepanek

Job Search Expert and Career Advice Writer,  My Perfect Resume

Leave a good impression; you need to stay classy

You never know what the future brings. The company you applied to may contact you after some time with another job offer. Sounds unrealistic? I had thought the same before it happened to me.

Having first-hand experience with such a surprising “professional plot twist,” I assure you that no matter how disappointed, frustrated, or angry about not getting the job you feel, you need to stay classy .

Leave a good impression. Thank the recruiter for their time and write a few kind words about the whole recruitment process. It costs nothing and may pay off.

Express your interest if future recruitment

Show your genuine interest in applying for a similar position in the future. Sometimes the decision on who to hire is made—at the further stages than sending application documents, of course—between just a few candidates.

For example, three people are brilliant matches for the company, but the one who is chosen has the greatest experience in the given field. Leave a door open. Life is unpredictable, and so are the career paths that we follow.

Dear [name],

Thank you for the information and your time. I see this recruitment process as a precious experience, even though I am not the candidate you choose.

Kindly note that I am open to any future recruitment for a similar position. Feel free to contact me if you believe I can be the right candidate so I can apply then.

Best regards,

[Your full name]

Hello, [name].

Thank you for the opportunity to take part in your recruitment process. I find it very professional and well-structured, so I appreciate this experience.

Please note that I am open to any future recruitment for similar positions.

Once again, thank you for your time.

Kind regards,

Sean McPheat

Founder and Managing Director,  MTD Training

Ask what they would recommend to make yourself more appealing to future opportunities

I always would respond to a job rejection email with gratitude, even if I was discouraged by the decision.

It doesn’t have to be elaborate or even take up a ton of time, but do not burn this bridge for no reason. Because, in the end, what are you going to change at this point?

In a short email, I would simply thank them for their time and consideration and move along . If you’d like, feel free to ask them if there was anything else you could have done to be a better fit for the position or what they would recommend I do in order to make me more appealing to future opportunities .

Example email:

I appreciate the chance to interview, and, while I was disappointed, I thank you for letting me know about your decision. I hope to have an opportunity to interview again in the future.

If there’s anything you felt I was missing in my resume or something I could do to make myself appealing for future opportunities with a similar role, I would love to get your feedback.

Thanks again, and all the best.

As soon as a job rejection email comes through, I’m onto my next task, and I’m not going to waste any more time on it. A job interview is a valuable experience, and you can’t regret your time on a specific process, but don’t dwell on it or spend more time on it after receiving the news.

Move on and get the next one, but take 2 minutes to send a short, simple email like the one above.

Dorota Lysienia

Community Manager,  LiveCareer

Ask for feedback: Knowing what you’re missing in your profile can help you advance your skills

Job rejection is always hard to swallow. It’s easy to simply ignore the rejection email and move on to look for another job. However, job rejection offers a great opportunity to learn and improve your job-hunting skills .

That’s why you should ask for feedback after the company informs you that they have chosen another candidate. Knowing what you’re missing in your profile can help you advance your skills and guide you in which direction you should go to bring your career to the next level.

You can frame your email like this:

Dear [Recruiter’s name],

Thank you for your email and the time you took to consider me as a candidate for the role of [Position’s name] at [Company’s name].

As my goal is to improve my professional skills constantly, I wanted to ask you for feedback regarding my application. I’d really appreciate it if you could provide me with details of what I missed to get a job at your company.

That way, I can improve my job-hunting skills and advance my knowledge in crucial areas for the [Industry type] industry.

I look forward to hearing from you.

For example, the recruiter may say that you are missing the digital marketing experience that other candidates have. In that case, you can enroll in an online course or attend some SEO conferences to help you gain more knowledge in that field.

Also, HR professionals like to see that you are proactive about your application at their company .

When they see that you ask for feedback and genuinely want to improve, they can even consider you for another position in the future or offer you a different role that you’re more suited for.

Juan Dominguez

CEO and Managing Partner, The Dominguez Firm

Nothing beats politeness

Job applications nowadays are easier than before. You can simply send an email to the company where you want to apply. Of course, expect them to respond via email as well.

Not all the time we are all lucky to receive invitations for interviews.

There will always be a time of rejection, and this part is something that we should all welcome positively that the company took the time to consider your application. They may have gotten another applicant who has more working experience than you or is more qualified.

Once you receive a rejection, start by thanking them for their time considering your application. Nothing beats politeness. You can ask them to refer you or notify you if there will be other openings or other employment opportunities.

“ Thank you for considering my application.

If you have other job opportunities, may I please know? Or, if there will be other vacancies, can you please check if I am qualified? “

Then leave your contact details. Do not completely close your door to them. Make yourself accessible.

Sean Nguyen

Director,  Internet Advisor

Tell them how much you value the company and you would love the chance to work there in the future

How you respond to a job rejection email will depend on how badly you wanted the job and how the company rejected you.

In terms of how badly you wanted the job, I know a lot of people tend to apply to jobs that they aren’t actually that interested in. In these cases, you probably shouldn’t respond to the email anyway.

If you’re applying for a job you’re not interested in, you’re wasting your own time and the company’s time.

If, however, you’re applying to a job that you’re very excited about, a great way to respond to a rejection email is to tell them how much you value the company and that you would love the chance to work there in the future.

Ask them to keep your information for potential consideration in the future. Not all companies will actually do this, but for that chance that they will, it could land you the job when they end up looking again.

As for the way the company sends the email, some companies send out generic, seemingly automated emails to the people they reject.

In these cases, you’ll need to ask yourself :

“If they take this little care in the way they reject applications, do they take the same sort of approach in terms of how much they value their employees? “

You’ll need to decide if you think it’s worth replying to.

Just to add to this last point – I believe companies need to personalize rejection emails as much as possible.

Sure, sometimes you’re dealing with hundreds of applications, which can be frustrating. But even a little bit of personalization here and there goes a long way and shows people that you appreciate them taking the time to apply for the job.

Sumit Bansal

Founder and CEO,  TrumpExcel

Acknowledge your disappointment and request feedback

My opinion is that your answer to a job rejection should be a little more than a few sentences expressing your appreciation , acknowledging your disappointment , and requesting feedback if you desire it.

Examine this sample to determine the specifics of your job rejection response:

To whom it may concern:

[Thank the interviewer for responding to your email and for giving you the chance to speak with them]

[Mention how disappointed you are that you won’t be able to work for the company, but make the email positive and professional]

[Ask to be considered for any future possibilities that the interviewer deems you to be a better fit for]

[Use this part, if you want, to get feedback on your interviewing abilities or resume format. [Reiterate your gratitude to the interviewer for the chance]

Sincere regards,

[Your initials and surname]

Travis Lindemoen

Managing Director,  Nexus IT Group

Make every effort to keep a cheerful and courteous tone

I would advise thanking the interviewers in the opening paragraph of the follow-up email after a job rejection. This is especially true if the candidate made it to a second or final interview, indicating that the employer spent considerable time considering them for the position.

If you happen to meet the panel of interviewers and hiring managers in the future, showing them appreciation could be the deciding factor in your employment prospects.

Second, the applicant should express their disappointment at not receiving the position in a few concise phrases. The candidate should make every effort to keep a cheerful and courteous tone throughout this portion.

Email format:

Dear [name of Hiring Manager],

Thank you for your input regarding the hiring decision. I am especially appreciative of the interview panel for taking the time not only to interview me but also to educate me on the many things I did not know about your organization.

While I am unhappy that my qualifications were not nearly sufficient to qualify for the position, I am still interested in working for your organization. I am willing to be considered for any position you deem fit based on my qualifications.

I wish you and your firm continued success in your endeavors.

Frequently Asked Questions 

What should i avoid when responding to a job rejection email.

When responding to a job rejection email, you should avoid the following:

– Showing negative emotion or expressing frustration about the decision. – Argue or try to change the hiring manager’s mind. – Criticize the company, the hiring process, or the candidate selected. – Send a generic response that is the same for everyone.

Remember that it’s important to maintain a professional and positive attitude in your response, as this can help you build a valuable relationship with the company for future opportunities.

How should I handle the emotions that come with receiving a job rejection email?

It’s normal to be disappointed, but it’s essential to process your emotions in a healthy and productive way. Here are some suggestions:

– Give yourself time to process your disappointment, and recognize that this is a normal part of the job search process. – View rejection as an opportunity for growth and self-improvement. – Reach out to your support networks, such as friends, family, or a career coach, to discuss your feelings and gain a new perspective. – Focus on your accomplishments and strengths to build your confidence. – Follow a balanced job search strategy by applying to multiple jobs and not pinning all your hopes on one opportunity.

How can I learn from a job rejection and improve my chances of success on future applications?

Use the rejection as a learning experience to improve your future job search efforts:

– Analyze the feedback you received to identify areas for improvement. – Adjust your resume, cover letter, and LinkedIn profile to better fit the job requirements and company culture. – Attend workshops, webinars or online courses to build your skills and stay current in your industry. – Connect with professionals in your field to gain insight into their experiences and strategies for success. – Practice your interviewing skills with friends or using online resources.

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The Editors

How To Write A Job Rejection Email Response (with Bonus Examples)

Why you’d want to send a rejection email response

How to write a job rejection email response, email writing/sending tips, job rejection email response letter examples.

From personal experience, getting an email turning you down for a job you applied to can be hard to swallow. After investing time and effort in prepping for the interview , let alone getting your hopes up, it is tough to accept a rejection letter.

But, with the right mindset, you can turn a job rejection email into a learning moment. And if you know how to respond correctly, you could turn it into an opportunity for employment down the road.

A good job rejection email reply will help you build a larger professional network. It can also present you as the kind of courteous professional that a recruiter would consider again in the future.

In this article, we:

• Explain why you should respond to a job rejection email.
• Show you how to write a response that will lead to positive results.
• Include 3 example responses to help you craft your own reply.

Navigating your career path is one of the most complicated and important things you’ll ever have to do. If you have questions, use our career counseling service to prepare for any career steps you’re thinking about.

We’ve helped thousands of people succeed in their job search , prep for interviews, negotiate the details of their contracts, and otherwise hit their career targets . Contact us to learn how to move forward and upward in your career.

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Nobody bats a thousand, meaning even most superstars miss once in a while. When looking for a job, it’s guaranteed that companies will sometimes go with another candidate.

That doesn’t mean there’s anything wrong with you, just that there was a better fit for that position. Use our tips to frame this experience as a learning opportunity to grow your professional and job search skills.

First, let's go over why you should respond to the rejection email:

Because you’re a professional

A positive and thoughtful response to a job rejection email shows a recruiter that you appreciate the time and effort they spent interviewing you for the position. Your reply proves your professionalism and will place you in the recruiter's mind as a potential candidate for future opportunities.

To build a professional relationship

Think of your interview process as something like professional speed dating. Even though it’s not a perfect match, you developed a professional relationship with the hiring manager during the interview, and it’s a connection worth growing.

Your job rejection email response is the perfect opportunity to keep building on the relationship you just started. A super easy step is to ask about connecting on LinkedIn or another professional social media platform to stay connected in case of any future opportunities.

To widen your network

Ever hear the saying, “It’s not what you know, it’s who you know”? That’s because networking plays a huge role in career success.

Hiring managers often have ties to other recruiters and managers across a local industry. If you stay connected with the interviewer, they might refer you to other companies or turn back to you when something comes up that better suits your skill set.

To encourage future opportunities

A job rejection email response expressing your interest in future positions increases your chance of being considered for other jobs that suit your strengths . And if the person they hired doesn’t work out, which happens more often than you may think, your reply could make you the next person in line for the job.

For important feedback

You should always use the job rejection email response as an opportunity to ask for valuable feedback. Getting insight from an impartial professional in your industry can help you make useful changes to your resume, interviewing skills, or job search strategy, among other possibilities.

These letters are almost as easy as a paint-by-number game. Follow these simple steps to craft the perfect job rejection email response for your situation.

Start With a Formal Greeting

Since you’ve met the recruiter and know their name, start by addressing your email with a classic salutation, like "Dear [Recruiters Name]" or "Hello [Recruiter’s Name]". Avoid cliches like “To whom it may concern” since you’ve already passed the introductory stages.

Always start on a positive note, too. Add something like, “It is good to hear back from you”. This will help you come across as a positive person the recruiter would feel comfortable reaching out to again

Thank the interviewer

Next, thanking your interviewer is a great way to highlight your soft skills . Keep this concise - one or two sentences - and cover each of the items below:

• Thank the recruiter for updating you about their decision. Plenty of companies don't take the time to follow up, and they don’t have to, so getting back to you is above and beyond.
• Tell them you’re grateful for their time and energy. The hiring process is long and hard on them, so tell them you appreciate their effort and consideration.
• Be specific, so they remember your interaction. Include the date, whether it was an in-person, phone , or virtual interview, and include the job title.
• Adding a note saying you valued the chance to learn more about their company makes the message more personal. If you learned anything specific, say so, or mention it if you met anyone other than them.

Express your disappointment

You definitely want to graciously express your disappointment that you weren’t selected for the position. This shows your interest in the company and job, which is key for the recruiter to know if you want them to call you back when something else comes up.

Keep this section of your response short and upbeat, though. You want the tone of the email to stay positive and definitely not sad or like you’re questioning the recruiter’s judgment.

Stay on the hiring manager’s radar

Include a sentence in your email that leaves no doubt that you're still interested in working for their company. They might assume you’re moving on or even upset and turned off by the rejection.

Ensure they don’t get that idea by clearly stating you’re interested in being considered for future opportunities with them.This is a great time to grow your network ; suggest connecting through a professional social media platform, like LinkedIn, to stay in touch.

Ask for feedback

The job rejection email response is the perfect time to ask for feedback. You know the hiring manager considered you, and you know there’s something they feel you could improve that they were recently thinking about.

So ask them about issues with your resume or your interview to do better on your next one. Showing you are open to critical feedback demonstrates you’re teachable and eager to improve – both great qualities in a future employee!

Double-check your rejection letter response for these items before you send it:

• Use a professional and upbeat tone.
• Show appreciation for receiving their update by saying thanks and using positive language.
• Keep your response concise. Don’t go overboard explaining how much you wanted the job or that you’re still the perfect fit.
• I can’t stress this enough: edit and proofread your message for mistakes before sending it. Printing and reading it aloud are great tricks for catching errors you might have missed.

Now that we’ve given you the tools you need to create your own response, take a look at these to see how you can put them together.

Example # 1

Here’s a great, all-around job rejection email reply that hits each of the suggestions we made above. Notice how it’s not too formal and sounds like friendly acquaintances touching base. This can be adapted to almost any role you applied to with just a few minor changes.

Email Subject: Regarding the [Job Title] position

Thank you for taking the time to meet with me and for the update on your decision. It was a pleasure meeting you at your office last Friday for the Accounts Manager role interview. It was great to learn more about the operations at Phillman Books. While I’m disappointed to have missed this opportunity, thank you for getting back to me and letting me know about the decision.

After speaking with you and researching, I'm confident your company is one I’d want to work. If anything should come up in the future, please keep me in mind. I will reach out on LinkedIn to connect, so you always know where I am if you need to reach me.

I understand you’re very busy, but if you have a moment to spare, any additional feedback you could offer about my application package or interview would be appreciated. Please do not feel obligated to answer this or to go into great detail if you do, but if there was something you noticed, I would love to improve where I can.

I hope everything works out with you and your new hire!

Thanks again,

Cássio Pinheiro

Example # 2

This email is unique because it makes a quick positive comment about how the company is doing in the industry; that’s a nice personal touch. Also, you can see another option for asking for feedback that defuses any doubt on the recruiter’s end about why you would be asking.

Email Subject: Re: [Original subject of the rejection email]

Dear Mrs. Jolayemi Ayisat,

Thank you for taking the time to send me an update. It was a pleasure speaking with you via Zoom on August 30. Of course, I wish there were a different outcome. Still, regardless, I appreciate you talking with me about the role, and I loved learning about the creative process at Ziller Design.

If anything changes or opens up in the future, I would love to be considered for any other roles I might be better suited for. I really admire the way Z-Design is shaking up the industry. I will send you a connection request on Linkedin so you can easily contact me if something arises.

If you have time, I would appreciate it if you sent any constructive feedback on my application or how I interviewed. This is in no way because I’m questioning your choice; rather, the opposite. I respect your opinion, and it would be invaluable to gain further insight from you.

Thanks again, Chandelle Rainsler

Here is a basic template if things were a little more reserved in the interview process and you didn’t get friendly vibes from the recruiter. It hits all the points you need, but in as few words as possible and without blurring professional lines.

Email Subject: Quick follow-up on the interview and hiring decision

Dear Mr. Jasper Zulaf,

Thank you for your response. I appreciate the opportunity to have interviewed for the role of HR Generalist on Monday, February 20. I am disappointed not to be moving forward. Still, it was a pleasure meeting you in person and taking a tour of your facility. Although I won’t be joining your team, it was great learning about your work there.

I am always looking to improve. I would be grateful for any constructive criticism you can offer about my performance in the interview or my application package.

Thanks for your time. It would be a pleasure to interview for future positions at your company.

Best regards,

Lavina Armstrong

• Sending a job rejection email response is a great way to open doors for future opportunities.
• Keep your messages concise, and always stay positive!
• Thank the hiring manager for their time and consideration.
• Express specific interest in future roles with the company.
• Use your reply as a chance to build your network; try connecting on a professional social media platform.

If you’ve struggled to close a job opportunity, use our career counseling service to prepare for the next one. We’ve helped 1000+ people like you succeed in the job search stage, prepping for interviews , or negotiating compensation, we’ve got experts ready to help you strategize your next move.

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How to Respond to a Job Rejection Email (With Templates)

If you've received an email rejecting your job application, don't panic. It's just part of the hiring process. Here are some tips on how to respond.

Getting turned down for a job never feels good. After investing a lot of time and effort in preparing for the role, it can be tough to accept rejection. However, the good news is that with the right mindset, you can turn this negative experience into a wonderful career opportunity.

In this article, we'll guide you on how to respond to a job rejection email professionally and strengthen your position as a job candidate.

1. Start With a Formal Greeting

While responding to any email, always start on a positive note. A formal greeting, for example, “Greetings” or “Hope you’re doing well”, will surely make you come across as courteous and polite. Without a formal greeting, you may appear abrupt.

You can also use a greeting that specifies the time of the day, for example, “Good morning” or “Good evening”. However, if the employer is located in other parts of the world, it’s best to go with other greetings. Regardless of the greeting you use, ensure to keep it short and concise and refrain from overdoing it.

2. Show Your Gratitude

Although ghosting candidates is rather common after interviews nowadays, your interviewers have made an effort to respond to your job application. Express your gratitude for informing you about the decision. Next, you can thank them for their time and consideration of the role. Keep it short to one or two lines.

Further, after you express your gratitude, you can also briefly mention your disappointment in not getting the role. This will let the email recipient know about your sincerity and genuine interest in the job opportunity.

3. Express Your Views on the Interview Process

Next, you can write your views about the interview process and how well it went in a sentence. A few positive things you noticed during the interview process would be great to mention. You can also thank them for the opportunity to meet the team and whoever was involved in the interview process.

For instance, you could mention that you found the interview process well-structured and engaging. You could highlight your appreciation for the team's dedication to excellence and how it resonated with you. Additionally, you could express how the technical assessment allowed you to showcase your problem-solving abilities.

4. Show Your Interest in the Company

As you progress in the email, let your employer know about your interest in the company. You can talk about the aspects you admire about their organization, products, or services. Moreover, you can mention a few things you like about their work culture as well.

This will let the hiring manager know that you’re still interested in the opportunity and genuinely wish you had gotten the role. You can express your interest in two to three lines.

5. Share Your Willingness for Upcoming Roles

By expressing your interest in the company, you can also indicate your willingness to be considered for future roles. By doing this, you will let the employer know you are not looking for other opportunities, and they can consider you for new positions soon.

Moreover, rather than searching for a job candidate from scratch, it would be easy for employers to select from already interested candidates. So, sharing your interest in the company and upcoming roles puts you ahead in the pool of candidates.

6. Ask Them for Feedback

Next, you might want to know the reason for your job rejection. Towards the end of the email, you can ask them to provide feedback so that it helps you while applying for other job roles and interview processes. While asking for feedback, be sure to make a humble request and not come across as demanding.

7. Send the Email Promptly

Finally, end your response email with a formal sign-off and proofread it accordingly to avoid any errors. Use the best grammar checkers to spot any grammatical mistakes. Although you can unsend emails on Gmail , it’s better to prevent any errors before sending them.

Further, it’s important to send your response as soon as possible after receiving the email. If you take too long to reply, they might think you’re already not interested in the opportunity and have secured another job. So, a quick response demonstrates your professionalism and even reliability if a relevant position is soon available.

Templates for Responding to a Job Rejection Email

Here are some templates you can refer to for replying to a job rejection email. You can edit them and use them according to your needs.

Template 1:

Subject line : Thank You for the Interview Opportunity and Request for Feedback

Hi [Employer Name],

Hope you are doing well.

Thank you for letting me know about your hiring decision. Although I feel disappointed for not achieving the position, I remain grateful for the experience during the process and appreciate the opportunity to have interviewed with you and your team.

As I am always looking to improve, I would be interested to know if you can provide any feedback about my performance during the interview process. If you could spare some time to send me feedback, I would appreciate any suggestions you have to offer.

Thank you for your time and consideration. I hope to have the opportunity to interview for future roles with your company.

[Your Name]

Here's another template where you can mention the project name you learned during the interview and hope to work on.

Template 2:

Subject line : Thank You for Considering Me – Open to Future Opportunities

Dear [Employer Name],

Greetings of the day.

Thank you for your response. I appreciate the opportunity to have interviewed for the role [role name] and am disappointed not to be moving forward. Although I won’t be joining your team, it was great to learn about the work [mention a project name] you’re doing and meet the amazing team behind it.

I would appreciate any feedback you can provide about my qualifications and performance during the interview process. I am always looking to improve and would be grateful for any constructive criticism you can offer.

Thanks for your time. It would be a pleasure to interview for future positions at your company.

Best regards,

If you’re looking for a short and easy-to-follow template, here’s one you can consider.

Template 3:

Subject line : Request for Interview Feedback

Thank you for your response. I would like to appreciate the opportunity to learn about the great work your team is doing and meet you and your team.

While I feel disappointed with the outcome, I am grateful for the interview experience and hope to have new opportunities with your company in the future. If you could spare some time, I would appreciate feedback on my performance during the interview, as it would help me improve.

Thank you again.

Furthermore, you can explore the free templates available on Template.net , to easily download and edit in Google Docs or Microsoft Word.

Respond to Your Job Rejection Email Gracefully

By following the tips and using the provided templates, you can respond to a job rejection email professionally and use it as an opportunity to strengthen your position.

While responding to a job rejection email is important, ensure that you keep networking and consistently look out for new opportunities as a job seeker.

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How to Respond to a Job Rejection Email? Here Are 3 Emails Ready to Copy & Paste

• Klara Cervenanska , 
• Updated March 15, 2024 7 min read

Learning how to respond to a job rejection email is a skill that turns a setback into a strategic step forward.

There you are, after rounds of interviews and building connections, feeling so close to landing the job—only to open your inbox to "We've decided to move forward with another candidate."

Yes, it's tempting to just hit delete on that message and swiftly move on, convincing yourself it's their loss, not yours.

But the smarter move? Taking a deep breath and crafting a response to that job rejection. It's actually a valuable opportunity to:

• showcase your professionalism ;
• get feedback ;
• and to keep the door open for future possibilities.

Let's explore how you can respond to a job rejection in a way that does just that.

Table of Contents

Click on a section to skip

Why respond to a job rejection email?

Key elements of a job rejection email response, how to respond to a job rejection email in 5 steps, job rejection email response (3 examples), moving forward after a job rejection, key takeaways: how to respond to a job rejection email.

Responding to a job rejection email might seem like the last thing you want to do.

However, sending a thoughtful reply can actually turn a moment of rejection into a great career development opportunity.

Here’s why it’s a step you should consider:

• Showcases your professionalism . In many industries, connections are everything. Staying professional even after a rejection can lead people to recommend you elsewhere or reconsider you for future roles.
• Allows you to get feedback . Asking for feedback with, "Could you provide any feedback on my interview or application?" might give you specific insights. This feedback is gold—it tells you what you did well and what to improve on, directly from the source.
• Keeps the door open for future opportunities . A polite response to a rejection keeps a positive relationship with the company. Roles often reopen, and new ones come up. Companies remember great candidates and might reach out to you first for a better-fit opportunity in the future.

When you're drafting a reply to a job rejection email, keeping things professional yet not too formal is key.

Here are the key components each job rejection email response needs to include:

• Subject line. The subject should clearly reflect the situation. Something like "Thank you for the update" or "Thank you for your consideration" will do.
• Expression of gratitude. Kick things off by saying thanks. A simple "Thank you for letting me know" goes a long way. It shows you're cool with their decision and appreciate being in the running.
• Rejection acknowledgment. Briefly acknowledge the rejection. “I’m disappointed, but I understand your decision.”
• Feedback request. Ask for feedback in a way that’s earnest and non-demanding. “I’d be grateful for any feedback you could share to help me improve.” It signals that you’re open to growth and value their input.
• Interest in future opportunities. Express your ongoing interest in the company and future roles. “I remain very interested in joining your team and would love to stay in touch.” This indicates you’re still enthusiastic about the company and open to future opportunities.
• Sign off. End on a positive note. “Thank you again for the opportunity, and I hope we can connect in the future.” And include your contact information!

Next up, we'll break down how to piece these elements together, step-by-step, creating a response that's genuine and to the point.

Creating a balanced response to a job rejection email involves combining professionalism with a touch of personal touch. Here's how to do it, step by step:

Begin by expressing gratitude. It shows respect for the time the hiring team spent with you. Example: "Thank you for letting me know about your decision and for the opportunity to interview with your team."

Directly acknowledge that you’ve received their decision. It's okay to express disappointment, but keep it brief and respectful. Example: "While I'm disappointed I won't be joining your team at this time, I understand your decision."

Asking for feedback shows you're keen to grow. Make sure your request is polite and not demanding. Example: "I would greatly appreciate any feedback you could share from my interviews or application to help me improve."

Demonstrate your ongoing interest in the company and future opportunities. Example: "I remain very interested in your company and would love to be considered for any future roles that match my skills and experience."

End your email on a positive note, leaving the door open for future communication – that includes providing your contact information at the end. Example: "Thank you again for the opportunity and your consideration. I wish you and your team the best and hope we might cross paths in the future."

In this chapter, we dive into crafting the ideal reply to a job rejection email.

You'll find three example responses:

Feel free to copy, paste, and personalize these templates to fit your situation and leave a positive impression on your potential future employer.

Simple job rejection email response example

The first way how to respond to a job rejection email is very simple and to the point – suitable for any situation you find yourself in.

Subject: Thank you for the opportunity

Dear [Interviewer’s Name] ,

Thank you for letting me know about the decision. While I’m disappointed not to be moving forward, I appreciate the chance to interview for [Position Name] .

If possible, I’d welcome any feedback you might have on my interview or application, as I’m always looking to improve.

I remain interested in [Company Name] and hope to find an opportunity to work together in the future.

Thanks again for your time and consideration.

Best regards,

[Your Name] [Email address] [Phone number]

Informal job rejection email response example

This second example is less formal and more laid back. It's very suitable if you were applying for a job in a company which has a very laid back culture or you know the people you were interviewing with.

Subject: Thanks for the update!

Hi [Interviewer’s Name] ,

Thanks for filling me in on your decision.

Bummer it didn’t work out this time, but it was great getting to meet everyone and learn about [Company Name] .

Any chance you could shoot over a bit of feedback? I’m always trying to get a bit better at this whole process.

I’m definitely still keen on the vibe at [Company Name] , so if something else pops up that you think fits, let me know!

Cheers and thanks again,

Formal job rejection email response example

This last job rejection email response is suitable if the company you interviewed with is very formal and you want to reflect this.

Thank you for informing me of your decision regarding the [Position Name] position.

Although I am naturally disappointed by the outcome, I greatly value the opportunity to have engaged with your esteemed team and to have gained insight into the admirable work culture at [Company Name] .

I would be most appreciative if you could provide me with any feedback from my interviews or application materials that might assist me in my continuous professional development.

Please consider me for any future opportunities that may arise within your organization, as I remain deeply interested in contributing to [Company Name] ‘s success.

Thank you once again for your time and consideration. I wish you and your team the very best moving forward and hope that our paths may cross again in a professional capacity.

Warmest regards,

Facing job rejection is tough, but it’s also a universal part of the career journey.

How you move forward can set the stage for future success. Here’s how to bounce back stronger:

• Reflect on the experience. Take some time to process the rejection. Reflect on the interview process and any feedback you received. What did you learn? What can you improve?
• Update your resume and cover letter. Armed with new insights, revisit your resume and cover letter . Make updates based on what you’ve learned. Consider new ways to highlight your skills and experiences that align with what employers in your field are looking for.
• Expand your skill set. Identify any gaps in your skills or knowledge that became apparent during the interview process. Look for courses , workshops, or online resources to help you improve in these areas.
• Network. Continue to build and engage with your professional network. You can even consider connecting with the interviewers from the company that rejected you on LinkedIn .
• Keep applying. Don’t let one rejection stop you. Keep searching for opportunities and applying. Each application and interview is a chance to practice your skills and get closer to the job that’s right for you.

Maybe it's time to update your resume.

Let AI help you with the writing and select a beautiful resume template to go along.

When you get a job rejection email, answering back is a smart move – even though it's probably the last thing you want to do.

It shows you're professional, keeps you on their radar for future jobs, and might even get you some helpful tips on how to improve.

Here's how you write the perfect response to a job rejection email in 5 steps:

• Start by expressing gratitude.
• Acknowledge the rejection .
• Politely request feedback .
• Express interest in future opportunities .
• Sign off professionally  and include your contact information.

But what if the tables are turned and you're the one saying 'no thanks' to a job offer?

Just like responding well to a rejection, turning down an offer the right way keeps things smooth and professional.

• How to Turn Down a Job Offer But Keep The Door Open? (+5 Email Templates)
• How to Politely Decline a Job Offer by Email or Phone (+10 Email Samples)

Klara graduated from the University of St Andrews in Scotland. After having written resumes for many of her fellow students, she began writing full-time for Kickresume. Klara is our go-to person for all things related to student or 'no experience resumes'. At the same time, she has written some of the most popular resume advice articles on this blog. Her pieces were featured in multiple CNBC articles. When she's not writing, you'll probably find her chasing dogs or people-watching while sipping on a cup of coffee.

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How To Respond To A Job Rejection Email (Template + Examples)

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Find a Job You Really Want In

Responding to a job rejection email isn’t easy — it’s disappointing to be turned down for a job you were hoping to get. But after getting a job rejection email, it’s important to send a thank you email or letter in return.

Responding to a job rejection email professionally is courteous and will ultimately serve your interests, even though you may want to ignore and curl up into a ball for a while or get right back into job-hunting.

Key Takeaways:

After receiving a job rejection letter, send a thank-you letter for the hiring manager’s time and consideration.

Ask for feedback in your letter if you are unsure why you didn’t get the job.

Sending a thank you letter helps grow your network circle and helps the hiring manager keep you in mind for future positions.

How to respond to a job rejection email

Rejection follow-up email examples, what to include in a response to a job rejection, why you should respond to a job rejection email, responding to a job rejection email faq, expert opinion.

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A gracious job rejection email response can be more relaxed than your other job application documents, but it still requires attention to a particular structure:

Say thank you. Saying thank you after being rejected for a role you worked hard to get requires your ego to take a back seat. While it’s not going to be your favorite activity, open your message by stating your appreciation that they took the time to consider you for the job. Getting through the application process in itself takes resources that a company wouldn’t supply for an unpromising applicant.

Statement of disappointment. That disappointment you feel at not landing the job actually has a vital purpose in your response. It demonstrates how much you cared about receiving the position and your eagerness for the job.

Express interest in the company, despite the circumstance. Maybe you’ve become completely disillusioned with the possibility of working with this company, and that’s okay. However, if you’d still be open to future opportunities, expressing interest in the company despite the circumstances will let the hiring manager know to keep you in mind.

Request feedback . Many unsuccessful job applicants are left stunned and unsure of why they didn’t get the job . The truth is that it’s a long shot for you to find out precisely why you weren’t chosen for the role. Employers will be vague in their reasoning for why you weren’t hired or won’t explain at all.

When you reach out with a response to a job rejection, it can be an excellent chance to get some clarity. Before deciding to include this section of your reply, do some self-evaluation of your skills, experience, and other reasons, you have not gotten the job.

Rejection Response Email Teacher Example

Subject Line: Avery Cohen – High School Mathematics Teacher Position Dear Mr. Tollson, Thank you for informing me of your decision in such a timely manner. I appreciate the opportunity to interview with you for the mathematics teaching position at Bermont High School. I enjoyed learning more about Bermont school and its educational system. While I admit that I was disappointed to receive your email stating that I’d been rejected from the teaching position, I hope that you’ll keep my resume on file in case a fitting position comes up. I would appreciate any feedback you have on my resume and interview performance, if possible. Thank you again. Best Regards, Avery Cohen [email protected] (472)-247-5581

Rejection Response Email Receptionist Example

Subject Line: Jamie Hansen – Job Rejection Dear. Mr. Moore, I just received your email notifying me that I have been turned down for the open position of office receptionist . I’d like to thank you for letting me know and considering me for the receptionist position with Winston Dental Company. I’m saddened to find out that I wasn’t chosen for this role. However, I understand that you had a competitive applicant pool. With that being said, I hope you’ll keep me in mind for any opportunities that open up. If you have time, I’d love to get some feedback on my application and interview. Thanks again. I wish you and Winston Dental Company the best. Sincerely, Jamie Hansen [email protected] (473)-183-6322

Rejection Response Email Internship Example

Subject Line: Application Rejection For Graphic Design Internship- Eliott Rogers Dear Mrs. Wilson, I appreciate the prompt notice that I have been rejected for the graphic design internship position with Amazing Designs Corporation. I am grateful to have received the opportunity to be considered for an internship with this amazing company. It was a pleasure to meet and speak with you in the interview. While I am disappointed to be rejected as an intern for the Spring of 2021, I think highly of Amazing Design Corporation and hope to be kept in mind for the future. I am open to discussing any possibilities that arise. Additionally, I was hoping you could give me some constructive criticism and feedback about my performance throughout the application process. I’m in my final year of college and still haven’t had much professional experience. Any input you can give would be helpful to my next application experience. Thank you so much. Best Wishes, Eliott Rogers [email protected] (472)-184-1935

Respectfulness. The last thing that you want to do when sending a response to a job rejection is come across as entitled, pissed off, or unprofessional. The resounding tone of your reply should be respectfulness.

Proper email format. Use proper business email format with any type of professional communications you have. Sending a response to a job rejection is a little less tense than the rest of the interview process because nothing hinges on how it’s received, but it still requires proper formatting.

Appreciation. It seems contradictory to be bestowing such high praise and gratitude towards a company that rejected you. However, they’ve extended just as much effort in assessing as you have in trying to get the job. Demonstrate your appreciation for their consideration and time when crafting your response.

Your contact information. You haven’t been offered the position you were vying for, but it’s always possible that the employer you applied with reached out in the future for a different opportunity. Include your contact information in your response to a job rejection. If a hiring manager needs to fill a different role, it will be easy for them to get a hold of you.

When it comes to responding to a job rejection email, you might roll your eyes at the idea of extending any extra effort toward a position you’ve already been rejected for. You’re already in a pit of despair; why should you have to make it any worse by reaching out to say, “Thanks for not choosing me”?

Here are a few reasons why responding to a job rejection letter is the best course of action:

It displays professionalism. Reaching out to a hiring manager to state your appreciation for the opportunity demonstrates your professionalism , even if your fate with this job is sealed. It’s important to maintain this cordial and respectful demeanor, whether or not you get what you want.

It keeps you in mind for future positions. You didn’t land this job, and that means you won’t be working for the company you applied with right now. However, it doesn’t mean you’ll never work for them. When alternative roles open up in the future, the recruiter remembers you as a prospective applicant that went out of their way to thank them for their time.

It grows networking circle. Having a diverse network of professionals in your field that you’ve interacted with is crucial to career growth. Going through the process of application and interview introduces you to individuals in your industry, but reaching out even after being rejected solidifies them as potential contacts.

It keeps you in the running in case the applicant they hired doesn’t work out. Perhaps the most convincing reason for responding to a job rejection email is the possibility that the candidate they’ve chosen doesn’t work out, and you are next on the list to hire.

There are many reasons that a newly hired employee doesn’t work out, whether they didn’t live up to expectations skill-wise or accepted a better position elsewhere.

When this happens, the employer follows up with another promising applicant to fill the role. Their choice will be someone who is stuck in their mind by responding to the rejection email.

Should I respond to a rejection email?

Yes, you should respond to a rejection email with a thank you note or email. Showing your gratitude and appreciation for the chance to apply or interview, even if you got a rejection for the job, shows your strong character and professionalism. You can also request feedback in your note or letter to help you get some clarity, and so you don’t repeat any mistakes in your next interview or application.

How do you handle rejection with dignity?

To handle a job rejection with dignity, it’s important to remember not to take it personally because it is not always about you. Most rejections aren’t based solely on your performance, there are many things that go into it. Most of the time a rejection is because there was another candidate that was a little more experienced and qualified for the position.

The rejection shouldn’t be taken as feedback on your performance. Ask the recruiter or hiring manager for feedback. You may find that you did everything right but ultimately someone else was a better fit for the position.

What should I do after my job rejection?

After you get a rejection from a job, you should ask for detailed feedback so you know what you did right and what you did wrong. Having feedback will give you a chance to review and reflect and allow you to improve for the next time.

Is it still possible to get hired after being rejected from a job?

Yes, it is possible to ger hired after being rejected from a job. If a company rejected you simply because someone else was more qualified for the position, try applying for another position at the company. This is also good to do if the company liked you and they thought you would make a good fit.

The Washington Post – How to Respond to a Job Rejection Email

Hiration – Know Why and How to Respond to Rejection Emails in 2022 With Examples

How To Respond To A Job Rejection Email

Vimari Roman Career Strategist Coach Be Productive Coaching

Rejection doesn’t feel good, and even though receiving a rejection email can feel painful, as a job seeker and professional, you always want to respond and keep your doors opened. If you haven’t sent a personalized thank you note, you may want to handwrite a thank you instead of the formal email. In this digital age, hiring managers rarely get handwritten notes, which is an excellent way to be remembered. The note is similar to what you would write in an email, except it’s imperative that you keep it short and simple: Dear Jane, Thank you for considering me for the sales manager position. Although not chosen, I am grateful for the opportunity and hope you keep me in mind for the future. I welcome any feedback you may have on my interview process and performance. Sincerely, John” Remember to include your full name, email and phone number.

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Maddie Lloyd was a writer for the Zippia Advice blog focused on researching tips for interview, resume, and cover letter preparation. She's currently a graduate student at North Carolina State University's department of English concentrating in Film and Media Studies.

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• How To Respond To A Rejection Letter

4 Exact Examples: How to Respond to a Rejection Email

By Status.net Editorial Team on December 21, 2023 — 11 minutes to read

Rejection emails can be tough to receive, but they’re a normal part of the job application process.

• Recognize that rejection emails aren’t personal. Companies often have a high volume of applicants, and they must narrow down the pool to find the best fit for the role. Just because you weren’t selected doesn’t mean you’re not qualified or valuable.
• When dealing with rejection emails, it’s useful to maintain a positive mindset. Focus on the bigger picture and remember that you’re not the only one who receives these emails. Try to view them as a learning experience. They can be a helpful tool in identifying areas for improvement in your application and interview process.

Here are a few tips to keep in mind after receiving a rejection email:

• Reflect on the experience: Think about what you could have done differently or what you can improve for future opportunities.
• Don’t be hard on yourself: It’s normal to feel disappointment, but don’t let that define you. Pick yourself up and keep going.
• Utilize the feedback: If the email includes any specific feedback, use it to refine your job search strategy and application materials.
• Be gracious: Respond to the rejection email with a polite and professional message, thanking the company for their time and consideration.
• Keep applying: Don’t let one rejection deter you from pursuing your career goals. Stay persistent and keep working towards finding the right opportunity.

Crafting Your Response

Start with a thank you.

When responding to a rejection email, begin by expressing gratitude to the sender. Thank them for their time and for considering you in the selection process. For example:

“Dear [Name], Thank you for taking the time to review my application and for the opportunity to be considered for the [job position/program].”

Express Your Disappointment Politely

It’s okay to express your disappointment, but do so respectfully and professionally. Show that you can handle rejection gracefully. For example:

“I am disappointed to learn that I was not selected for the [job position/program], but I understand that the competition was tough, and you had to make a decision that best suits your organization.”

Seek Constructive Feedback

Ask the sender if they can provide feedback on your application, as this can help you to improve in the future. This demonstrates your willingness to learn and grow. For example:

“I would appreciate any feedback you could provide regarding my application or how I can improve my chances in the future.”

Show Continued Interest

Even though you weren’t chosen this time, make a point to show that you remain interested in the organization or opportunity. For example:

“Although I was not selected, I am still very interested in [the organization/program] and look forward to future opportunities that may arise. Please keep me in mind for any future openings.”

Keep it Brief

Your response should be concise and focused. Do not over-explain or provide unnecessary details. Aim for a few short paragraphs that cover the main points.

Proofread Before Sending

Before hitting “send,” make sure to carefully proofread your response. Check for proper grammar, spelling, and punctuation to maintain a professional image. It’s also a good idea to have a friend or family member review your message for added assurance.

Examples and Templates of Well-Written Replies

Responding to a rejection email professionally and politely can create a positive impression, demonstrating your resilience and commitment to maintaining good relationships. Here are some examples and templates for crafting a well-written reply:

Example 1: Appreciation and Request for Feedback

Subject: Thank you for the opportunity

Dear [Recipient’s Name],

Thank you for taking the time to consider my application for the [position] at [company name]. While I’m disappointed not to be moving forward in the hiring process, I appreciate the opportunity to learn more about your organization.

If possible, I’d like to request feedback on my application and interview performance. Your insights would help me improve and better prepare for future opportunities.

Once again, thank you for considering my application, and I wish you the best in finding the right candidate for the position.

Best regards, [Your Name]

Example 2: Expressing Continued Interest

Subject: [Position] Rejection – Staying Connected

I recently received your email regarding the [position] at [company name] and wanted to express my gratitude for considering my application. Although I’m disappointed not to have been selected, I still believe that your organization aligns with my professional interests and values.

I’m eager to stay connected and informed about future job openings that might be a better fit for my skillset. Could you please add my contact details to your talent pool? I’d also appreciate any further recommendations or networking connections that may arise.

Once again, thank you for your time, and I look forward to staying in touch.

Sincerely, [Your Name]

Example 3: Professionalism and Growth

Subject: Rejection Response and Future Opportunities

I’m writing to acknowledge the receipt of your email informing me that I’ve not been selected for the [position] at [company name]. While the news is disappointing, I respect your decision and appreciate the time and effort you’ve put into reviewing my application and conducting the interview process.

This experience has been valuable for my professional growth, and I hope to apply the lessons learned to future opportunities. I would like to reaffirm my interest in your organization and kindly ask that you keep my information for any relevant openings that may arise in the future.

I hope our paths cross again, and thank you once again for your consideration.

Warm regards, [Your Name]

Subject: Re: Thank you for your time and consideration

Dear [Interviewer’s Name],

Thank you for the update on the [job title] position. While I’m disappointed to hear I wasn’t selected, I understand that your team had to make a difficult decision. I appreciate the opportunity to interview and learn more about your company.

I’d be grateful if you could provide any feedback on my application or interview that may help me improve moving forward. I remain interested in any future openings with your company and will keep an eye on your careers page.

Thank you once again for considering me for the position, and I hope our paths cross again in the future.

Best regards,

[Your Name]

Rejections are a part of life’s learning experiences. Having a well-timed and thoughtful response to a rejection email will keep you in the good graces of the company, lay the foundation for potentially successful future applications, and show your character in adversity.

Timing Your Reply

Replying to a rejection email can be tricky because you don’t want to seem too eager or despondent. The timing of your response plays a significant role in conveying the right message. Let’s explore a few aspects of when to send your reply and how you can ensure it reflects professionalism and positivity.

First, give yourself some time to process the rejection. Take a couple of hours or even a day to process your emotions, especially if disappointment is high. Allowing yourself to feel and understand your emotions will help in crafting a composed and genuine reply. Putting distance between receiving the news and forming your response avoids any negative tone in the message.

Next, you’ll need to decide when to send the email. Aim for replying within 24-48 hours of receiving the rejection notice. Responding promptly displays your keen interest in the position, as well as good communication and time management skills. Sending a reply after a longer time may make your response appear less genuine or interested, so try to find that right balance.

When crafting your message, it is important to keep your emotions in check and adhere to a polite and professional tone. Being gracious and understanding will not only help ease your disappointment, but it will also demonstrate your maturity in handling adversity. Mention how much you’d appreciate any feedback on your application or interview and express your continued interest in the company or potential future opportunities.

Handling Emotions

Managing your emotions after receiving a rejection email plays a vital role in maintaining a professional outlook and taking the necessary steps to move forward. This part focuses on learning to handle your emotions and turning the experience into a stepping stone.

Allow yourself to feel the disappointment. It’s natural to feel let down after a rejection. Give yourself permission to process these feelings but remember not to dwell on them for too long. Make sure to maintain a healthy balance.

• Acknowledge your emotions: Make a mental note of what you’re feeling and recognize that it’s okay to experience a range of emotions after a rejection. Validate your feelings, but also remind yourself not to let them control your actions.
• Vent to someone you trust: Sharing your feelings with a close friend or family member can be incredibly helpful. This trusted person can offer a listening ear, support, and sometimes even valuable advice.
• Take a break: Distract yourself by engaging in an activity that you enjoy, whether it be a hobby, exercise, or a simple relaxation technique such as meditation. This can help you gain a new perspective and recharge your energy.

Once you’ve dealt with your emotions, it’s time to view the rejection as an opportunity for growth. Instead of feeling discouraged, try to find the silver lining.

• Identify areas of improvement: Take a moment to reflect on your rejected application or proposal. What could you have done differently? This self-assessment can help you learn from your mistakes and improve in the future.
• Ask for feedback: Reach out to the person who sent the rejection email and politely request feedback on your application or proposal. Their insights can help you better understand their decision and refine your approach.
• Develop an action plan: Based on the feedback you receive and your self-assessment, create a plan to strengthen your skills, update your portfolio, or tweak your proposals. This will help you increase your chances of success in the future.

Learning to handle your emotions after a rejection and using the experience as an opportunity for growth can positively impact your personal and professional development.

Moving Forward Positively

After processing your emotions, shift your mindset towards moving forward. Keep up your job search, network with industry professionals, and consider attending relevant workshops or seminars.

• Create a job search routine – Set specific times to search for jobs, update your resume, and send out applications.
• Update your job search tools – Review your resume, cover letter, and LinkedIn profile, making improvements where necessary.
• Network – Attend networking events, join online forums, or partake in professional development opportunities.

Don’t hesitate to draw on your support system. Reach out to family, friends, or even a trusted mentor who can offer a listening ear, share their own experiences, and provide insights to help you bounce back.

• Speak with others – Share your feelings with people in your support network who can empathize and help to bolster your confidence.
• Seek guidance – Approach mentors or industry professionals for their advice on how to approach setbacks or improve your skills.
• Encourage accountability – Regular check-ins with a friend, family member, or mentor can provide motivation and encouragement during your job search.

Embrace the opportunity to learn, improve, and grow from rejection, keeping in mind that this experience will contribute to your long-term success.

Frequently Asked Questions

What’s a graceful way to handle a rejection email from a job application.

When faced with a rejection email, try to maintain a positive attitude. Thank the sender for considering your application, and express your gratitude for the opportunity to learn more about the company. You can also mention your continued interest in the company and a willingness to explore future opportunities with them. Always end your response on a positive note and maintain a professional tone.

How can one ask for feedback after receiving a job rejection email?

To ask for feedback, you can start by expressing gratitude for the opportunity to interview with the company. Then, politely request feedback or suggestions on your performance or qualifications. Make it clear that you’re seeking this information to help you improve and develop professionally. Be prepared to accept their feedback graciously and thank them for their time and assistance.

Is it advisable to reply to a rejection email, and why?

Yes, replying to a rejection email is a good idea as it shows professionalism and resilience. Your response demonstrates that you value the opportunity and the time they invested in reviewing your application. It also reinforces your interest in the organization and keeps the lines of communication open for potential future opportunities.

What are the key points to cover in a response to a rejection email?

When responding to a rejection email, cover the following key points:

• Express gratitude for the opportunity and their time.
• Reinforce your interest in the organization and the position.
• Request any feedback to help you improve for future opportunities.
• Discuss your ongoing interest in any openings within the company.
• Maintain a professional, positive tone and closure.

How can you professionally address a rejection email from a prospective client?

Address a rejection email from a prospective client by expressing your appreciation for their consideration of your proposal or services. Reiterate that you understand their decision and respect it. Offer any ongoing assistance or information they may find valuable, and let them know that you’re available for future opportunities. Remember to maintain a professional and upbeat tone in your response.

What should you include in a reply to a professor’s rejection email to maintain a positive relationship?

When replying to a professor’s rejection email, be courteous and respectful. Thank them for considering your application or request and for providing you with their decision. Show appreciation by acknowledging the time and effort they’ve spent reviewing your materials. You can also express your continued interest in their work, research, or course offerings. Conclude by wishing them well and stating your hope to stay connected or engage with them in the future.

• How To Respond to a Job Rejection Email (Templates)
• Email Greetings To Use at Work (Exact Examples)
• Job Interview Request Email Responses (Detailed Examples)
• Job Application Email (Templates, Examples)
• How To Write a Formal Email (Format, Examples)
• Interview Follow-up Email Examples (1-2-3 weeks)

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
• Thank you emails
• LinkedIn Messages

Thank you for the checklist! I realized I was making so many mistakes on my resume that I've now fixed. I'm much more confident in my resume now.

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For companies

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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