write letter after job rejection

How to Follow Up After Being Rejected: 4 Email Templates That Work

You’ve gone through rounds of interviews and reached the final stages of the hiring process. The cordial interaction with your “potential new boss” has raised your confidence. All that’s left to do is wait for their feedback. 

When you finally receive an email, the first few words shatter your heart: 

“This was a really difficult decision, but we won’t be taking your application further…”

At this time, you might be tempted to send an “ I wasn’t that interested in the job anyway ” email. But just hold your horses, take a breather, and internalize the matter for a while. 

The truth is, you got really close. Whether you’re a college student looking for a part-time online job or a graduate seeking a full-time job. Thus, courteously responding to the email will benefit your career in the long run. 

But how do you get yourself to do it with a broken heart? Here are a few tempting reasons to send a follow up email after a rejection:

• Portrays professionalism
• Grows your network
• Shows you’re still interested in the job offer
• Increases your chances of replacing the hired applicant if they quit or are fired
• Makes a good impression on the hiring manager

The follow-up email doesn’t need to be complex or lengthy—keep it positive, precise, and polite. 

Take a look at these four email template variations that could be a blessing in disguise.

Email Template 1: Show Your Gratitude

Saying “ Thank you ” after a job rejection is not as simple as it seems: your ego will need to take a back seat. 

However, remember you’re not expressing your gratitude to the company for rejecting you. You’re thanking them for the opportunity to learn about them and for giving you feedback, despite not being the outcome you wanted.

The entire interview process costs a company a lot of resources, and they won’t just use them on applicants without potential. Thanking the company is a sign of appreciation and portrays a strong character. 

Additionally, employers are not obliged to send a follow-up email to candidates they’ve decided not to hire. Many don’t do so. So if you’ve received a rejection letter, it’s a sign of courtesy that needs to be acknowledged with a simple thank you. 

Here is a sample thank you email template to use after rejection. 

Hello (Name), Thanks for taking the time to inform me of your decision. I understand you’ve hired another candidate for the job, but I’m very grateful you considered me for this opportunity. I enjoyed interacting with (your interviewers’ names) and learning more about your organization. I appreciate the time they invested and the information they freely shared. Thanks again for the opportunity, and I hope our paths cross again in the future. I wish (company name) all the best moving forward.  Kindest regards, (Your Name)

Email Template 2: Express Your Disappointment

If you were confident about the job, you’d feel disappointed for not securing it. This is the right time to express your disappointment to the company. It tells the hiring manager that you were genuinely interested in the job and eager to get it.

You could also let the employer know you’re sad the outcome was different from what you expected, but you still love the company.

Don’t be angry for not getting the job. Instead, express your disappointment briefly , in a sentence or two, while maintaining a positive tone throughout the email. 

You don’t want to sound like you’re victimizing, but let your objective—you wish you secured the job—stand.

Here’s a sample of a follow-up email expressing disappointment for not getting the job:

Dear (Hiring Manager or HR), I hope this email finds you well.  It was a pleasure meeting with you and interviewing for the (role title) at (company name). Thank you for taking the time to explain the job requirements and for considering my application. While I admit my disappointment in not being selected for the role, I understand your decision and am grateful for this opportunity nonetheless.  Thank you, once again, for your feedback, and I hope our paths cross again in the future. Sincerely, (Your Name)

Email Template 3: Show Interest in Future Opportunities in the Company

Maybe the rejection letter has disappointed you, and your hope for working with the company is now gone. 

However, if you still wish to work for the company, show your interest by explaining to the hiring manager that you’re open to future opportunities. 

Doing so is crucial since it:

• Lets the employer know you’re still available for professional engagement 
• Shows your genuine interest in the company
• Allows the hiring manager to keep you in mind in case of any vacancies aligning with your skills and experience

Related : 2 Online Editing Jobs That Don’t Require Experience

Sometimes, working for a company you’re passionate about takes a little longer than expected.  

Below is a sample of a follow-up email showing interest in future opportunities:

Hello (Interviewer’s Name),  Thank you for letting me know your hiring decision. While I’m disappointed to hear I wasn’t selected for the role, I appreciate the opportunity of interviewing me and meeting some of the company’s team members. I’m still interested in (company) and will keep an eye on any future openings. Should another position that fits my skills and experience come up, please don’t hesitate to contact me. Thank you, once again, for your time and consideration. I wish you and (company name) the best of luck in your future endeavors.  Have a great day, (Your Name )

Expert Tip: If you’re not interested in working for the company anymore, you don’t need to use this template. It’s an excellent idea to send a thank-you email , though because the recruiter may refer you to openings in other companies they’re in contact with.

Email Template 4: Request Feedback

Most unsuccessful job applicants are left wondering why they didn’t make the cut. The truth is that trying to find out exactly why you didn’t qualify for the job is a long shot. Employers often give vague reasoning or explain nothing at all.

But after receiving a rejection letter, requesting feedback will likely lead to a response. 

Keep a respectful tone throughout the email. It shouldn’t sound like you’re demanding or questioning the employer’s decision. 

If you ask politely and clearly, you’ll get useful feedback on why you weren’t the best candidate. 

Sometimes, your rejection has nothing to do with your skills or qualifications, but a factor like timing may have played a role. 

Let’s look at an example below: 

Hi (Hiring Manager or HR’s name),  Thank you for informing me of your hiring decision. It was a pleasure meeting with you and your team members. While I’m disappointed to hear I wasn’t selected for the job, I appreciate the opportunity to interview for the job and learn about the company. I learned a lot during the application process, and it raised my motivation to join the company in the future. If you could spare a moment, I’d really love to hear your feedback regarding my application. It would be valuable as I keep on with my job search. Thank you once more for your time and consideration.  Best Regards, (Your Name )

Boost Your Interview Skills and Get Hired for the Job With These Skillshare Courses

Interviewing can be a nerve-wracking experience. Despite having outstanding qualifications, you’ll not stand out from the pool of interviewees if you lack essential interview skills.

But with proper skills, you’ll form an authentic connection with your employer and lower the chances of getting rejected.

Today, you can learn these skills from the comfort of your home. Skillshare , an online learning platform, contains thousands of creative courses with teachings from field experts. 

With over 260+ courses on interview skills, you’ll be spoilt for choice. Here are some of the best. 

So there you have it. Acing your interview doesn’t have to be a challenge anymore. If you effectively prepare for your interviews, you’ll encounter very few to no rejection letters. 

Enroll at Skillshare today and boost your interview skills. Here’s what Dunkley says about the platform:

  For me, this is life changing. My approach to illustrating has improved immensely for the better. I highly recommend Skillshare. The Dunkley Shop

Share on Facebook:

Katrina McKinnon

I'm Katrina McKinnon, the author behind Small Revolution . With two decades of hands-on experience in online work, running eCommerce stores, web agency and job boards, I'm now on a mission to empower you to work from home and achieve work-life balance. My passion lies in crafting insightful, education content. I have taught thousands of students and employees how to write, do SEO, manage eCommerce stores and work as Virtual Assistants. Join our most popular course: SEO Article Masterclass

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.

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

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

Recommendations: How to respond to an interview invitation email?

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,

Recommendations: Goals you need to achieve during your first 12 months 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 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.

Recommendations: What things to bring on your first day of work?

How many job applications do you send before you are invited for an interview? Join us in the conversation at our Career Forum !

Home Office Setup

Complete Home Office Setup Guide Best Place to set up your Home Office Good Ergonomic Chair Under $200

Up Next… How to introduce yourself on your first day of work?

• 21 Signs You Should Quit Your Job Immediately
• How to Write Resignation Letter by Email [Examples + Template]
• 8 Best Questions to Ask in a Job Interview (Interview Secret)
• Best Freelance Websites For New And Expert Freelancers in 2024 and Beyond (Updated)
• How to Reply When Someone Ask for Meeting (with Examples)

Join  over 11,000+ achievers who are committed to achieving their career goals! 

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

Editor-in-Chief & Career Development Expert

Antony C. is the Editor-in-Chief & Career Development Expert who writes about real-world career advice on remote work, job search, interviews, career success, and hiring the right people for the team. With over +10 years of management and hiring experience. Frequent contributor on Medium, WikiHow and Chron, he is also a published author, serial entrepreneur and founder of HQHIRE.com.

Similar Posts

7 Common Types of Spam Emails and How to Identify

Do you know what are the common types of spam email messages?

Are you getting a lot of spam which is very annoying and want to avoid them?

How to Introduce Yourself Professionally in an Email (with Samples)

Contacting someone first time through email?

Knowing how to properly introduce yourself in an email is an important first step in making a good first impression.

Properly introducing yourself is an important step in building both professional and personal relationships with your coworkers and clients.

Learn these tips on how to professionally introducing yourself via email and build a great working relationship in your workplace!

How to Ask Your Boss to Work From Home (for a Day)

Do you want to ask your boss to work from home?

Maybe you want to work from home one day a week, or at the last minute.

Nonetheless, it is not easy to get approved unless you follow these tips.

Here is how you can ask your boss to let you work from home on short notice or even permanently one day a week!

Let’s take a look!

21 Best Stay At Home Mom Jobs| Get Paid Full-Time Work From Home Now

Are you looking for a stay home job that pays a full-time income?

Do you know what type of job will suit you?

Here is a handpicked list of 21 best work from home jobs for moms who wants to have a balance between life and career.

How to Get a Pay Raise with 2 Sentences and Your Boss Smiling

Do you want a pay raise?

But you don’t know how to ask?

There is a method of asking for that raise which will even make you look good in front of your boss.

The magic comes from just these 2 sentence.

But how is it possible?

Let’s Find Out!

9 Reasons It’s OK to Take a Job with Less Pay to be Happy

Does a high paying job always make you happier?

Should you take a job with less pay?

Pay is not the only reason you should consider when taking up a job.

In fact, sometimes, taking a higher paying job can be a wrong choice.

Here is why!

You must log in to post a comment.

This site uses Akismet to reduce spam. Learn how your comment data is processed .

Login to your account

• Enter Username or Email Address:

Forgot Password? | Sign Up

• Login with Facebook

Reset Password

Already have an account? Login

Enter the username or e-mail you used in your profile. A password reset link will be sent to you by email.

Signup to your Account

• Candidate I want to discover awesome companies.
• Employer I want to attract the best talent.
• First Name *
• Last Name *
• Visible Public Profile Yes No
• Confirm Password *
• Organization Name

By clicking checkbox, you agree to our Terms and Conditions and Privacy Policy

Account Activation

Before you can login, you must activate your account with the code sent to your email address. If you did not receive this email, please check your junk/spam folder. Click here to resend the activation email. If you entered an incorrect email address, you will need to re-register with the correct email address.

• Your Email:
• Activation Code:

How it works

Transform your enterprise with the scalable mindsets, skills, & behavior change that drive performance.

Explore how BetterUp connects to your core business systems.

Build leaders that accelerate team performance and engagement.

Unlock performance potential at scale with AI-powered curated growth journeys.

Build resilience, well-being and agility to drive performance across your entire enterprise.

Transform your business, starting with your sales leaders.

Unlock business impact from the top with executive coaching.

Foster a culture of inclusion and belonging.

Accelerate the performance and potential of your agencies and employees.

See how innovative organizations use BetterUp to build a thriving workforce.

Discover how BetterUp measurably impacts key business outcomes for organizations like yours.

A demo is the first step to transforming your business. Meet with us to develop a plan for attaining your goals.

• For Individuals

Best practices, research, and tools to fuel individual and business growth.

View on-demand BetterUp events and learn about upcoming live discussions.

The latest insights and ideas for building a high-performing workplace.

• BetterUp Briefing

The online magazine that helps you understand tomorrow's workforce trends, today.

Innovative research featured in peer-reviewed journals, press, and more.

We're on a mission to help everyone live with clarity, purpose, and passion.

Join us and create impactful change.

Read the buzz about BetterUp.

Meet the leadership that's passionate about empowering your workforce.

For Business

How to respond well to a job rejection email tips and examples

Understand Yourself Better:

Big 5 Personality Test

Jump to section

Handling job rejection disappointment

Why you should respond to a rejection email, tips for responding to a job rejection email, rejection response email samples, making the most of rejection.

Facing rejection isn't easy — especially when you’ve invested time and effort into something. And job hunting certainly takes time and effort. Looking for a new job is often a long and overwhelming process. It involves professional networking , searching job boards, sending letters of interest to recruiters, and preparing and attending interviews. All this work makes getting a rejection email from a hiring manager extra hard.

But this bad news doesn’t have to be the end. You can respect all your hard work by responding well to the rejection email and keeping this connection open in case future positions open up. 

If you’re at a loss for words regarding what to say when you get rejected from a job, don’t fret. We’ll cover how to respond to a job rejection email in a dignified, respectful manner and offer templates to help you start. 

Job search depression is real , and each rejection can contribute to it. A survey by the Pew Research Center found that nearly 50% of US job seekers feel pessimistic about their future opportunities in the job market .

Our jobs are intimately linked to our identity, and the pressure of finding a new one can lead to several types of stress .

Here are three ways to deal with rejection :

1. It's not always about you

Not taking job rejection personally is easier said than done. It might be difficult to avoid thinking negatively about yourself. This is especially true if you have the qualifications and experience outlined in the job description. 

But the interview process is difficult for employers, too. Hiring managers often have to whittle hundreds of resumes into a handful of prospects.

Many factors go into choosing a final candidate, and not all of them reflect negatively on you. Maybe your salary request fell outside the company's budget, you were overqualified, or the company culture wasn't a fit.

Because so much goes on behind the scenes, there’s no sense in overthinking why you weren’t chosen. It wasn't meant to be — but that doesn't mean you aren't a valuable job seeker.

2. Ask for feedback

Hiring managers are uniquely positioned to provide thoughtful responses for where to improve your skills and communication style or bolster your experience.

After all, it's their job to sort through countless cover letters , resumes, and Linkedin profiles and make critical decisions based on job interview performance.

Here are a few ways to ask for feedback in your job rejection email response: 

“Do you have a couple of minutes to give me feedback on my interview?”

“Are there any skills or experiences that would have made me a better candidate?”

“What areas can I improve for future job opportunities?”

Based on their feedback, edit your resume or look into courses or certifications to become a valuable candidate to potential employers.

If a hiring manager suggests improving a specific skill, qualification, or experience you already possess, respond by letting them know.

But use this to reflect on what you left out of your application, and consider improving your communication skills and resume to ensure future employers understand what you’re capable of first-go.

3. Give yourself constructive criticism

In addition to using the hiring manager’s feedback, think critically about your job application process, noting where you can improve. 

Consider asking yourself the following questions:

Did I research the company beforehand and use language that aligned with the company culture?

Did I tailor my resume to the job description?

What are my greatest strengths? Am I highlighting them enough?

What are my most significant weaknesses ? Am I highlighting them too much?

What questions did I feel unprepared for during the interview?

Was my salary negotiation in line with industry standards?

Are there skills in the job description I could acquire or improve?

Is the job a suitable role for my qualifications and experience?

After receiving disappointing news about a potential job, you might not be in the mood to give yourself criticism. But looking at your value as a possible candidate honestly, accurately, and with kindness will help you succeed in the future.

While you may not feel like it at the moment, you should respond to a rejection email after an interview.

A rejection email doesn't mean you’re a terrible candidate. You may have left a good impression on the hiring manager, but another candidate had more experience with a specific skill. 

Sending a positive, thoughtful response to your rejection continues that good first impression and keeps doors open for you. It shows you’re capable of remaining professional while overcoming discomfort and disappointment.

If future positions open up or their current hire doesn’t work out, chances are greater that this hiring manager will think of you. 

There may also be other relevant positions open. Keeping the relationship positive and remaining in contact may incentivize a recruiter to offer you a chance to interview for a different job. 

A job rejection email response should follow the same etiquette as any other professional email: short, sweet, and to the point.

Always include the following in your rejection responses: 

1. Say thank you

It takes a lot of work to plan interviews. Your hiring manager read through your resume, maybe examined work samples or a portfolio, likely thought of questions to get to know you, and worked to make you feel comfortable during the process. Return the courtesy and show your gratitude . This is an excellent opportunity to compliment them and finish the process on a high note. Here are a few examples:

"I really appreciate you working around my schedule for the interviews."

"I appreciate the thoughtful answers you gave me about the company."

"I enjoyed meeting you and hope we can work together someday."

2. Show your interest in the company

Remind them why you’re interested in the company and that you’d like to be considered for future roles. Reiterating your interest shows you’ve done your research and know what you want — this is what recruiters want from their employees.

You’ll increase the chances they’ll contact you about future roles if they know you really want to work there.

3. Ask for feedback

Criticism can be challenging to hear, especially after a job rejection, but you can only fix a problem if you know it exists. Ask for honest feedback about your interview performance and the skills and experiences you’d need to become the right candidate.

4. Leave contact information

The goal of your response is to keep this connection going to increase the chances you’ll hear about future opportunities. Make sure to leave several contact methods in your email signature, such as a phone number, LinkedIn profile , and Calendly link. 

Hiring managers are busy, so keep your message short and sweet. We recommend the following structure: 

A professional salutation

A sentence thanking them for the opportunity to interview

A few sentences letting them know you'd like to be considered for future positions

A few sentences demonstrating your disappointment and asking for feedback

A formal closing

Here are a few email samples:

Dear [hiring manager name],

I hope this email finds you well.

Thank you for the opportunity to get to know [company name] and for taking the time to interview me. I appreciate you working around my schedule to fit in an interview.

I really identified with the company culture and am disappointed not to be joining the [sector title] team. I’d love to be considered for other job opportunities down the line. 

If you have the time, I’d appreciate your insights regarding what would have made me a more ideal candidate. Could you provide me with some interview feedback? 

Again, I appreciate your time. Please feel free to contact me at this email or at [insert phone number]. 

Best regards,

[Full name]

I hope you had a great weekend. Thank you for giving me the opportunity to interview for [job title]. Everyone made me feel really comfortable throughout the process.

While I was disappointed not to get the job, I understand everyone can’t be a perfect fit. If your organization has any roles open that might be a better match for my skills, I’d love to be considered. 

If you have the time, please provide feedback on my interview as I’m always looking to improve my professional skills. Feel free to respond to this email or connect with me on LinkedIn [insert profile link].

It can be uncomfortable to have to learn how to respond to a job rejection. Deleting the email and moving on would be better for our ego. But, while it’s perfectly normal to feel disappointment, if you’ve come this far in the job-seeking process with a company, you’ll feel better if you finish on a positive note.

A positive rejection response leaves a lasting impression. Even if it doesn't lead to another job opportunity with that same company, asking for feedback is an excellent way to improve your skills and get a job elsewhere.

Elizabeth Perry

Content Marketing Manager, ACC

7 Tips on how to deal with rejection

When ‘no’ feels like too much: how rejection sensitivity gets in the way, how to decline a job interview: what to do when in demand, why are you interested in this position how to answer with examples, learn how to reject an internship offer like a pro, answer “how do you define success” like a pro, 12 resume objective examples and tips for writing one, how to answer “what motivates you” in a job interview, learn how to get a job with no experience, similar articles, succeed at work by learning how to manage up: 8 tips for doing it well, what are professional references and how to ask for one (examples), how to follow up on a job application the right way, how to write a linkedin summary that impresses recruiters, write a salary negotiation email to earn what you deserve, saying yes: how to write an offer acceptance email, how to politely decline a job offer (with examples), stay connected with betterup, get our newsletter, event invites, plus product insights and research..

3100 E 5th Street, Suite 350 Austin, TX 78702

• Platform Overview
• Integrations
• BetterUp Lead
• BetterUp Manage™
• BetterUp Care™
• Sales Performance
• Diversity & Inclusion
• Case Studies
• Why BetterUp?
• News and Press
• Leadership Team
• Become a BetterUp Coach
• BetterUp Labs
• Leadership Training
• Business Coaching
• Contact Support
• Contact Sales
• Privacy Policy
• Acceptable Use Policy
• Trust & Security
• Cookie Preferences

• Search Search Please fill out this field.
• Career Planning
• Succeeding at Work

Rejection Letter Examples For After an Interview

Alison Doyle is one of the nation’s foremost career experts.

When Employers Notify Applicants

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

Julie Bang / The Balance 

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

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

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

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

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

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

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

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

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

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

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

Examples of Rejection Letters

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

Rejection Letter After a Job Interview Example

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

February 15, 2022

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

Dear Mr. Deloatch,

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

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

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

Again, thank you for your time.

Signature (hard copy letter)

Carolyn Zho

Rejection Letter After a Job Interview Email Example

Subject:  Marketing Associate Position

Dear Ms. Hagardon,

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

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

Again, thank you for meeting with me.

Best regards,

Samantha Hancock

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

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

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

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

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

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

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

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

By clicking “Accept All Cookies”, you agree to the storing of cookies on your device to enhance site navigation, analyze site usage, and assist in our marketing efforts.

How to write a job rejection email (templates included)

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

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

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

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

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

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

1. Post-application job rejection email template

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

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

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

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

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

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

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

2. Post-screening job rejection email template

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

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

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

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

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

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

3. Post-interview job rejection email template

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

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

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

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

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

Notice that this email offers specific feedback to the candidate.

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

Besides, this also helps them with their future interviews.

3 principles to write polite rejection letters

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

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

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

Why you should send unsuccessful candidates rejection emails

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

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

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

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

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

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

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

Tips for sending better rejections emails

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

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

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

Examples of great emails to unsuccessful candidates

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

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

Rejection email to a candidate who was a good fit

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

Rejection email to a candidate who was not a good fit

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

Key takeaways from these examples

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

Useful tip:

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

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

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

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

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

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

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

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

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

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

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

The value of better recruitment

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

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

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

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

‍ Learn more about how Recruitee can help your team today.

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

Get the MidWeekRead

Get the exclusive tips, resources and updates to help you hire better!

Hire better, faster, together!

Bring your hiring teams together, boost your sourcing, automate your hiring, and evaluate candidates effectively.

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

Published: April 28, 2022

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

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

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

How to Write a Rejection Letter

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

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

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

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

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

A rejection letter can be broken down into three sections:

Paragraph One

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

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

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

Paragraph Two (Optional)

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

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

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

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

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

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

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

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

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

Paragraph Three

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

Standard Rejection Letter

Dear [Name],

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

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

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

Feedback Rejection Letter

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

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

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

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

Redirection Rejection Letter

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

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

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

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

Short Rejection Letter

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

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

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

Don't forget to share this post!

Related articles.

Creating a Fulfilling Workplace: 5 Guaranteed Ways to Boost Job Satisfaction on Your Team

30+ Positive Feedback Examples Your Employees Need to Hear

56 Core Company Values That Will Shape Your Culture & Inspire Your Employees

The Ultimate Guide to Talent Management [Strategy + Best Practices]

11 Talent Acquisition Strategies to Find the Best Employees

What is Employee Engagement? [+11 Data-Backed Benefits and Strategies]

Writing a Job Description That Attracts Ideal Candidates [8 Tips]

The Ultimate Guide to Human Resources

30 Popular Job Boards That Will Help You Hire The Most Qualified Candidates

The Meaning of Employee Relations

Everything you need to find, recruit, hire, and train marketing all-stars.

• Career Advice
• 7 Rejection Letter Samples to...

7 Rejection Letter Samples to Send to Unsuccessful Applicants

10 min read · Updated on September 14, 2023

Simplify the rejection notification process with these sample rejection letters

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

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

Why send out a job rejection letter?

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

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

Why use template rejection letters?

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

How to write your own employer rejection letters

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

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

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

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

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

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

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

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

Seven rejection letter samples

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

1.     Generic rejection letter template

Dear Mr / Ms [Applicant's name],

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

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

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

[Your name and company name]

2.     Application rejection letter template

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

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

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

Warmest regards,

3.     Screening stage rejection letter template

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

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

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

Best regards,

4.     Early-stage interview rejection letter template

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

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

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

5.     Final stage interview rejection letter template

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

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

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

With our best regards,

6.     Post-phone call rejection letter template

Dear Mr /Ms [Applicant's name],

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

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

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

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

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

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

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

Simplify your efforts to follow-up with rejected candidates

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

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

Recommended reading:

Make the Perfect First Impression With Your Resume

How to Describe Yourself in an Interview

Top 15 Professional Goals and How to Achieve Them

Related Articles:

Don't “Snowplow” Your Kids' Job Search — Set Them Up for Success Instead

What Kind of Job Candidate Are You?

Why December is the Best Time of Year to Look for a Job

See how your resume stacks up.

Share this article:

Let's stay in touch.

Subscribe today to get job tips and career advice that will come in handy.

Thanks! Career advice is on its way.

Your information is secure. Please read our privacy policy for more information.

Sample Job Rejection Letters

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

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

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

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

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

Job applicant rejection letter tips

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

The structure of the job applicant rejection letter

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

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

Job candidate rejection letter samples and templates

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

Dear < Applicant’s first name >,

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

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

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

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

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

< Sender’s name >

Job Rejection Letter Sample 2

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

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

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

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

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

We wish you all the best with your future ventures.

Job Rejection Letter Sample 3

After a phone interview.

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

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

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

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

Job Rejection Letter Sample 4

After a face-to-face interview.

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

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

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

Once again, thank you very much for your time.

Job Rejection Letter Sample 5

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

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

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

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

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

Job Rejection Letter Sample 6

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

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

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

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

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

Job Rejection Letter Sample 7

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

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

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

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

Job Rejection Letter Sample 8

After assessment test.

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

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

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

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

Conclusion: Job applicant rejection letter sample

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

Want templates for job descriptions to attract the best candidates?

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

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

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

Related Content

Can you automate interview scheduling, hiring in the grocery industry: a closer look, preparing for hospitality growth.

Digitalise your HR with our €5 million accelerator programme – find out how

Free Download

Sample job rejection emails you can use.

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

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

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

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

What Is A Job Rejection Letter Email?

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

Do You Need To Send A Job Rejection Letter Email?

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

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

Download our eBook on employer branding right here.

When Do You Send A Job Rejection Letter Email?

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

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

Should You Include A Reason In A Job Rejection Email?

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

Screening, Evaluating, Hiring: All In One Place

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

Automatic Receipt Confirmation Template

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

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

Email message: Dear {{first_name }} ,

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

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

{{recruiter_name}}

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

How Quickly Should You Send A Rejection Email?

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

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

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

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

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

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

Job Rejection Letter Email: The Essential Components

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

Schedule Your Job Rejection Emails Automatically

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

Rejection Letter Email Template: For Junior Roles/Trainees

Subject Line: We are very sorry…

Email Message :

Dear {{first_name}},

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

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

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

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

Best wishes,

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

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

Subject Line: Your application to join our team

Hi {{first_name}},

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

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

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

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

{{first _name}}

Rejection Letter Email Template: For Any Applicant

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

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

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

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

Best regards,

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

Rejection Letter Email Best Practice: Appreciation Pays!

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

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

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

Send Automated Rejection Emails

Get Exclusive Insights, Invites and More With Our Weekly HR Newsletter

Getting started, legal links, not a customer yet contact sales., careers at personio.

© 2023 Personio SE & Co. KG

Credentials