job rejection letter reply

How To Respond to a Job Rejection Email (Templates)

By Status.net Editorial Team on November 15, 2023 — 13 minutes to read

We’ve all been there – you open your inbox, and there it is, the dreaded job rejection email. Sure, it stings, but your response can make all the difference in the future. In this article, we’ll walk you through how to reply to that rejection email with grace and professionalism, including templates and examples to help you stand out from the crowd.

The key to crafting the perfect response lies in understanding the employer’s perspective and adjusting your message accordingly. With a little guidance and the right approach, your rejection email response can become a chance to showcase your communication skills and professionalism. So let’s get started and turn that seemingly negative email into a positive outcome for your career.

So, let’s look at a few templates and examples that will help you respond to a job rejection email in a professional and gracious manner:

Subject: Thank you for the opportunity

Dear [Sender’s Name],

Thank you for letting me know about your decision. While I am disappointed that I wasn’t selected for the [position title] position, I appreciate the time and consideration you and your team took during the interview process. I wanted to express my gratitude for the opportunity to learn more about your organization and the role.

I hope you will consider me for any future opportunities with [Company Name]. I would love to contribute to the company’s continued success.

Best regards,

[Your Name]

Subject: Grateful for the experience

Hi [Sender’s Name],

I received your email regarding the [position title] position and wanted to thank you for informing me of your decision. Though it was not the outcome I hoped for, I appreciate the chance to be interviewed and found the experience valuable.

Please keep me in mind for future openings at [Company Name]. I would welcome any opportunity to work with your team and contribute to the company’s growth.

Kind regards,

Subject: Re: [Job Title] – [Your Name]

Dear [Hiring Manager’s Name],

Thank you for considering me for the [Job Title] position. I appreciate the time you and your team took to review my application and interview me. While I am disappointed not to be chosen for the a role, I understand that selecting the right candidate is a challenging process.

I remain interested in [Company Name] and would be grateful if you keep me in mind for any future opportunities that align with my skills and experience. If possible, I would appreciate any feedback you can provide that will help me improve my chances for future job opportunities.

Once again, thank you for your time, and I wish you all the best.

Subject: Thank you for the consideration

I received your email regarding the Marketing Coordinator position, and I understand your decision. I want to express my appreciation for the opportunity to learn more about X Company and the time you spent discussing the role with me.

Please feel free to reach out if any future opportunities arise. I am eager to be part of the X Company team.

Subject: Grateful for the opportunity

Hello Sarah,

Thank you for letting me know the outcome for the Project Manager position. Though I am disappointed, I appreciate the chance to interview and gain insight into your organization. The experience was both educational and informative.

I hope you will think of me for any future openings at ABC Company. I am excited about the possibility of joining your team and playing a role in ABC Company’s future.

Warm regards,

Collecting Thoughts After Rejection

• Take a few moments to process your feelings, and remember that you’re not alone. Many people face rejection in their job search, and it’s a normal part of the process.
• Before you respond to the email, take some time to assess the situation. Consider why you might not have been chosen for the position and how you can improve your chances for future job opportunities. Maybe you can work on enhancing your resume, or perhaps there’s an area where you can gain more experience.
• It’s also helpful to review the job rejection email for any clues about areas where you might have fallen short. If the email mentioned specific reasons for the rejection, consider how you might address those points when applying for future roles.
• After you’ve collected your thoughts and gained valuable insights from the experience, it’s time to craft a response to the job rejection email. Keep your reply professional, concise, and positive. Your response is an opportunity to demonstrate your professionalism and maintain a good relationship with the company. You never know; there might be a future opening that’s a better fit for your skills and experience.

Crafting a Reply

Express gratitude.

Start your response by expressing your appreciation for the opportunity to have been considered for the position. This shows your professionalism and the employer will appreciate your positive attitude. For example:

“Thank you for taking the time to consider my application and for providing me with the outcome. I am grateful for the experience and the opportunity to learn about your organization.”

Use Professional Language

In crafting your reply, it’s crucial to maintain a professional tone throughout. This can help leave a good impression and could potentially create opportunities for future networking or job opportunities. For example:

“While I am disappointed that I wasn’t selected, I understand that you must choose the candidate that best fits your company’s needs. I appreciate the feedback provided and will use it to enhance my job search and professional development.”

It is recommended to avoid any negative or defensive language. This will demonstrate your maturity and professionalism, which could leave a lasting positive impression.

Template Guide for Response

In this section, we’ll provide you with two different templates to respond to a job rejection email. These templates are suited for both beginners and experienced candidates. Feel free to tailor them to your own situation and style.

Thank you for considering me for the [position title] role at [company name]. Although I’m disappointed to learn that I haven’t been selected for the position, I appreciate the time you took to review my application.

I would like to take this opportunity to request feedback on my application, as I’m committed to improving my skills and better preparing myself for future opportunities. Your insights would be very valuable to me.

Once again, I appreciate the opportunity you’ve given me, and I would like to stay in touch for any future roles that might suit my qualifications at [company name]. I wish you success in your search for the perfect candidate.

[Your Full Name]

I am writing to express my gratitude for considering my application for the [position title] at [company name]. While I understand that I have not been selected for this particular role, I want you to know that I appreciate the time you dedicated to evaluating my application.

Given my interest in improving my professional competencies and being better prepared for future opportunities, I would be grateful if you could provide some feedback on my application. Your input can greatly assist me in identifying areas that require attention.

I would also like to remain connected and be informed about any potential job openings at [company name] that align with my skills and experience. I appreciate your assistance and hope to cross paths again in the future.

Examples of Good and Bad Responses

A good response to a job rejection email should show gratitude for the opportunity and leave a positive impression on the employer. Let’s take a look at an example of a strong response:

Example of a Good Response:

Thank you for letting me know about the decision on the [Job Position] role. While I’m disappointed that I wasn’t selected, I appreciate the time you took to consider my application.

I enjoyed learning about [Company Name] and the team, and I remain interested in future opportunities with your organization. If possible, I would appreciate any feedback you could provide on my candidacy to help me further my career development.

Wishing you and the team continued success, and thank you once again for considering me for the [Job Position] role.

Now, let’s contrast this with a poor response, which might seem too defensive or ungrateful:

Example of a Bad Response:

Subject: About your decision

I must say I am quite disappointed with your decision. I genuinely believe I was the perfect candidate for the [Job Position] and do not understand why you rejected me.

Please tell me the exact reasons for not selecting me. Furthermore, I would like you to reconsider me, as I possess the required skills and experience.

Looking forward to hearing from you soon.

The key difference between the good and bad response lies in their tone and focus. The good response is gracious, appreciative, and open to feedback, while the bad response seems demanding, negative, and unprofessional.

When you reply to a job rejection email, remember to maintain professionalism, express gratitude, and stay open to potential feedback. This approach can leave a positive impression and keep the door open for future opportunities.

Common Mistakes

Emotional expressions.

One common mistake when responding to a job rejection email is letting your emotions take over. While it’s natural to feel disappointed, avoid expressing these feelings in your response. Instead, maintain a calm and professional tone. For example, instead of saying “I’m devastated by your decision,” you could write, “Although I’m disappointed, I appreciate the opportunity to have interviewed for the position.”

Aggressive Language

Another pitfall to avoid is using aggressive language or trying to argue the decision. Keep in mind that the hiring process is competitive, and there could be various reasons for the employer’s decision. Instead of questioning their choice or criticizing their assessment, focus on conveying gratitude for the opportunity and expressing interest in future positions. For instance, instead of writing, “I can’t believe you chose someone else,” try, “Thank you for considering my application, and I hope to be considered for any future openings that match my skillset.” This approach demonstrates professionalism and keeps the door open for future opportunities.

Suggestions for Future Correspondence

Building connections.

It’s important to maintain a positive relationship with the company, even after receiving a job rejection email. Responding to the rejection email with a thank-you note shows your professionalism and leaves a good impression. This can also help you to stay on their radar for future opportunities.

For example, you can write: Subject: Thank you for the opportunity

Dear [Interviewer’s Name],

Thank you for taking the time to interview me and letting me know about your decision. I appreciate the opportunity to learn more about [Company Name] and the [Position] role.

While I’m disappointed I wasn’t selected for this position, I remain interested in any future opportunities with your company. Please keep me in mind if you have any future openings that align with my qualifications.

Wishing you and the team all the best,

Networking Opportunities

Another reason to maintain a positive relationship is that the company and its employees could become valuable networking connections. Connecting with them on LinkedIn or other professional platforms can expand your network and expose you to more career opportunities.

When sending a connection request, it’s best to personalize the message. For example: Hi [Person’s Name],

It was a pleasure meeting you during the interview process at [Company Name]. Although I wasn’t selected for the [Position] role, I appreciate the opportunity to learn more about your company and the industry.

I would like to connect with you on LinkedIn to stay updated on your company’s progress and contribute any insights I may have. I hope we can continue to stay in touch.

Best regards, [Your Name]

By taking these steps to build connections and network, you’ll increase the chances of being considered for future opportunities and also gain insights that may help you in your job search.

Frequently Asked Questions

Is it appropriate to reply to job rejection emails.

Yes, it is appropriate and encouraged to reply to job rejection emails. Replying demonstrates professionalism and shows that you value the experience and feedback. It also helps to maintain a positive connection with the employer, which could be useful in the future.

How can I respond to a rejection email and request feedback?

When responding to a rejection email, it’s important to maintain a professional and appreciative tone. Start by thanking the sender for considering you for the position. Then, express your interest in seeking feedback to help improve your future job applications. Here’s a template you can use: Subject: Re: Job Rejection – [Job Title]

Thank you for letting me know about the decision. Although I am disappointed, I appreciate the opportunity to have interviewed for the [Job Title] position.

I am eager to learn from this experience and would like to respectfully ask for feedback. If you could provide any insights into areas where I could improve, I would be grateful.

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

What’s the best way to reply to a rejection email from a professor?

Replying to a rejection email from a professor requires a similar approach as responding to a job rejection. Thank the professor for their time and consideration, and ask for feedback, if appropriate. Here’s an example: Subject: Re: Research Assistant Position

Dear Professor [Last Name],

Thank you for informing me of your decision regarding the research assistant position. I understand the competitive nature of these opportunities and appreciate your consideration.

If possible, I would appreciate any feedback you might have on how I could improve as a candidate for future research opportunities.

Thank you again for your time, and I hope to have an opportunity to work with you in the future.

How should I handle a rejection email from a client?

When receiving a rejection email from a client, it’s essential to maintain professionalism and show gratitude for the opportunity. You can use this template as a guide: Subject: Re: [Project Name] Proposal

Dear [Client’s Name],

Thank you for considering my proposal for the [Project Name]. I appreciate the time you took to evaluate my proposal.

While I am disappointed to hear it’s not the right fit, I understand your decision. Please let me know if there are any opportunities for collaboration in the future.

Wishing you the best with your project.

Can you provide an example of a job rejection email?

Here’s an example of a job rejection email you might receive from an employer: Subject: [Your Name] – [Job Title] Position

Dear [Your Name],

Thank you for taking the time to interview with us for the [Job Title] position. We appreciate your interest in our company.

After careful consideration, we have decided to pursue another candidate who more closely aligns with our requirements for this role. We wish you the best of luck in your job search and hope you find an excellent opportunity soon.

[Hiring Manager’s Name] [Company Name]

What are some tips for writing a polite rejection email to an employer?

If you need to reject a job offer, do so courteously and professionally. Here are some tips for writing a polite rejection email:

• Use a clear subject line that indicates your decision.
• Begin by showing appreciation for the job offer and the interview process.
• State your decision to decline the offer respectfully.
• Offer a brief explanation for your decision, if comfortable.
• Conclude by wishing the company well and expressing hope for future interactions.

Example: Subject: [Your Name] – [Job Title] Offer

Thank you for extending the offer for the [Job Title] position. I sincerely appreciate the opportunity to interviewed with your team and learn more about your company.

After careful consideration, I have decided to decline the offer. This was a challenging decision, but I believe it is the best choice for me at this time.

I wish your team and company continued success, and I hope our paths may cross again in the future.

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