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7 Rejection Letter Samples to Send to Unsuccessful Applicants

10 min read · Updated on December 08, 2023

Simplify the rejection notification process with these sample rejection letters

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

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

Why send out a job rejection letter?

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

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

Why use template rejection letters?

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

How to write your own employer rejection letters

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

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

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

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

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

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

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

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

Seven rejection letter samples

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

1.     Generic rejection letter template

Dear Mr / Ms [Applicant's name],

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

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

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

[Your name and company name]

2.     Application rejection letter template

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

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

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

Warmest regards,

3.     Screening stage rejection letter template

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

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

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

Best regards,

4.     Early-stage interview rejection letter template

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

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

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

5.     Final stage interview rejection letter template

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

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

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

With our best regards,

6.     Post-phone call rejection letter template

Dear Mr /Ms [Applicant's name],

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

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

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

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

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

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

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

Simplify your efforts to follow-up with rejected candidates

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

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

Recommended reading:

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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 .

Deliver a better candidate journey.

You want to hire fast, but you also want your candidates to have a smooth journey to their first day of work. Learn how to enhance the applicant experience to build a successful frontline workforce.

About the Author

Josh harrisking, related content, how to build a direct sourcing strategy for frontline hiring, top 3 challenges of quick-service restaurant hiring (plus 3 solutions), yardstik and fountain commit to deliver better tools to hourly workers.

5 candidate rejection email templates for various situations

Hiring means you get to add someone awesome to your team but it also means you have the unenviable task of telling everyone else who applied they are not getting the job. When you send a rejection letter, you want to provide clarity while also expressing empathy and encouragement.

Below 👇 we have 5 candidate rejection email templates that help you do just that. These templates will help you to share the reasoning behind your decision while giving candidates the encouragement and/or feedback they need to move forward and find the role that's right for them!

How to write a professional, clear and compassionate job rejection email

According to Homerun 's People Ops Manager Sanne Leunissen, when sending a candidate rejection email, it's important to "get straight to the point (without being too harsh) so people know where they’re at. Start with the news and then give a short explanation of the ‘why’ – being direct, emphatic and keeping it relatively short." Here are some more best practices to go along with her advice:

🎯 Always express gratitude for the candidate's interest in the position and for taking the time to apply. It's thoughtful to acknowledge their efforts and highlight any positive aspects you noticed during the application or interview process .

🎯   Do what you can to personalize the rejection letter . If it's an immediate rejection of an application or you have a massive amount of candidates, it may be as simple as addressing everyone by name. If you have a smaller candidate pool and/or certain candidates have gotten farther along in the interview process, find ways to acknowledge individuals (and if possible, share constructive feedback ) so that they feel valued and empowered.

🎯  Keep the message clear and concise . You don't want to go into excessive detail about why you're not hiring the candidate, which may end up overwhelming or confusing them. Just stick to the key points that help explain the decision – for example, the objective criteria that you used for the evaluation process like qualifications, experience, job requirements or value alignment.

🎯  Speak with empathy and encouragement . Not being selected for a job can be disheartening. Be sure to acknowledge the candidate's possible disappointment or any emotional investment they may have had during the hiring process. Encourage them to continue seeking opportunities that align with their strengths and goals, and if you see a possible future for them at your company, express that and invite them to apply again. You might also connect them to someone in your network who is hiring for a similar role.

🎯  Keep your inbox open. Let candidates know you're available to answer questions and that you welcome feedback on the hiring process. It's always good to know what you're doing right and where the process could be improved!

A final note from Sanne

“For a candidate that is further in the process and for example already has had one or more interviews, I find it a good courtesy to give them a call and explain why you’re not moving forward in that way. You can then follow up with an email confirming what you have said over the phone.” (See template #5 for an example of this!)

Candidate rejection email template #1: Not moving forward with an interview

Subject line: Your Application for [Position] at [Company] Dear [Candidate's First Name], Thank you for your interest in the [Position] role at [Company]. We appreciate the time and effort you invested in applying for this position. After careful consideration, we have decided not to move forward with your application at this time. We received a significant number of applications from qualified candidates like yourself, making this selection process extremely difficult. [Option 1: If you have a large candidate pool] Due to the high volume of applications, we are not able to provide individual feedback to candidates. However, we do hope you'll stay connected with us and keep an eye on our future career opportunities. If a suitable position opens up again, we would be happy to hear from you and consider your application. [Option 2: If you have a small candidate pool] We appreciate the strengths you demonstrated in [specific aspect related to their application or qualifications] and if a suitable position opens up in the future, we would be happy to hear from you and consider your application again. If you have any feedback for us about our application process, we welcome your input as it helps us learn and improve! We sincerely appreciate your interest in [Company] and wish you all the best in your job search. Best regards, [Your Name and Job Title] ‍

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

Candidate rejection email template #2: After an early-stage interview

Subject line: Update on Your Application for [Position] at [Company] Dear [Candidate's First Name], Thank you for your patience as we've conducted interviews for the [Position] role at [Company]. With so many amazing candidates like yourself, it's been hard to reach a decision! After careful consideration, we have decided not to move forward with your application at this time. While we were impressed with your qualifications and your interview, we are moving forward with candidates whose skills and experience align more closely with the needs of this position. Please know that our decision was not a reflection of your abilities or potential. We believe you have valuable skills and qualifications such as [name specific strengths, accomplishments or contributions] that will undoubtedly contribute to your success in future endeavors. We encourage you to continue pursuing opportunities that align with your goals and if a suitable position at [Company Name] opens up again, we would be happy to hear from you and consider your application! We sincerely value the time and effort you dedicated to the application and interview. If you have any feedback on our hiring process, we welcome your input as it helps us learn and grow. Also, if you have any questions, please don't hesitate to reach out. Best regards, [Your Name and Job Title] ‍

Candidate email rejection template #3: After an interview, including specific feedback

Subject line: Update on Your Application for [Position] at [Company] Dear [Candidate's First Name], Thank you for your interest in the [Position] role at [Company]. We appreciate the time and effort you’ve invested in the application and interview process. Our team was particularly impressed with your [skills], [specific positive aspect] and [specific positive aspect]. However, this role will require a future team member with a deep understanding of [add area of expertise]. For these reasons, we have decided to move forward with another candidate whose qualifications are better suited to this particular role. We hope you don't mind us providing constructive feedback to support your professional growth. To further develop your skill set in [area of expertise], we recommend [taking a course/obtaining a certificate/gaining specific experience]. Strengthening your expertise in this area will boost your qualifications and increase your chances of success in future applications for similar roles. If you have any questions for us or would like to share any feedback on the hiring process, we would be glad to hear from you. Your insights are valuable as we continually strive to improve our processes and provide a better experience for candidates. We genuinely appreciate your interest in [Company] and all the effort you put into the hiring process, and we wish you continued success in your career journey. Best regards, [Your Name and Job Title] ‍

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

Candidate rejection email template #4: After the final interview round

Subject line: Decision Regarding Your Application for [Position] at [Company] Dear [Candidate's First Name], Thank you for your patience in this hiring process and for all the time and energy you've dedicated to it. We've thoroughly enjoyed getting to know you during our interviews, and we've been impressed by your qualifications and your performance throughout. While your skills and experience are top-notch, we have ultimately chosen another candidate whose background and qualifications more closely align with the specific needs of this role. We understand this news may be disappointing, and we fully recognize the effort and emotional investment you put into the application and interview process. Please know that this decision does not diminish our recognition of your abilities and potential. Your [specific strengths, accomplishments, or contributions] were highly valued and we're confident your talent and dedication will lead you to success in your future endeavors. If it's alright with you, we would like to stay in touch with you for future opportunities that might be a good fit. If you're interested in remaining in our talent pool, please let us know. If you have any questions for us or feedback on the hiring process, we welcome your input as we continually strive to improve our processes and provide a better experience for candidates. Thank you again for your dedication throughout the hiring process. We hope this experience has provided takeaways that will be helpful in future hiring situations and we wish you the very best in your job search. Warmly, [Your Name and Job Title] ‍

Candidate email rejection template # 5: After the candidate has received a rejection by phone

Subject line: Following up on our phone call about the [Position] role at [Company] Dear [Candidate's First Name], I hope this email finds you well. I wanted to reach out and personally thank you for your time and effort throughout the hiring process for the [Position] role at [Company]. It was a pleasure speaking with you and getting to know you throughout the hiring process. I just wanted to take a moment to confirm what we discussed during our last phone call. First and foremost, I want to express our sincere appreciation for your interest in [Company] and the impressive qualifications you brought to the table. Your [specific strengths, skills, or accomplishments] were highly valued and recognized by our team. However, we’ve chosen a candidate whose qualifications more closely align with the specific needs of the position. I want to personally encourage you to keep an eye on our career opportunities in the future. Should a suitable role open up, we would be delighted to have you reapply and reconsider your application. In our conversation, we touched upon [specific topics or feedback discussed during the call, such as strengths, areas for growth, or future possibilities]. We appreciate your openness to the feedback provided and your positive attitude throughout the process. Speaking of feedback, we would greatly appreciate yours in regard to the hiring process and your overall experience with us. Your insights are valuable as we continuously strive to improve and provide a better experience for candidates. If you have any thoughts or suggestions, please feel free to share them with us. Once again, I want to thank you for your time, energy and interest in [Company]. We wish you every success in your job search and future endeavors. If you have any questions or require any further information, please don't hesitate to reach out. All the best, [Your Name and Job Title] ‍

Add these templates into Homerun's hiring software and create a positive candidate experience.

Final tips on rejection emails

Although a rejection email could seem like a sure way to burn bridges with candidates, it's actually an opportunity to build them. When you present the information in a clear, tactful and encouraging way, you can help candidates move forward with valuable information and stay motivated in their job search . They may also end up reapplying one day!

Treating candidates with empathy and respect will not only soften the blow – it can also turn some of them into advocates for your company. Communicate with compassion 🫶 and in a timely manner ⏰ and you'll be remembered as an organization that cares throughout the recruitment process.

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Rejection Letter Samples for Unsuccessful Applicants

Sending a Rejection Letter Makes a Good Impression on Applicants

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• Rejection Letter Sample #1 for Applications

Applicant Sample Rejection Letter #2

• More Related to the Rejection Sample

Susan Heathfield is an HR and management consultant with an MS degree. She has decades of experience writing about human resources.

Many employers skip sending a rejection letter to unsuccessful job applicants who they haven't invited to come in for an interview. Employers rationalize that they have never had any contact with the applicant so no response to the application is necessary. You could not be more wrong. As long as an applicant hears nothing, he or she feels as if their application is still under consideration, or worse, lost in the ether.

This is unkind and unfeeling and your applicants deserve better. At least, consider sending a customized form letter that lets the applicant know that you received the application. The second goal of a rejection letter is to let the candidate know they will not be invited to your organization for an interview. This is kind and professional.

Sending a letter is a courtesy and can emphasize your position as an employer of choice . Your reputation, built one candidate at a time, is critical to your ongoing ability to attract the best and most skilled talent to your firm. Don't make a lasting bad impression when your opportunity to shine is so easy.

Your rejection letter should be straight-forward and officially notify an applicant of their status. The following samples should serve as your guide when you write your own applicant rejection letters.

Rejection Letter Sample #1 for Unsuccessful Applications

This is a rejection letter example for unsuccessful applications. Download the rejection letter template (compatible with Google Docs and Word Online) or see below for more examples. It is a template that you can use in the future when you need to reject job applicants.

Rejection Letter Sample for Unsuccessful Applications (Text Version)

September 1, 2018

Thomas Rodriguez 123 Main Street Anytown, CA 1234

Dear Thomas,

We appreciate that you took the time to apply for the position of (name of position) with our company. We received applications from many people. After reviewing your submitted application materials, we have decided that we will not offer you an interview.

We appreciate that you are interested in our company. Please do apply again in the future should you see a job posting for which you qualify. Again, thank you for applying. We wish you all the best.

Bill Lee (Human Resources Staff Signature)

Bill Lee (Human Resources Staff Name)

This second sample applicant rejection letter is not so much a template as you saw in the first sample. Rather it is a fully written sample that reinforces the appropriate contents for an applicant rejection letter. Download the sample rejection letter (compatible with Google Docs and Word Online).

Sample Rejection Letter #2

Ellen Johnson

8888 Munger Ln.

Santa Fe, NM 87501

Dear Ms. Johnson,

The Norton Company wanted to let you know that we received your application for our position as Director of Marketing. Thank you for taking the time to send your resume and cover letter as we know how time-consuming this effort is.

After reviewing all of our applications, you were not selected to come in for an interview. Please don't take this as notice that we are not interested in your qualifications. We reacted favorably to your application materials and encourage you to apply for another role within our company when an appropriate role becomes available.

We wish you all of the best in your current job search and trust that you will find a position that will suit your needs.

Avram Prudhomme

Manager of Human Resources

Email Address

Smartphone Number

More Related to the Rejection Letter Samples

Remember that the rejection letter is your last opportunity to build a relationship with the applicant. A rejection letter following this format should cause the applicant to think favorably of your company.

Hopefully, the second applicant rejection letter sample will reinforce the positive approach that is essential in an application rejection letter.

Your reputation as an employer is affected by this applicant's opinion and the opinions of the people who hear this applicant's opinion.

Don't ever believe that sending a rejection letter is unimportant for your reputation as a potential employer for desirable employees.

Please note that the information provided, while authoritative, is not guaranteed for accuracy and legality. The site is read by a world-wide audience and ​ employment laws  and regulations vary from state to state and country to country. Please seek legal assistance , or assistance from State, Federal, or International governmental resources, to make certain your legal interpretation and decisions are correct for your location. This information is for guidance, ideas, and assistance.

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Job rejection letter sample for unsuccessful candidates

A job rejection letter informs interviewed but unsuccessful job candidates of your decision. You may wish to customize this rejection letter sample template to fit your startup’s needs.

Choosing to hire is a significant business decision for any organization, and job interviews need to planned and conducted with care. A difficult element of this recruiting process is informing unsuccessful candidates.

Template: Job rejection letter

Use the following job rejection letter sample template to help you inform unsuccessful candidates of your decision. This communication must be sent out in a timely fashion after the interview as a late communication also impacts the candidate experience.

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Mar 23, 2021

How to write the perfect candidate rejection email

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

Lawrie Jones

Table of contents

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

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

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

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

What is a rejection email?

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

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

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

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

Why do I need to know about job rejection emails?

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

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

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

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

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

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

A well-written rejection letter can achieve three things: ‍

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

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

What makes an excellent candidate rejection email?

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

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

Let's look at these in more detail.

1. Thank the applicant

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

2. Give the bad news

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

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

3. Explain the reasons

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

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

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

4. End positively

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

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

How to reject a candidate via email

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

1. Use the person's name

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

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

2. Thank them for applying

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

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

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

For example: ‍

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

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

4. Be personal

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

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

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

6. Encourage them to apply again

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

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

7. End professionally

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

8. Proofread all emails

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

How long should my rejection letter be?

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

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

Subject line for the rejection email

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

Rejection email template

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

Example 1: Basic candidate rejection email

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

Example 2: Formal rejection letter

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

Example 3: Detailed rejection email

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

Example 4: Personal job rejection email

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

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

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Sample Rejection Letters for Unsuccessful Applicants

• January 16, 2018

Writing a rejection letter can be confusing sometimes since it’s a failure notification to a wide group of job applicants. Among which you truly know that some would not receive such notification if you were to increase the number of your intakes. It’s a notification that must be circulated to every unsuccessful applicant.

Rejection letters are important to notify the applicants that they have been screened out, appreciate their efforts, and motivate them while also encouraging them to apply again when there’s another job opening. Sending rejection letters to unsuccessful applicants will also show high professionalism, protect your company from discrimination and also provide the feedback for the candidate’s improvement.

Three steps are paramount when writing a rejection letter; make it brief, considerate, and straight. It is important to understand that the applicant will be disappointed, no matter how you paint your words. However, a well-composed rejection letter can reduce the heartbreak while also encouraging the applicant to keep up with his or her job search.

The following tips will guide you to prepare a standard and well-written rejection letter.

• Use your company’s letter heading
• Plan to make the letter brief
• Address the candidate with his or her name in the salutation
• Thank the candidate
• Directly state your decision
• Include supportive words
• End with a greeting and a signature

Sample Rejection letter II

This sample is for candidates that did not make it to your company’s interview list

Mark J Pospisil 2429 Emerald Dreams Drive Woodbine, KS 67492

Dear Mr. Pospisil,

Thank you for your interest in the Operation Manager position at Karen & Brooks Limited.

Unfortunately, your experience and qualification did not qualify you to participate in our interview. We are proceeding with other candidates whose qualifications closely fit our needs at this time.

Karen & Brooks Limited appreciate the time you spent on the application and wish you the best of luck in the next phase of your career. We also welcome your continued interest in our company.

Sincerely, John Doe Head of Human Resources Karen & Brooks Limited

This sample is for candidates that were not selected after your company’s interview.

Kate L Stamper 3319 Round Table Drive Dayton, OH 45402

Dear Ms Stamper,

Thank you so much for taking the time to visit Karen & Brooks Limited to interview for our open operation manager position. Your experience and credentials impressed our interview team.

Sequel to your appealing quality and the strengths we felt you would offer us in the open position, it was difficult for us to drop you for another candidate for this job position.

Though we have chosen another candidate for this position, we encourage you to consider applying for open jobs that match your experience and credentials with Karen & Brooks Limited in the future.

Your next employer will surely appreciate your skills and capabilities should you decide to continue your job search. Karen & Brooks Limited wishes you well in the next phase of your career.

Thank you once again for your interest in our company.

Sincerely, Jane Doe HR Director For the Interview Team Karen & Brooks Limited

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Job Rejection Letters to Unsuccessful Applicants( 10 Samples)

Table of Contents

One LinkedIn hiring post and an overflow of multiple candidates spamming the company email with CVs; is a typical scenario for most companies. While these candidates might have impressive CVs, not everyone can be hired, which is when a well-drafted, well-reasoned rejection letter comes into play.

What is a rejection letter?

A rejection letter is a professional yet cordial way to address job candidates if they are not selected for a job in response to their application. Rejection letters should be concise, clear, honest, and positive. They must be short and personalized in the context of each candidate. Sending rejection letters contributes to an efficient hiring practice of showing appreciation to candidates who applied but were ultimately not selected. 

Types of rejection letters

When a company decides not to move forward with a job candidate, it is essential to send a job rejection letter to communicate the decision respectfully and professionally. There are several types of job rejection letters, each catering to different stages of the hiring process and candidate interactions. Below are some common types:

1. Standard Job Rejection Letter: This is a generic rejection letter used for candidates who applied for a position but were not selected to proceed to the interview stage.

2. Post-Interview Rejection Letter: Sent to candidates who participated in an interview or multiple rounds of interviews, this letter acknowledges their efforts and time invested.

3. Internal Candidate Rejection Letter: When an internal candidate applies for a job opening but is not selected, this letter is used to inform them of the decision.

4. Final Job Rejection Letter: This type of letter is sent to candidates who reached the final stages of the hiring process but were not chosen as the ultimate candidate.

5. No-Response Rejection Letter: Unfortunately, not all companies send individual rejection letters to every applicant. Instead, they may choose to send a no-response rejection letter to applicants who were not selected for an interview.

6. Post-Offer Decline Letter: In some cases, a candidate may decline a job offer after receiving it. The post-offer decline letter is sent to express understanding and gratitude for the candidate’s consideration, while also acknowledging their decision not to accept the offered position.

7. Rejection Letter with Feedback: While not as common, some companies may choose to provide constructive feedback to candidates, especially those who reached the interview stage.

8. Re-Application Encouragement Letter: For candidates who showcased potential but were not the right fit for the current opening, a re-application encouragement letter can be sent.

Tips for Writing a Good Candidate Rejection Email

• Address rejection directly: Beating around the bush is the last thing you must do with a rejection letter. Not receiving concrete reasons or feedback leaves the candidates thinking about what went wrong.  Address the reason for rejection directly and let the candidate know where they stand so they don’t keep hopes of an update from your company and look for other jobs. 
•   Be gracious and courteous: The tone of the rejection letter should be formal yet polite and considerate at the same time. Don’t lash out at the candidate with a rejection letter, be courteous and open the letter with “It was a pleasure meeting/speaking with you….”
•   Add a touch of personalization: You can add details about your interview with the candidate and add which of their traits were nice yet don’t sit right with the company. Personalizing the candidate rejection email template  makes the candidate accept the rejection with lightheartedness.  
•   Refrain from using negative language: Instead of upright stating the reason for rejection to the candidate and concluding the letter, frame the rejection letter in a positive light. Mention that there were several applicants and the position to hire only one; hence the candidate couldn’t be selected.
•   Don’t keep the candidates waiting: Yes, hiring is a daunting task. You might be interested in holding off on the rejection letters for a while. However, sending rejection letters when you find the perfect candidate is the right way to proceed, as it affects the company’s reputation. Hence, communicate via a well-drafted rejection letter timely.

Rejection letter samples

If you are a company that hires regularly, and even otherwise, here are ten job rejection letter samples  with reasons that can make for easy-to-fill templates and make your job easier:

1. Job Rejection Letter: Appreciation for Your Application 

After writing a salutation, mention how much you appreciate the candidate sending an application and applying for a job at your company. Concerning where the candidate stands in the hiring process, mention a word of thanks for their application and interview with you. This makes the rejection letter less hurtful and more courteous. 

Dear [Applicant’s Name], Re: Job Application for [Position Title] Thank you for applying for the [Position Title] position at [Your Company/Organization]. We appreciate your time and effort in submitting your application. While we were impressed with your qualifications, we regret to inform you that we have decided to move forward with another candidate whose skills and experience more closely match the requirements of the position. We genuinely appreciate your interest in joining our organization, and we encourage you to continue pursuing opportunities that align with your skills and career goals. We wish you the best in your job search and your future endeavors. Thank you for your understanding. Sincerely, [Your Name]

2. Regretful Job Rejection: Thank You for Applying 

Write a proper salutation and correct subject line as per the position for which the candidate applied. Please mention that you regret to inform them that they were not finalized for the position you applied for; however, you are thankful for them applying to your company. 

Dear [Applicant’s Name], Re: Job Application for [Position Title] Thank you for applying for the [Position Title] position at [Your Company/Organization]. We appreciate your interest in our organization and the time you invested in submitting your application. After careful consideration, we regret to inform you that we have decided to pursue other candidates whose qualifications more closely align with the requirements of the position. Please understand that this decision does not reflect any shortcomings on your part. Your skills and experience are valuable, and we do not doubt that you will find the right opportunity to showcase them. Thank you once again for your application, and we wish you every success in your future endeavors. Sincerely, [Your Name]

3. Job Application Outcome: Unfortunately, Not Selected 

As crucial as it is to acknowledge the role for which the candidate has applied and the fact that they’ve been rejected, it is important to mention a reason in a manner toned down on negativity. Mentioning a proper outcome of the job application will help the candidate improve their skills. 

Greetings, [Applicant’s Name]. Re: [Position Title] Job Application We appreciate you recently applying for [Position Title] at [Your Company/Organization].  We regret to notify you that you were not chosen for the job after careful evaluation. It was difficult to choose from the many highly talented individuals in our pool.  We urge you to take advantage of possibilities that match your abilities and professional goals. Thanks to your credentials and expertise, you are a strong candidate, and we have no doubt that you will find the proper fit somewhere else.   Once again, thank you for considering [Your Company/Organization] as a potential employer. We wish you success in all of your upcoming endeavors.   Sincerely,  [ Your Name]

4. Job Rejection Letter: Appreciation and Encouragement 

Being polite, encouraging, and appreciative of a candidate’s effort and wishing them the best for their career is an important part of the rejection letter. 

Dear [Applicant’s Name], Re: Job Application for [Position Title] Thank you for applying for the [Position Title] position at [Your Company/Organization]. After carefully reviewing your qualifications and experience, we regret to inform you that we have decided not to proceed with your application at this time. While this decision may be disappointing, please understand that it does not diminish your skills, achievements, or potential. Your [mention specific skills/experience] impressed us, and we have no doubt that you will find a suitable opportunity to showcase your talents. We believe the right position is waiting for you, and we wish you the best in your future endeavors. Should future opportunities that match your qualifications arise, we would be delighted to have you reapply and consider you for those positions. Thank you for your understanding, and we genuinely appreciate your interest in our organization. Sincerely, [Your Name]

5. Regretful Decision: Your Job Application Outcome 

Mention phrases such as ‘regret to inform you’ to give it a formal yet compassionate tone. And then state the job application outcome with a particular reason. 

Dear [Applicant’s Name], Re: Job Application for [Position Title] We want to thank you for your application at [Your Company/Organization] for the post of [post Title].    However, we regret to inform you that, at this stage, we will be moving ahead with another candidate. This decision was taken after a thorough assessment.   Our applicant pool was full of competent candidates, and we eventually chose a candidate with a stronger connection to the position’s demands.    We appreciate your positive attributes and think you have a lot to contribute.    Sincerely,   [Your Name]

6. Job Application Result: Thank You for Your Interest 

Always acknowledge the candidate’s effort in sending their resume and applying for a role at your company. The language of gratitude will positively impact the company’s image and set a softer tone for the rejection. 

Greetings, [Applicant’s Name].   Re: [Position Title] Job Application We appreciate you recently applying for [Position Title] at [Your Company/Organization].  We chose another candidate whose expertise and qualifications more closely match the requirements of the post, even though you have important skills and certifications.   We recognize that looking for a job can be difficult, but we want to encourage you to keep looking for possibilities that fit your qualifications and professional objectives.   We hope that our paths will cross again in the future because we have no doubt that your perseverance and skills will lead you to success.   Regards, [Your Name]

7. Job Rejection Letter: Gratitude for Your Candidacy 

Beginning or ending the job rejection letter with gratitude is a sincere effort to communicate with the applicant and makes the company look nice. Closing the letter is the last impressive impression of your company on the candidate; hence express your gratitude before closing. 

Greetings, [Applicant’s Name]. Re: [Position Title] Job Application We appreciate you recently applying for [Position Title] at [Your Company/Organization]. We value your interest in working with us and the time you put into the application. We chose a candidate whose abilities and experience more closely match the demands of the post despite the fact that we recognized your qualifications and potential in the competitive pool of applicants. We still appreciate your interest in our company and wish you luck in your further endeavors.  Regards, [Your Name]

8. Unsuccessful Application: Acknowledging Your Efforts 

Acknowledge the candidate’s efforts for applying to your company before you mention the reason for rejecting them. 

An unsuccessful application entails the candidate being qualified but not for the job role. Ensure to thank the candidate for their time and efforts. Additionally, wish them luck in their future efforts. 

Dear [Applicant’s Name],   Re: Job Application for [Position Title]   Thank you for applying for the [Position Title] position at [Your Company/Organization].  We had a significant number of well-qualified applicants.    While we recognize your potential, we have selected another candidate whose skills and experience more closely align with our current needs.   We sincerely appreciate your interest in our organization and wish you the best in your future endeavors. Should future opportunities that match your qualifications arise, we would be delighted to have you reapply and consider you for those positions.   Sincerely, [Your Name]

9. Job Rejection Letter: Sincere Appreciation for Applying 

When giving news as disheartening as being rejected for a job, it is essential to appreciate the candidate’s effort to apply in the first place. 

Dear [Applicant’s Name], Re: Job Application for [Position Title] Thank you for your recent application for the [Position Title] position at [Your Company/Organization]. We sincerely appreciate your interest in our organization and the time you devoted to submitting your application. After careful consideration, we regret to inform you that we have chosen to pursue other candidates who closely match the requirements of the position. We recognize your qualifications and acknowledge the effort you put into your application. We wish you every success in your job search and your future endeavors. Should future opportunities arise within our organization that match your qualifications, we would be delighted to have you reapply and consider you for those positions. Sincerely, [Your Name]

10. Notification of Job Application Outcome: Thank You for Your Time 

Choose a concise subject when sending a rejection letter via mail, specifically the company name and the position concerning which the candidate has applied. When closing the rejection letter with a ‘thank you for your time’ phrase, you can add a line about contacting the company for detailed feedback. It ends the rejection letter on a positive note. 

Greetings, [Applicant’s Name]. Re: [Position Title] Job Application We appreciate your effort in applying for [Position Title] at [Your Company/Organization].  We regret to inform you that we have chosen not to move forward with your candidature after a thorough assessment. Although your credentials are remarkable, we chose a candidate whose abilities and experience more closely match the demands of the position from a competitive field of applicants. We greatly appreciate your interest in our company and wish you luck in your hunt for employment. We value your time and effort and are honored that you are thinking about us as a potential employer.   Best wishes   [Your Name]

How Employers Benefit from Rejection Letter Templates

Incorporating rejection letter templates into the hiring process can be a beneficial practice for employers. Not only does it save time and effort, but it also ensures a consistent and professional approach to communicating with candidates. By valuing candidates’ efforts and maintaining positive relationships, employers enhance their reputation and create a positive impact on potential future hires.

• Time-Saving Sorcery : Think of all the precious time you’ll save with rejection letter templates at your disposal! No more racking your brain for the perfect words to let candidates down gently. Just fill in the blanks and voilà! More time for coffee breaks and impromptu dance parties!
• Consistency Champ : Ever sent out a rejection letter and then realized it sounded like Shakespeare wrote it, while others seemed more like a grocery list? Templates ensure that your rejections are consistent, leaving candidates with a sense of closure, even if they didn’t get the gig.
• Avoiding Awkward Encounters : Running into a rejected applicant at the local taco joint can be cringy, but fret no more! A well-crafted template ensures you’ve gracefully declined their application already, leaving you free to enjoy your tacos in peace.
• Brand Brilliance : Rejection templates allow you to infuse your brand’s personality into every communication. Whether your company is quirky, professional, or laid-back, the template can reflect your unique vibe, creating a lasting impression.
• Spellbound Talent Pool: Believe it or not, rejection letter templates have the power to keep the talent pool enchanted. A simple “no” with grace will make candidates remember you as the fairest employer of them all. They might reapply in the future or keep their eyes peeled for other opportunities you offer. It’s a never-ending story of talent attraction!

Frequently Asked Questions

1. why do companies send job rejection letters.

Companies send job rejection letters to inform candidates that they have yet to be selected so that they can go forward with other options.

2. What is the purpose of a job rejection letter?

The main purpose of sending a job rejection letter is to confirm candidates regarding their job status in that company or organization. Companies do it to show their professionalism and provide closure for candidates.

3. When is it appropriate to send a job rejection letter?

After the hiring decision is made and communicated among the members, the job rejection letter can be sent to the candidates. It has to be s

4. What are considered to be some of the key elements to include in a job rejection letter?

ent within a specified time after the communication with selected candidates is made, and confirmation is received from them.

A polite salutation addressing the candidate should be added at the beginning of the letter, followed by an expression of appreciation. A statement saying that the candidate was not selected for the job needs to be mentioned, along with the reason for the decision. An appreciation for their interest and contact information must be included toward the end of the letter.

5. Should a job rejection letter provide feedback or reasons for the decision?

A job rejection letter with a proper reason for the decision will help the candidates to know why they were not selected and further help them improve in the future.

6. How do you politely reject a candidate?

While rejecting a candidate, it is important to maintain a polite tone by personalizing the communication and expressing appreciation for their interest and time. Communication needs to be made clearly and directly to avoid further doubts.

7. How do you write a good rejection email?

A good rejection email that is concise and clear rejection email needs to have a professional and friendly tone. After expressing appreciation for their interest, the decision has to be mentioned, highlighting positive qualities and skills. Provide words of encouragement along with a statement specifying future consideration of their application.

Related Email Playbooks

• Employee Warning Letter Email Template( 10 Samples and Tips)
• Employee Internal Transfer Announcement Email Template 
• Employee Appreciation Email For Good Work(10 Templates)
• 10 sample feedback emails to employees: The right way to use
• Employee Demotion Letter – How to write, [10 templates]

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• Career Planning
• Finding a Job
• Cover Letters

How to Write a Job Application Letter (With Examples)

What Is a Job Application Letter?

Tips for writing a job application letter, how to get started.

• Writing Guidelines
• What to Include in Each Section

Simple Formatting Using a Template

Tips for writing an effective letter, sample job application letter, sending an email application, review more letter examples.

Do you need to write a letter to apply for a job? Most of the time, the answer is yes. Even when employers don’t require a job application letter , writing one will help you highlight your skills and achievements and get the hiring manager’s attention. The only time not to send one is when the job listing says not to do so. It can help, and it definitely won't hurt to include an application letter with your resume.

A job application letter, also known as a cover letter , should be sent or uploaded with your resume when applying for jobs. While your resume offers a history of your work experience and an outline of your skills and accomplishments, the job application letter you send to an employer explains why you are qualified for the position and should be selected for an interview.

Writing this letter can seem like a challenging task. However, if you take it one step at a time, you'll soon be an expert at writing application letters to send with your resume.

Melissa Ling / The Balance

Before you begin writing your job application letter, do some groundwork. Consider what information you want to include, and keep in mind that space is limited.

Remember, this letter is making a case for your candidacy for the position. But you should do more than just regurgitate your resume. Instead, highlight your most relevant skills, experiences, and abilities.

Analyze the Job Posting

To include the most convincing, relevant details in your letter, you'll need to know what the employer wants.

The biggest clues are within the job advertisement, so spend some time decoding the job listing . Next, match your qualifications with the employer's wants and needs.

Include Your Most Relevant Qualifications

Make a list of your relevant experience and skills. For instance, if the job ad calls for a strong leader, think of examples of when you've successfully led a team. Once you've jotted down some notes and have a sense of what you want to highlight in your letter, you're ready to start writing.

Writing Guidelines for Job Application Letters

Writing a job application letter is very different from a quick email to a friend or a thank-you note to a relative. Hiring managers and potential interviewers have certain expectations when it comes to the letter's presentation and appearance, from length (no more than a page) and font size to style and letter spacing . Keep these general guidelines in mind, but always stick to any explicit instructions in the job listing or application portal.

Length: A letter of application should be no more than one page long. Three to four paragraphs are typical.

Format and Page Margins: A letter of application should be single-spaced with a space between each paragraph. Use 1-inch margins and align your text to the left, which is the standard alignment for most documents.

Font: Use a traditional font such as Times New Roman, Arial, or Calibri. The font size should be between 10 and 12 points.

What to Include in Each Section of the Letter

There are also set rules for the sections included in the letter, from salutation to sign-off, and how the letter is organized. Here's a quick overview of the main sections included in a job application letter:

Heading: A job application letter should begin with both your and the employer's contact information (name, address, phone number, email), followed by the date. If this is an email rather than an actual letter, include your contact information at the end of the letter, after your signature.

•   Header Examples

Salutation: This is your polite greeting. The most common salutation is "Dear Mr./Ms." followed by the person's last name. Find out more about appropriate cover letter salutations , including what to do if you don't know the person's name or are unsure of a contact's gender.

Body of the letter: Think of this section as having three distinct parts.

In the first paragraph , you'll want to mention the job you are applying for and where you saw the job listing.

The next paragraph(s) are the most important part of your letter. Remember how you gathered information about what the employer was seeking, and how you could meet their needs? This is where you'll share those relevant details on your experience and accomplishments.

The third and last part of the body of the letter will be your thank you to the employer; you can also offer follow-up information.

Complimentary Close: Sign off your email or letter with a polite close, such as "Best," or "Sincerely," followed by your name.

• Closing Examples

Signature: When you're sending or uploading a printed letter, end with your handwritten signature, followed by your typed name. If this is an email, simply include your typed name, followed by your contact information.

• Signature Examples

Overwhelmed by all these formatting and organization requirements? One way to make the process of writing a job application easier is to use a template to create your own personalized letters. Having a template can help save you time if you are sending a lot of application letters.

Be sure that each letter you send is personalized to the company and position; do not send the same letter to different companies.

• Always write one. Unless a job posting explicitly says not to send a letter of application or cover letter, you should always send one. Even if the company does not request a letter of application, it never hurts to include one. If they do ask you to send a letter, make sure to follow the directions exactly (for example, they might ask you to send the letter as an email attachment or type it directly into their online application system).
• Use business letter format. Use a formal business letter format when writing your letter. Include your contact information at the top, the date, and the employer’s contact information. Be sure to provide a salutation at the beginning and your signature at the end.
• Sell yourself. Throughout the letter, focus on how you would benefit the company. Provide specific examples of times when you demonstrated skills or abilities that would be useful for the job, especially those listed in the job posting or description. If possible, include examples of times when you added value to a company.

Numerical values offer concrete evidence of your skills and accomplishments.

• Use keywords. Reread the job listing, taking note of any keywords (such as skills or abilities that are emphasized in the listing). Try to include some of those words in your cover letter. This will help the employer see that you are a strong fit for the job.
• Keep it brief. Keep your letter under a page long, with no more than about four paragraphs. An employer is more likely to read a concise letter.
• Proofread and edit. Employers are likely to overlook an application with a lot of errors. Read through your cover letter, and if possible, ask a friend or career counselor to review the letter. Proofread for any grammar or spelling errors.

This is a job application letter sample.  Download the letter template (compatible with Google Docs or Word Online) or read the example below.

Sample Job Application Letter (Text Version)

Elizabeth Johnson 12 Jones Street Portland, Maine 04101 555-555-5555 elizabethjohnson@emailaddress.com

August 11, 2024

Mark Smith Human Resources Manager Veggies to Go 238 Main Street Portland, Maine 04101

Dear Mr. Smith,

I was so excited when my former coworker, Jay Lopez, told me about your opening for an administrative assistant in your Portland offices. A long-time Veggies to Go customer and an experienced admin, I would love to help the company achieve its mission of making healthy produce as available as takeout.

I’ve worked for small companies for my entire career, and I relish the opportunity to wear many hats and work with the team to succeed. In my latest role as an administrative assistant at Beauty Corp, I saved my employer thousands of dollars in temp workers by implementing a self-scheduling system for the customer service reps that cut down on canceled shifts. I also learned web design and timesheet coding, and I perfected my Excel skills. 

I’ve attached my resume for your consideration and hope to speak with you soon about your needs for the role.

Best Regards,

Elizabeth Johnson (signature hard copy letter)

Elizabeth Johnson

When you are sending your letter via email include the reason you are writing in the subject line of your message:

Subject Line Example

Subject: Elizabeth Johnson – Administrative Assistant Position

List your contact information in your signature, rather than in the body of the letter:

Email Signature Example

Elizabeth Johnson 555-555-5555 email@emailaddress.com

Review more examples of professionally written cover letters for a variety of circumstances, occupations, and job types.

CareerOneStop. " How Do I Write a Cover Letter? "

University of Maryland Global Campus. " Cover Letters ."

General election latest: Keir Starmer provides answer on Diane Abbott after days of questions and speculation

Labour leader Sir Keir Starmer issues an update on the future of Diane Abbott after days of pressure and questions.

Friday 31 May 2024 14:19, UK

• General Election 2024

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Election news

• Starmer says Abbott 'free' to stand as Labour candidate
• Labour 'not turning off taps' on oil and gas, but transition is coming, Starmer says
• 'You don't deliver energy security with a logo': PM dismisses Labour's plan
• Lib Dems announce plans for universal free school meals for primary school kids
• SNP's Swinney says Scots 'likely to be disappointed by incoming Labour government'
• Be in the audience for our general election leaders event
• Live reporting by Ben Bloch

Expert analysis

• Tamara Cohen: This looks like a victory for Abbott
• Jon Craig: Latest Tory defector not an obvious fit for Labour
• Darren McCaffrey: Partygate clearly still an issue for Tories

Election essentials

• Trackers: Who's leading polls? | Is PM keeping promises?
• Campaign Heritage: Memorable moments from elections gone by
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• Read more: What happens next? | Who is standing down? | Key seats to watch | How to register to vote | What counts as voter ID? | Check if your constituency's changing | Your essential guide to election lingo | Sky's election night plans

After days of confusion and uncertainty, Sir Keir Starmer has now said that Diane Abbott is "free" to stand for the Labour Party at this general election.

The Labour leader told reporters: "The whip has obviously been restored to her now, and she is free to go forward as a Labour candidate."

He praised the veteran politician  as a "trailblazer", saying: "Diane Abbott was elected in 1987, the first black woman MP.

"She has carved a path for other people to come into politics and public life."

A row erupted over Ms Abbott's future after  she finally had the whip restored  following a year-long suspension over comments she made about Jewish people not facing racism.

While the move paved the way for her to fight for her seat in Hackney North for Labour, which she has represented for 37 years, there were reports she would be barred from standing.

The Labour leader has consistently denied that the party was blocking her from standing, insisting it was a decision for the party's National Executive Committee.

Sir Keir adds that he has not given a view up until this point, as it was "formally a matter for the NEC", but Ms Abbott is free to stand.

What are the rules on voter ID?  How does tactical voting work? In what different ways can you cast your ballot?

The countdown to the election is on - and already the amount of information can seem overwhelming. 

We cut through the noise to bring you what you need to know, from registering to vote, to election day and what happens next.

Read on here...

In the last few minutes, Sir Keir Starmer has said Diane Abbott is "free" to stand for Labour at this general election ( more here ).

Our political correspondent Tamara Cohen  says it "looks like a victory" for Ms Abbott.

The veteran politician had been suspended from the party over comments she made about Jewish people not facing racism.

Tamara explains that while the whip was restored a few days ago, there was a briefing to The Times newspaper saying she would be barred from standing for the party, which "threw everyone into a tailspin".

Sir Keir Starmer has resisted saying over the past few days what his view is, insisting it was a decision for the party's National Executive Committee.

"Well, he's now decided it's a decision he needs to have a view on."

Tamara explains she has heard from party sources that they had at one stage, before the election was called, expected Ms Abbott to announce her retirement and depart "with dignity".

"She now looks to be having the way paved to stand again in Hackney North and Stoke Newington - and, no doubt, being on the left of the party, if she stands and returns as an MP, to be a bit of a thorn in Sir Keir Starmer's side."

By Faye Brown , political reporter

A Conservative parliamentary candidate has said "excrement" was put through the letter of her constituency office in "an attempt to bully me".

Katherine Fletcher, who is standing for re-election in South Ribble, said police are looking into the matter after a volunteer discovered the substance.

In a defiant post on X, she said whoever was trying to "intimidate" her during the election "had picked the wrong person".

In an accompanying video, she said: "Today the police are at my office because somebody has put excrement through the letterbox.

"One of my volunteers had to find that this morning.

"Now, I understand that women get more than their fair share in political environments, but this attempt to bully me will not work because it is not the decent or right thing to do."

Read more here:

By Tom Parmenter , national correspondent

Prioritising older voters while forcing teenagers into national service has been described as "outright wrong" in Sky News' Target Towns.

The early stages of the campaign have seen the Conservatives offering a pensions "triple lock plus" while also promising to force 18-year-olds to dedicate time to the military or community service.

Labour has vowed to maintain the pensions triple lock for the duration of the next Parliament, if elected.

Inside a boxing fitness class laid on for elderly residents of a care home in Grimsby, Sky News heard concerns about an emerging generational divide.

Sydney Ballard, 18, has just started a student work placement at the care home. She said she wanted to see fewer dividing lines in politics.

Earlier today, SNP leader John Swinney addressed party activists in Glasgow as they try to stave off a push from Labour to regain seats across Scotland.

After praising SNP candidates standing for re-election, he said the election "takes place at a time of acute difficulty and challenge for people in our communities in Scotland, and particularly here in the city of Glasgow".

He hit out at the "damage" of the Tory government through austerity, the cost of living crisis, and Brexit, and said they have tried to "withstand that".

"For all of these reasons, the Tory government deserves to be removed from office, and the best way to do that is to vote SNP," he declared.

Looking forward, the first minister said "people in Scotland are likely to be disappointed by the Labour Party that is likely to come into office" because their offer does not differ significantly.

He called on Labour to have an emergency budget if it wins the election that "brings to an end, to a grinding halt, the austerity that is damaged our public services and commit to invest in the National Health Service and in education".

By contrast, he said the SNP government in Scotland - which is not up for election currently - has kept children out of poverty, is committed to net zero, and attracts foreign investment.

"We've got to get rid of the Tories," he said. 

"But at this election, we've got to be careful about what replaces them, because in that choice, people will have to decide whether they want MPs like my colleagues here who will campaign against the rape clause and the two child limit, or Labour MPs who are quite happy to lift the cap on bankers bonuses."

Mr Swinney concluded by saying that SNP MPs "will protect the interests of the people of Scotland and put those interests first in the House of Commons", calling on people to vote for his party on 4 July.

The Liberal Democrats have announced plans for free school meals for all primary school children funded by a new share buyback tax.

In a policy announcement that could put pressure on Labour, the Lib Dems said the plan would begin with an immediate extension of free school meals to all 900,000 children living in poverty who currently miss out.

The second phase would see all primary school children receiving free school meals as the public finances stabilise.

The pledge, to be included in the Lib Dem's manifesto, would be funded by a 4% levy on the share buybacks of FTSE 100 listed corporations.

This is similar to the excise tax on buybacks implemented by President Biden in the US and could raise around £1.4bn a year, the party said.

A share buyback is when companies buy back their own shares from the market to increase their price - essentially so they can return excess cash to their shareholders.

Critics have warned this can come at the expense of productive investment in the economy.

Read more about the plans here:

Former Tory MP Aaron Bell, who represented Newcastle-under-Lyme until parliament was dissolved yesterday, has announced he will not be standing at this general election.

In an open letter posted on Facebook, Mr Bell said: "It is with a very heavy heart that I have decided not to contest the forthcoming general election, for personal and family reasons.

"Being an MP has taken a considerable toll on me."

Mr Bell went on to say he was proud to have served under Rishi Sunak's government, and thanked his wife and three children for their support and "sacrifices".

Mr Bell has served as an MP since December 2019 and has been an assistant whip since November 2023.

Julian Knight, the former MP for Solihull, has announced he will stand as an independent candidate at this general election.

Mr Knight, 51, was suspended as a Conservative in December 2022 after a serious sexual assault allegation was made against him.

He has always maintained his innocence and on 2 April,  the Metropolitan Police dropped the investigation  without questioning Mr Knight.

But he remained suspended from the Tory party as the chief whip, who organises the party's MPs, said "further complaints" had been made against him - allegations he rejects ( more here ).

He announced late last month he would be standing down at this general election - but has now changed his mind.

Mr Knight wrote in a post on X: "After discussions with family, Conservative members and constituents I have decided to run as an independent in the forthcoming election.

"Solihull deserves more than a whips appointed candidate who doesn't get the issues."

He went on to say he has been "forced out of the party after an entirely false allegation", which, he added, is "now being investigated by police for perversion of the course of justice".

"It's important to make a stand. People should not lose their position because of a false allegation."

He concluded by saying that Rishi Sunak is "a disastrous campaigner" and Solihull would be "best served by an independent" while a Labour government is in power.

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