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7 Rejection Letter Samples to Send to Unsuccessful Applicants

9 min read · Updated on August 15, 2024

Simplify the candidate rejection letter process with these templates.

Whenever you hire a new employee, it almost always means you selected them over other applicants. Obviously, the courteous thing to do is to let each of the other candidates know 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. 

Why send out a job rejection letter?

Obviously, writing rejection letters is not the easiest thing to do, and sending them out to applicants does take up precious time. However, there are good reasons why companies send them. 

First, a polite rejection notice is considered good etiquette since it lets the candidate know the job has been filled. That confirmation shows you respect their time enough to help them avoid wasting it on a job that's no longer available. It also helps avoid any candidate confusion by helping them 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 provide uniform answers to explain why a candidate was rejected and advice 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 a rejection letter

So, how do you write a positive and helpful employment rejection letter? The following tips can help you t determine what to include in your applicant rejection letters, along with 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, they may also be pursuing other open positions, so you're doing them a favor by letting them know your company's job has been filled.

Send by email

Today, it's standard practice to send a candidate rejection letter 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.

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.

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. As a rule, keep your letter limited to no more than three short paragraphs as follows:

Thank them for their interest and let them know you've decided not to hire them. 

Next, include some positive affirmation by focusing on something that impressed you during their interview before you cite a reason they've been rejected. If you might consider them for a different job in the future, tell them that too. 

Finally, wish them well in their efforts to land the right job in the future.

Seven rejection letter samples

Below, we've included seven example job 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 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 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.

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. 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. In the meantime, we want to 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.

I  would like to point out 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 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 has decided to offer the job to another candidate.

Still, we want to let you know that we recognize your talents and are confident you would do well in a different role within our organization 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.

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, and it's helpful to streamline the process as much as possible. By using some variation of these rejection letter templates and customizing them to fit your unique needs, sending out these notifications can be quicker and easier than ever before.

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

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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 for Unsuccessful Candidates (4 Templates)

In the world of recruiting, job postings on job portals like Indeed, LinkedIn and Naukri.com often attract a large number of candidates who submit their CVs directly to the company email. Although numerous qualified candidates may be applying, not everyone can be chosen. This is when a well-created and careful rejection letter becomes necessary.

Table of Contents

What is a job rejection letter.

A job rejection letter is a formal communication sent to candidates who were not selected for a job position after the interview process. It serves as a professional and respectful way to inform applicants that they have not been chosen for the role. The letter typically includes a brief thank you for their interest in the position, a notification of the decision, and sometimes a brief explanation for the decision.

The purpose of a job rejection letter is to provide closure to the candidates, maintain a positive impression of the company, and leave the door open for future opportunities.

Types of Job Rejection Letters

When an employer decides not to move on with a specific candidate it becomes important to send that candidate a rejection letter to provide closure. There are different types of Job rejection letters for different stages of the interview.

Here are some of the common types of job rejection letters.

1. Standard Rejection Letter: A generic letter thanking the candidate for their application and informing them that they have not been selected. It does not provide specific feedback or reasons for the decision.

2. Pre-Interview Rejection Letter: Sent to candidates who were not selected for an interview, this letter thanks them for their application but informs them that they were not chosen to proceed to the subsequent stage of the hiring process.

3. Post-Interview Rejection Letter: Sent to candidates after an interview, this letter thanks them for their time and effort in attending the interview but informs them that they were not selected for the position.

4. On-Hold Rejection Letter: Informs the candidate that the hiring process for the position has been put on hold and that their application will not be considered further at this time.

5. Finalist Rejection Letter: A letter sent to candidates who made it to the final stages of the interview process but were not ultimately selected. It often includes more personalized feedback and encouragement.

6. Constructive Feedback Rejection Letter: A letter that, in addition to informing the candidate of the decision, provides specific feedback on areas where the candidate can improve for future applications.

7. Rejection Letter with Feedback: A rejection letter with feedback provides candidates constructive criticism, helping them understand why they were not selected.

8. Re-Applicant Encouragement Letter: A re-applicant encouragement letter invites past candidates to reapply for future job openings, maintaining a positive relationship and their interest in the company.

Simple Tips for Writing a Rejection Email

Here are some of the best tips for you to craft a professional yet polite Rejection Email.

• Be clear and concise: Keep your rejection email brief and straightforward. Candidates appreciate clarity and don’t need extensive details.
• Express gratitude: Begin your email by thanking the candidate for their interest in the position and for taking the time to apply. This shows respect for their effort.
• Provide a brief explanation: While you don’t need to give a detailed explanation, a brief reason for the decision can help candidates understand and move forward.
• Maintain a professional tone: Even though the message may be disappointing, it’s important to maintain a respectful and professional tone to uphold your company’s image.
• Offer constructive feedback: If you can provide feedback that can help the candidate improve for future applications, it can be valuable. However, this is not always necessary.
• Close on a positive note: End your email by wishing the candidate success in their job search and future endeavors. A positive closing can leave a good impression.

Job Rejection Letter Sample Templates

Here are a few sample templates for your better understanding of how to write a professional yet polite job rejection letter for unsuccessful applicants.

1. Standard Rejection Email

Subject: Your application for [Position Title] at [Company Name]

Dear [Candidate’s Name],

Your interest in the [Job Title] position at [Company Name] is greatly appreciated. We value the time and effort you dedicated to the application process. After careful review, we have chosen a candidate whose qualifications better match our current requirements.

While we will not be moving forward with your application, we sincerely appreciate your interest in joining our team. We wish you success in your future endeavors.

Best regards,

[Your Name] [Your Title] [Company Name]

2. Rejection Email with Feedback

Subject: Feedback on Your Application for [Position Title] at [Company Name]

We value your interest in the [Job Title] position at [Company Name]. We appreciate the opportunity to review your application. While your qualifications and experience are impressive, we have decided to move forward with another candidate whose skills and experience align more closely with our current needs.

We encourage you to continue pursuing opportunities that match your skills and qualifications. One area for improvement we noted in your application is [specific feedback, if applicable].

We value your interest in our company and wish you success in your future endeavors.

3. Encouragement to Reapply Email

Subject: Future Opportunities at [Company Name]

Thank you for your application for the [Job Title] position at [Company Name]. While we have selected another candidate for this position, we were impressed with your qualifications and would like to encourage you to apply for future opportunities that align with your skills and experience.

We will keep your application on file for future reference and notify you of any suitable opportunities that arise. We appreciate your interest in our company and look forward to potentially working with you in the future.

4. Job Application Result

Subject: Job Application Result for [Job Title] Position at [Company Name]

I hope this email finds you well.

Thank you for your application for the [Job Title] position at [Company Name]. After careful consideration, we regret to inform you that we have selected another candidate who we believe is the best fit for the role.

We were impressed with your qualifications and experience, and we appreciate your interest in joining our team. We will keep your resume on file for future opportunities that match your skills and experience.

We wish you the best in your job search and future endeavors.

Benefits of Job Rejection Letters for Employers

Job Rejection templates are very beneficial to employers because they are time-saving and effortless. These templates help maintain a consistent and professional communication style with candidates.

Time-saving: Templates allow employers to quickly communicate the outcome of the application process to candidates without having to draft individual emails for each job applicant .

Consistency: Using templates ensures that all candidates receive a consistent message, which helps maintain professionalism and avoids misunderstandings.

Professionalism: Templates help employers convey a professional image by providing a well-written and respectful message to candidates, even in the case of rejection.

Efficiency: Templates can be customized to include specific feedback or information relevant to the candidate, making communication more efficient and effective.

Enhanced Candidate Experience: A well-crafted rejection email can leave candidates with a positive impression, reflecting well on the employer and potentially enhancing their reputation for future recruitment.

Legal protection: Templates can help ensure that the rejection message complies with legal requirements and does not inadvertently expose the employer to legal risks.

In conclusion, job rejection letters play a crucial role in the recruitment process by offering closure to applicants and leaving a positive impression of the company. Sending a well-crafted job rejection email to unsuccessful candidates is not just about closing one chapter but also about opening doors for future opportunities. It’s an opportunity to maintain a positive relationship with candidates, uphold the company’s reputation, and contribute to a more compassionate and respectful hiring process overall.

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A job rejection letter is a formal communication sent by an employer to inform a job applicant that they have not been selected for a position. It is a standard practice in the recruitment process and is used to provide closure to applicants who have invested time and effort in applying for the position.

A job rejection email should include a thank you for the candidate’s application, a brief explanation of the decision, and a wish for their future success. You can also offer feedback or encourage them to apply for future opportunities.

Not necessarily required, providing constructive feedback can be helpful for candidates to improve their future applications. It also demonstrates your commitment to their professional development.

A job rejection letter can be delivered via email or postal mail, depending on the company’s preference. Email is often preferred for its efficiency, but postal mail can be more personal.

A job rejection email is important because it provides closure to applicants, informs them of the outcome of their application, and maintains a positive relationship with candidates. It also reflects professionalism and respect in the hiring process.

Yes, it’s still considerate to inform candidates of their application status, even if they didn’t attend an interview. It provides closure and maintains a positive image of your company.

Yes, a well-crafted job rejection email can leave a positive impression on candidates and reflect well on your company. It shows that you value professionalism and respect in your hiring process.

To ensure legal compliance, avoid discriminatory language or reasons for rejection. Keep the letter professional and focus on the candidate’s qualifications and fit for the role. If in doubt, seek legal advice.

Yes, it’s recommended to personalize job rejection emails whenever possible. Addressing the candidate by name and mentioning specific details from their application can make the letter more meaningful.

Yes, it’s a good practice to keep a record of rejection emails for documentation purposes. This helps ensure consistency in your hiring process and can be useful if there are any questions or disputes later on.

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Letters , Rejection Letters

37 Polite Rejection Letter and Email Samples (+ Writing Tips)

A polite rejection letter is written by the HR or hiring manager. Many people usually apply for a job, and there is a possibility that a few among the applicants will not qualify for the vacancy advertised. Furthermore, dismissing an application might seem easy, especially if it indicates that a person is not qualified for a job. However, this is not the perfect option because the applicants usually take their time to apply and get interviewed for the position.

Therefore, you must reciprocate the effort even if they are not fit for the job by writing them a job rejection letter. Bear in mind that a job rejection letter respectfully and formally declines a job application. This enables the applicants to continue searching for a job that suits them better and not wait for a letter that is nowhere and is likely not to come. Suppose you do not send this letter; your company is likely to have a negative image during the process of hiring.

What is a Polite Rejection Letter?

A polite rejection letter is a professional courtesy response written to a job seeker who has not been successful after applying, submitting, and attending the interview.

What is a Polite Rejection Letter Template?

A polite rejection letter template is a fillable or editable document that guides you in writing a professional response to unsuccessful job applicants .

Polite Rejection Letter Templates and Examples

Why is a Polite Rejection Letter Important?

Below are a few reasons why a polite letter is essential:

Helps the employer in branding

A brand or company that takes time to issue a rejection letter will likely enjoy excellent PR from applicants even when they are not fit for the advertised job. Besides, applicants can refer other individuals to apply with an assurance that they will get a response from the employer.

Similarly, if the applicant is not issued a rejection letter, they are likely to share what they got when they applied with their friends and family. And this might spoil the reputation of the company or employer. As a result, this will limit the figure of individuals applying for the job. Hence limiting the company’s choice, more so in terms of qualified candidates.

It opens a chance for the future

When an applicant receives this letter from the employer, they will boost the experience and skills required. This will make them valuable applicants to the employer soon. This letter creates malice between the applicant and the employer. Therefore, if a vacancy position is advertised in the future, the candidate will comfortably apply.

If the employer does not issue this letter to the unqualified candidates, they improve their weaknesses. They might hesitate to apply for the job if the same company advertises for a job in the future and needs a maximally qualified employee. This will be a loss to the company or brand.

Excellent experience standards

The experience you get when applying for a job plays a vital part in your life. And issuing a rejection letter ensures that you have a polite and professional experience with the company or employer. Furthermore, it also enhances a healthy relationship with candidates, and most people consider this a healthy business practice.

Essential Elements of a Rejection Letter

There are a few essential elements of a rejection letter, these elements include:

• Thanking the applicant

Applicants usually invest a lot of effort and time to apply, and while undergoing this process, they are usually emotional, excited, and enthusiastic. Applying for a job is demanding, and rejection makes it more complicated, which explains why you should be thankful to them.

Break the negative news

A rejection letter entails bad news, and thus ensure you are clear and upfront when giving this information. Say no and mean a no. You will leave your applicant with no illusions that they have an opportunity.

Explain reasons

As much as the applicants were unsuccessful, you need to explain why they were never chosen. Here you can state that you found more suitable candidates or give comprehensive feedback.

A positive end

Ending your job rejection letter positively is crucial because as much as you have not given them a job, there are many positions out there to try their luck. Thank the jobseeker, appreciate their strengths and encourage them to make applications again in the future.

How to Write a Polite Rejection Letter?

The following are steps you must follow to write a rejection letter:

Develop an informative subject line

When writing a rejection letter, create a unique and straightforward subject line that will stand out in your applicants’ inbox. Include the organization name and the position for the jobseeker to understand the letter’s purpose.

Appreciate the candidate for their precious time

Start your letter by thanking the applicant for taking their time to apply and come for the interview. Stay specific to show that the letter is sincere and unique.

Tell them you do not consider them for the position

Inform them about being unsuccessful and why you considered other candidates. And this is the primary purpose of this letter.

Offer them reasons why they are unsuccessful

Giving the applicant reasons for being unsuccessful usually helps the candidates enhance future roles. Furthermore, explain what you were looking for in a potential candidate. Candidates are never picked because of missing experience, education, and skills.

You must provide them with several positive aspects about your interview or qualification

To leave your candidate smiling, talk about one to two qualities you love about them. When you describe these positive aspects, they will understand where they need to improve.

Inform them you will consider them for future opportunities

Suppose you think that the candidate can be fit for your company, you can choose to consider them for future opportunities. Informing them that you will consider them next time is perfect for maintaining your connection with applicants. In addition, the tone of your letter should be positive.

Motivate them to apply for other positions

Build a connection by encouraging the applicant to apply for other advertised positions they might be interested in. This is another way to show your applicants that you would love them to be part of your company.

End with a positive message

How you close your letter matters; in this section, you need to thank the candidate for their time and wish them the best in their endeavors.

Sample Rejection Letter to Job Candidate

Below is a sample of the rejection letter to the job candidate:

Linda Walker

133 Main Street

1122- Virginia Road, South West Avenue

November 24th, 2019

Cynthia Whitney

133 Business Street

Business Town, NY 12033

Dear Madam Applicant

We interviewed multiple candidates for the finance position, and we offered another applicant this position. Therefore, this letter is to notify you that you were not chosen for the position you applied for.

However, the interview panel was captivated by your experience and credentials. Hence we are offering you a chance to be interviewed for the next finance job in our company. Enclosed is a vacancy description for the review. Suppose you are interested in the second opportunity offered by our company. Kindly email Chris Brown and your interview will be scheduled at your convenient time. The position interviewed is the first one.

We greatly appreciate your effort to come and meet our entire interview team. We enjoyed our discussion and meeting you. Whatever you decide concerning the second interview coming soon, please feel free to apply for the vacancy position you qualify for soon.

Furthermore, we wish you professional success as you search for a job now and also in the future. Thank you for showing maximum interest in our company.

HR Director for employment section

Polite Candidate Draft Rejection Letter

Job Applicant Rejection Letter

A job application rejection letter is a document an employer or sends to a candidate that didn’t meet the qualifications they were looking for. A job application rejection letter can help any individual know where they stand with the company.

Proposal Rejection Letter

Polite Business Application Rejection

A business application rejection letter or a letter of declination is a formal letter sent from one business to another declining an offer or proposal. A business application rejection letter is a firm and direct way for B2B (business to business) to correspond with each other in regard to client acquisitions or proposals.

Polite Interview Rejection Letter

A post-interview rejection letter is a document that an employer sends to job candidates who didn’t make it to the next phase of the selection process. No one likes to be “left in the dark” when it comes to the knowing the status of an application or interview. A post interview rejection letter is a very direct and professional way to respond to the declined client.

Resume Rejection Letter

A pre-interview rejection letter is a document stating a declination of an interview. A pre-interview rejection letter is ideal for a company to send to candidates when they don’t currently have any openings with their company. A pre-interview rejection letter may also help the candidate find another company that are accepting resumes that match the person’s skill set.

Response to Rejection Letter

Polite Employment Rejection Letter

Example of Polite Rejection Letter

Job Offer Rejection Letter

Polite Client Rejection

What Is a Rejection Email?

A rejection email is a professional courtesy response to an applicant how has not succeeded after applying and attending an interview.

How to Reject a Candidate via Email?

You might be well familiarized with a job rejection letter, but how do you reject a candidate via email? Below is an overview of how to reject a candidate through email:

Use a person’s name

Most employers find it tempting to create and send a group email to the entire interviewees, but it is inappropriate. It is good to address an applicant by name and make them grateful, and using the first name sounds more personal.

Appreciate them for applying

Applying for a job and attending the interview takes a lot of effort. Therefore, thanking the applicant is a necessity.

Commence with the negative news

This letter needs you to be true and straightforward. It would help if you told the applicant directly that they are unsuccessful. Do not wait to break the bad news at the end of your email. Additionally, job seekers are likely to read and read your rejection letter email. Stay clear and not vague. Do not be sorry for the bad news since whatever decision you make is suitable for your company.

Be personal

Take a considerable amount of time to reflect on the candidates’ experience to make the applicant feel your decision is fair. A rejection letter without any explanation can cause frustrations and confusion and upset the job seeker.

If you offer to give feedback, ensure you fulfill your promise

Many companies offer to give feedback, but they never fulfill their promises. If you are not ready to provide feedback, avoid being promising.

Encourage the applicant to apply again

Being unsuccessful does not mean the doors are shut, and this means you should encourage the jobseeker to make an application in the future. Please include information on how they can find new opportunities in your company, and you can offer them your social media platforms.

End your email professionally

Ensure you end your email professionally and with a salutation.

Proofread your email

Nothing can be irritating like a job-written letter that is poorly written. Ensure you check it before sending it to the applicant.

Sample Detailed Rejection Email

Here is a sample of a detailed rejection email:

To: [email protected]

Your application for the finance position

Dear Cynthia,

It was an honor to meet you at our interview this week. We were captivated by your approach, professionalism, and experience, but we have selected another candidate. I know this comes as a disappointment to you, and however, our interview panel valued your strategy and maximally enjoyed your presentation.

Currently, we are transforming. And we are searching for people with a robust digital background. Therefore, with your qualification, experience, and knowledge, you will feature a suitable position to meet your goals.

We wish you all the best as you continue searching for a job and future endeavors. Kindly feel free to call me or contact me via email suppose you need me to break this down further.

Tips for Writing a Rejection Letter

A rejection letter that serves its exact purpose while maintaining its level of professionalism is a dream of every employer. Below are several tips you must consider when writing your rejection letter.

Inquire for feedback on the process of recruitment

Employers must ask for methods of improving their process of recruitment. This will offer the company room for improvement. This is important because applicants are better positioned to see the recruitment process than the employers.

Avoid terms that can be translated as discrimination and unlawful evidence

Your rejection letter should be based on the qualifications, not a disability or other physical aspect. On the other hand, you should avoid comparing the candidates, which falls under unlawful discrimination.

Offer constructive feedback

As an employer, you should be sure to include constructive feedback in your rejection letter. You can identify certain concerns and issues and provide solutions to your candidate’s area of weakness for improvement purposes. Ensure that positive intentions lead your feedback.

Stay honest

The kind of information on your rejection letter should be 100% true. It would help if you pointed out specific reasons why the applicant did not qualify for the advertised vacancy. Avoid assuring the candidate that you will reach out while you know you will not.

Keep it clear and brief

This letter needs to be as brief as possible. Furthermore, going through a lengthy rejection letter can be pretty boring. Keep this letter brief and clear. A long letter becomes boring very fast.

Avoid using the word rejected

There is no point in using the word reject when writing a job rejection letter, and it would be best if you opted for other phrases or words with the same meaning as rejection. Your objective is to ensure that your letter remains positive.

What makes a good candidate rejection email?

A rejection email has four essential parts that make a good candidate rejection letter, these parts include:

• Breaking the bad news
• Explaining reasons
• Offering a positive end

How long should my rejection letter be?

This question has no wrong or right answer, and it just needs you to create a job rejection letter, which so many organizations and businesses never do. The rejection letter length depends on how long an applicant was involved in the job selection process, and in many cases, 3 to 4 paragraphs are sufficient.

How do you politely reject a job application?

You can politely reject a job application by sending a job rejection letter at the right time, selecting the right medium, and Keeping your letter brief. It would help if you also were personal and asked them to reach out in case of anything and be honest with them.

How do you respond to rejection politely?

Once you receive a job rejection email, you must write your response to the interviewers. It would help if you thanked the interviewers for letting you know they successfully got a potential candidate. Take your time, express your disappointment, and let the interviewer know how disappointed you are.

Let your response show that you are interested in working with the company again to make them consider you the next time in case of any vacancies. This shows the employer how you would love to be considered in the coming future. You can also proceed and ask for feedback about why you failed. This is acceptable to applicants’ who are starting their careers as recent college graduates or student interns.

Final Thoughts

Writing and sending a job rejection letter is crucial because it keeps a professional relationship between employers and applicants. Most employers find it challenging to write a rejection letter, but it is necessary to reach out to candidates who did not qualify for the position advertised. Ensure that the job rejection letter is polite, honest, and brief. Similarly, the letter also needs to be personalized to show the employer’s appreciation to each individual who underwent the application process. Feedback is \ in the job rejection letter since it encourages the jobseeker to enhance the skills and qualities they need.

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How to Tell Someone They Didn’t Get the Job

Hiring managers often play a crucial role as gatekeepers during the recruitment process, ensuring that only quality candidates move on to the next stage. This means filtering through hundreds, if not thousands of resumes, until you finally find a candidate who seems to fit the requirements of the team. Initial interviews may have been scheduled, but you (or the team) now realized that they aren’t not suitable after all. This leads to the big question: how to tell someone they didn't get the job?

The goal of this blog post is to serve as a valuable resource to help hiring managers and recruiters with how to tell someone they didn't get the job. We'll also discuss why it's important to provide a rejection email for a job, how long to wait to send the rejection email after the interview, and how to tell someone they didn't get the job in the most productive way.

How do you politely tell someone they didn't get the job?

Simply ghosting the dropdown#toggle" data-dropdown-placement-param="top" data-term-id="294634007">job candidate may seem like an ideal (and easy) way out, and this is also the path that many companies often take. However, the lack of dropdown#toggle" data-dropdown-placement-param="top" data-term-id="294634006">follow-up after an application, be it to provide an offer or rejection, may end up leading applicants on, and give a false sense of hope. More often than not, a lack of response to candidates can leave a bad impression and even spark negative word-of-mouth about your organization. You’re only as saught after as your dropdown#toggle" data-dropdown-placement-param="top" data-term-id="294633995">company’s reputation and properly telling a candidate they didn’t get the job is the first step in setting up your companies image.

But we recommend another way to frame the question, "How to tell someone they didn't get the job?" How would you want to be told that you didn't dropdown#toggle" data-dropdown-placement-param="top" data-term-id="294634028">get a job ? It may seem simple to say that the golden rule replies to this situation just as it applies to so many others, but it's still a valuable way to re-frame the challenge of how to tell someone they didn't get the job.

Most HR professionals would agree that the right way on how to tell someone they didn't get the job is by sending them a dropdown#toggle" data-dropdown-placement-param="top" data-term-id="294634012">rejection letter . Sometimes a dropdown#toggle" data-dropdown-placement-param="top" data-term-id="294633983">phone call may suffice but more often than not, a dropdown#toggle" data-dropdown-placement-param="top" data-term-id="294634012">rejection letter is the way to go. It allows you to carefully tailor the dropdown#toggle" data-dropdown-placement-param="top" data-term-id="294633997">bad news with positive dropdown#toggle" data-dropdown-placement-param="top" data-term-id="294634001">constructive feedback and, if the candidate was adequate, you can mention that they could be dropdown#toggle" data-dropdown-placement-param="top" data-term-id="294633998">strong candidates for dropdown#toggle" data-dropdown-placement-param="top" data-term-id="294633990">future dropdown#toggle" data-dropdown-placement-param="top" data-term-id="294633994">job dropdown#toggle" data-dropdown-menu-id-param="menu_term_294633994" data-dropdown-placement-param="top" data-term-id="294633994"> openings .

Luckily, these dropdown#toggle" data-dropdown-placement-param="top" data-term-id="294633986">rejection emails aren't something that you need to write from scratch, and can be templated to make the process as simple as possible. Below you'll find tips on how to write a dropdown#toggle" data-dropdown-placement-param="top" data-term-id="294634012">rejection letter and even an applicant dropdown#toggle" data-dropdown-placement-param="top" data-term-id="294634012">rejection letter dropdown#toggle" data-dropdown-placement-param="top" data-term-id="294633993">template for you!

Why Write a Job Rejection Letter?

When it comes to the right and wrong way how to tell someone they didn't get the job, it's important to realize the effects of a "non-response." In this case, we’re referring to the lack of follow-ups after the interview, even though the candidate has already been deemed to be "rejected" internally. Frustration, impatience and a sense of false hope may accumulate, resulting in lasting negative sentiments towards your company. This may manifest in the form of a negative Glassdoor review, with the words "terrible interview experience" in the title. While this may be the worst case scenario, it is undeniable that many candidates expect some sort of reply from the company. 

Writing a job rejection letter helps to maintain a relationship with the applicant, who may potentially be a better fit for another team or role. With more experience and training, they may be suitable for future roles as well, and a positive recruitment experience will help in keeping them in the candidate pool. Most importantly, they will retain a good impression of your company.

Candidates will also realize that you respect the effort they've put into applying for the role and preparing for the interview(s). At the same time, it also provides a form of closure , so that they are not left anticipating a callback, but can instead focus their efforts on other companies. This is especially so if they felt like they nailed the interview and stood a chance. Instead of waiting for them to follow up after the interview (and having an influx of follow up emails in your inbox), sending the rejection letter shows initiative and does not result in anticipation and disappointment thereafter.

Furthermore, you will be able to preserve your employer brand . Remember that negative Glassdoor review we mentioned earlier? Studies have shown that 6 in 10 candidates will discuss their negative experience with the people around them, while 30% will discourage others from applying. This may in turn dissuade other qualified candidates from even applying to your company, which will reduce the candidate pool. 

Finally, rejection emails are also effective in keeping candidates as customers . If your brand is providing some sort of product or service, it is likely that these candidates are supporters of the product or service in the first place. Negative feelings towards the company may result in loss of support as they hold back on their purchases. The impact may even be amplified as many candidates are involved in the hiring process, which could lead to a drastic fall in profits or revenue when they are also lost as customers. 

Writing a Good Job Rejection Letter

Writing a good job rejection letter is not as hard as you think it is! Here are some points you can (and should) include:

Be Concise, and Swift

Keep letters professional and to the point. Send them out as soon as you know that the applicant is not suitable for the role. 

"Thank you"

The most important part of the rejection email - it is necessary to acknowledge their interest in your company, and the effort they've put into applying for the job, and complete the interview(s). It also emphasizes that you value their time. 

Personalization

This step is crucial, especially if they were involved in at least one round of interviews. Include the applicant's name and the title of the position, as well as certain pointers brought up during the interview which reflected well on them. If they were not approved in the resume screening stage, you may also set up an automated rejection email, which will put your company ahead of many others. 

You may also choose to include feedback, such as how they could improve based on their interview, or what was lacking which resulted in them not making the cut. This would also be helpful in their future interviews, and candidates will definitely be appreciative of the feedback. However, do ensure that this is phrased in a gracious and careful manner, or it may come across as criticism which may end up being insulting to the candidate.

Additionally, it's of the utmost importance that any feedback given is based solely around the candidate's answers and doesn't steer into subjective areas like "professionalism." You want to avoid any possible appearance of bias, and at the same time offer valuable recommendations for the candidate to succeed in the future. Nebulous feedback isn't very helpful, and also potentially opens your company up to possible allegations of bias.

To go the extra mile, you may even ask the candidate if they would like individual feedback. From my personal experience, the best hiring manager even offered to hop on a quick call and took the time to explain why I was not shortlisted for the particular role, which was heartwarming.

Invitation to Apply Again 

If you see potential in a particular candidate, you may let them know that they can apply for other opportunities available, or keep in touch and contact you should they see other openings which may be of interest to them.

Applicant Rejection Letter Template

Here are some templates which you may consider sending to applicants: 

Rejection letter for an applicant who will not get an interview

Rejection letter for an applicant who will not get an interview (version 2)

Rejection letter for an applicant after the interview 

Rejection letter for an applicant after the interview (version 2)

By including a well-written job rejection letter, you will be able to maintain a candidate's good impression of your brand, while at the same time prevent them from having false hopes and disappointment - which is a win-win situation for both parties. This will in turn elevate the hiring experience for all candidates! 

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Rejection Letter Samples for Unsuccessful Applicants

Sending a Rejection Letter Makes a Good Impression on Applicants

Theresa Chiechi © The Balance

• Hiring Best Practices
• Job Search Resources
• Employment Law
• Employee Motivation
• Employee Management
• Management Careers
• Management & Leadership
• Employee Benefits
• 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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• Sample Employment Letters: Job Offer, Rejection, and More
• Sample Email Rejection Letters for Job Applicants
• Sample Letters to Reject a Job Applicant After a Second Interview
• Sample Human Resources Letters
• Rejection Letter Samples Sent Following an Interview
• Candidate Rejection Letter Sample
• Why Employers Use an Application for Employment
• Are Employers Required to Notify Applicants Who Are Not Hired?
• Top 10 Tips for Hiring the Right Employee—Every Time
• Sample Termination Letters for the Workplace
• How to Communicate With Your Job Candidates
• Internal Employment Application: A Sample With Instructions
• Sample Letters of Termination for Cause
• Termination for Cause: Sample Letters for Follow-Up
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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 .

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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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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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Find out how homerun can help you organize your hiring workflow., related articles, collaborative hiring: 10 reasons why team-based hiring works and how to go about it, ats integrations to improve your hiring workflow, chatgpt hiring: how ai is shaking up recruitment (& what we think about it).

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Rejection letter or email to applicants - Letter Sample

This applicant rejection letter sample or rejection email template can save you a lot of time when sending responses to job applicants who did not qualify for your open positions. writing and sending a clear and positive rejection letter is crucial for ensuring a great employer branding and improving your candidate experience. this means that a rejection letter can have a direct outcome on your future hiring success.

How to send a rejection letter or rejection email

What is a rejection letter or email to applicants, the importance of a rejection letter or email to applicants, how to use this ejection letter sample or rejection email template, template for a rejection letter or email to applicants.

Use this rejection letter sample or rejection email template to save time. This rejection letter sample or rejection email template contains all the most important elements that a good rejection letter should have. Use this rejection letter sample or rejection email template and feel free to customize it to fit your own needs. 

Need more HR and recruiting templates like this rejection letter for applicants?

Check templates for Human Resources and templates for Recruiters . 

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Similar to this, further reading by topic.

How to write a job rejection letter

There’s no denying that informing a candidate that their application has been unsuccessful is among the least pleasant aspects of the recruitment process .

However, a well-crafted communication piece can also consolidate your brand presence, help foster professional development and pave the way towards potential opportunities down the track.

Here are five tips for creating a job rejection letter that goes the extra mile.

1. Make it personal

Treating your candidate as an individual rather than an anonymous applicant is critical to keeping your relationship intact.

Correctly spelling their name and maintaining accurate contact information bolsters your professionalism and acts as marker of respect.

Remember that your candidate may be a great fit for another job, so you want to end on a good note.

2. Get to the point

When it comes to writing an effective job rejection letter, it’s important to manage expectations wisely.

State that they have been unsuccessful in the first paragraph and follow up with a compelling reason for their rejection.

Most importantly, remember that transparency trumps dishonesty at all costs.

3. Focus on the positive

A candidate rejection letter can also serve as a powerful tool for professional development.

Spend the second paragraph offering some constructive criticism and don’t forget to summarise positive attributes and emphasise the skills that most impressed you.

Carefully considered feedback is invaluable to the applicant – it can help them cultivate a competitive edge.

4. Lay the foundations for a future relationship

Perhaps your recruitment drive was met with a multitude of flawless applications and filling the position saw you spoilt for choice. In this case, ask the applicant’s permission to keep their details and CV on file.

If you take this step, you forge the kind of candidate relationship that can pay mutual dividends down the track.

5. Finish on a gracious note

To leave a positive impression of your business, it’s vital to end your letter on a gracious note.

Make sure you thank the candidate for taking the time to meet for an interview and remind them that you’ll be in contact if a suitable position materialises in the future.

Don’t forget to wish them luck with their quest for a suitable job. A small dose of positive reinforcement can have a big impact when it comes to cementing their image of your business.

Make your job rejection letter as professional as possible

A job rejection letter can be a critical tool for building relationships with future employees and forging a reputation as a recruiter that goes above and beyond.

Reprioritising the role of rejection letters can work wonders for professional credibility and candidate trust.

Learn from Robert Half’s expert recruiters so you can build a talented team of employees or advance your career. Operating in over 300 locations worldwide and as one of the top work agencies in Sydney , Robert Half can provide you with assistance where and when you need it.

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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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Candidate rejection email template

A candidate rejection email is a formal letter sent to job candidates to inform them that they’re not moving forward to the next stage of your hiring process.

If you’re wondering about whether you should send a rejection email , it’s important to keep in mind that ignoring a rejected candidate could negatively impact your employer brand and sabotage your company’s candidate experience . Use this rejection email sample to build and maintain a relationship with your applicants.

Explaining why you’re rejecting candidates shows candidates that you appreciate the time and effort they took to apply to your job, and won’t leave them guessing. If, for example, they were skilled but lacked experience, they might consider applying again in the future. Or, if they applied late in your application cycle, or were more suitable for another position, you could reach out to them when there’s another opening.

If your candidate was in the final stages of your hiring process, you could suggest connecting on social media (e.g. LinkedIn) to stay in touch. But, if you know that you won’t reconsider a candidate in the future – it’s best to be honest and avoid alluding to future opportunities.

Even if you’re rejecting a candidate outright, adding a short personal note (like ‘good luck with your X project’ or ‘best of luck with your future endeavours’) will increase the likelihood of leaving a good impression.

This late-stage candidate rejection email template will help you inform your candidates that they’re not moving forward to the final stage of your hiring process. You can customize your email to give your candidates some feedback and details about why you decided to reject them, especially if they went through an interview process.

For candidates rejected through your resume screening process, you should opt for a simple, short message. You could also choose between a formal or casual tone, depending on your company culture. For more inspiration, read our post-interview , applicant and candidate rejection letter samples or our  job application rejection email template .

Sending rejection letters to candidates is an integral part of the hiring process. Signup for free to Workable’s all-in-one recruiting software for better candidate experience.

Candidate rejection email template

Email subject line.

Your application to [ Company_name ]

Dear [ Candidate_name ],

Thank you for taking the time to consider [ Company_name ]. We wanted to let you know that we have chosen to move forward with a different candidate for the [ Job_title ] position.

[ Optionally, include feedback from the hiring process for candidates who may be suitable for future openings: ] Our team was impressed by your skills and accomplishments. [ It’s best to include something that specifically drew your attention. ] We think you could be a good fit for other future openings and will reach out again if we find a good match.

Email sign off

We wish you all the best in your job search and future professional endeavors.

[ Your name ] [ Your email signature ]

• More email templates:  12 time-saving email templates for recruiters

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Unsuccessful Application Letter

Letter from company to inform applicant they have been unsuccessful

During the recruitment process, some applicants may be suitable enough to get the position while the rest is scratched off the list. Here, as an HR professional, you need to convey the rejection through a formal unsuccessful application letter. Writing an unsuccessful application letter can be confusing sometimes since it can be a failure notification to a wide group of job applicants. This letter is important to notify the applicants that they have been screened out. You must appreciate their efforts, motivate and encourage them to apply again for another job opening.

What to include in the letter?

Sending an unsuccessful application letter will show high professionalism while protecting your company from discrimination. It also provides the feedback for the candidate’s improvement. So, the letter should be brief, considerate, and straight. Getting an unsuccessful application letter is disappointing for the applicants. However, a well-composed rejection letter can minimize the heartbreak while encouraging the applicant to keep up with the job search.

Initiate the letter with thanking the candidate for showing interest in the position of your company. Convey that you regret to inform that the applicant will not be pursuing his/her candidacy for this position. Mention the reasons for being disqualified from the position clearly. Lastly, wish the applicants good luck for their future endeavours.

• Use your company’s letter heading
• Make the letter brief
• Address the applicant with his or her name in the salutation
• Thank the candidate
• State your decision
• Include supportive words
• End with a greeting and a signature

Why Choose HR Expert?

Finding ways to reduce the burden of daunting HR activities? Try out HR Expert templates. These templates are sure to make your HR management task smooth and easy to handle. Whether you need a letter, policy or flowchart, our comprehensive and legally compliant templates cover it all.

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