Applicant Rejection Email

An applicant rejection email or rejection mail is a communication sent to inform a candidate that they have not been selected for a position. This rejected email to candidate typically conveys the decision of the hiring team or employer and may include reasons for the decision or simply express gratitude for the candidate’s interest in the position. A job rejection email aims to maintain a professional and respectful tone while providing closure to the candidate’s application process.

What should be included in a rejection email?

A rejection email should be courteous, concise, and respectful of the candidate’s time and effort. It should clearly communicate the decision while maintaining professionalism and leaving a positive impression.  

Here’s what should be included in a rejection email: 

• Greeting: Address the candidate by name in the greeting to personalize the email. 
• Thank You: Express gratitude for the candidate’s interest in the position and for taking the time to apply. 
• Decision: Clearly state the decision that has been made regarding their application. Use polite and straightforward language. 
• Feedback (Optional): Offer constructive feedback if appropriate and helpful for the candidate’s future job search. Be specific but tactful, focusing on areas for improvement rather than personal shortcomings. 
• Encouragement: Encourage the candidate to continue pursuing opportunities that align with their skills and experience. Reinforce that the decision was based on the specific needs of the role and organization, rather than a reflection of their qualifications or worth as a candidate. 
• Wish for Success: Wish the candidate success in their future endeavors. This demonstrates goodwill and maintains a positive relationship with the candidate, which may be beneficial in the long term. 
• Closing: End the email with a courteous closing, such as “Best regards” or “Sincerely,” followed by your name and title. 

10 Applicant Rejection Email Samples for various situations

1. General rejection email

Subject: Application Update: [Position Title] 

Dear [Applicant’s Name] 

Thank you for your interest in the [Position Title] role at [Company Name]. We appreciate the time and effort you invested in the application process. After careful consideration, we decided to move forward with another candidate whose skills and experience more closely align with our needs. We appreciate your interest in joining our team and wish you all the best in your future endeavors. 

Best regards, 

 [Your Name] 

 [Your Title] [Company Name] 

2. Post-interview rejection email 

Subject: Application Update: [Position Title] 

Dear [Applicant’s Name], 

Thank you for taking the time to interview for the [Position Title] role at [Company Name]. We appreciate the opportunity to learn more about your skills and experience. After careful consideration, we have decided to move forward with another candidate who we believe is the best fit for the position. We sincerely appreciate your interest in joining our team and wish you continued success in your job search.  

Best regards,  

[Your Name]  

[Your Title] [Company Name] 

3. Application withdrawn by candidate 

Subject: Application Update: [Position Title] 

Dear [Applicant’s Name], 

Thank you for your recent application for the [Position Title] role at [Company Name]. We have received your request to withdraw your application from consideration. We respect your decision and have removed your application from our review process. We appreciate your interest in our organization and wish you the best in your future endeavors.  

Best regards,  

[Your Name]  

[Your Title] [Company Name] 

4. Position filled internally 

Subject: Application Update: [Position Title] 

Dear [Applicant’s Name], 

Thank you for your interest in the [Position Title] role at [Company Name]. We regret to inform you that we have decided to fill the position internally and will not be moving forward with external candidates. We appreciate your interest in our organization and encourage you to explore other opportunities with us in the future. 

Best regards,  

[Your Name]  

[Your Title] [Company Name] 

5. Application does not meet minimum requirements 

Subject: Application Update: [Position Title] 

Dear [Applicant’s Name], 

Thank you for your interest in the [Position Title] role at [Company Name]. After reviewing your application, we have determined that your qualifications do not match our current needs for this position. We appreciate your interest in our organization and wish you success in your job search.  

Best regards, 

 [Your Name]  

[Your Title] [Company Name] 

6. Position put on hold 

Subject: Application Update: [Position Title] 

Dear [Applicant’s Name], 

Thank you for your interest in the [Position Title] role at [Company Name]. Due to unforeseen circumstances, we have decided to put the hiring process for this position on hold temporarily. We will keep your application on file and may reach out to you in the future if the position becomes available again. We appreciate your understanding and patience. 

Best regards,  

[Your Name] 

[Your Title] [Company Name] 

7. Application for a different role 

Subject: Application Update: [Position Title] 

Dear [Applicant’s Name], 

Thank you for your interest in joining our team at [Company Name]. While we have decided not to move forward with your application for the [Position Title] role, we would like to encourage you to consider other opportunities with us that may be a better fit for your skills and experience. We appreciate your interest in our organization and hope to work with you in the future. 

Best regards,  

[Your Name]  

[Your Title] [Company Name] 

8. Unsuccessful trial period 

Subject: Application Update: [Position Title] 

Dear [Applicant’s Name], 

Thank you for your recent trial period with [Company Name]. After careful evaluation, we have decided not to move forward with your employment beyond the trial period. We appreciate the time and effort you dedicated to the role and wish you the best in your future endeavors. 

Best regards,  

[Your Name]  

[Your Title] [Company Name] 

9. Not a cultural fit 

Subject: Application Update: [Position Title] 

Dear [Applicant’s Name], 

Thank you for your interest in the [Position Title] role at [Company Name]. After careful consideration, we have determined that your professional experience and qualifications align with our requirements. However, we believe there may not be a suitable cultural fit between you and our organization. We appreciate your interest in our company and wish you all the best in your job search. 

Best regards,  

[Your Name]  

[Your Title] [Company Name] 

10. Post-interview feedback request 

Subject: Application Update: [Position Title] 

Dear [Applicant’s Name], 

Thank you for your interest in the [Position Title] role at [Company Name]. While we have decided to move forward with another candidate, we appreciate the opportunity to interview you and learn more about your qualifications and experiences. If you want feedback on your interview or have questions about the decision-making process, feel free to contact us. We wish you the best of luck in your job search and future endeavors. 

Best regards, 

[Your Name]  

[Your Title] [Company Name] 

Frequently Asked Questions

1. How long should a job rejection email be? 

A job rejection email should be concise and to the point, typically no longer than a few paragraphs. It should convey the decision respectfully and provide any necessary information without unnecessary elaboration. 

2. Should I ask for candidate feedback through a rejection email? 

Yes, it’s a good practice to offer candidates the opportunity to provide feedback. This shows that you value their perspective and can provide valuable insights for improving your recruitment process in the future. 

3. How can a rejection email leave a positive impression on a candidate? 

A rejection email can leave a positive impression by expressing appreciation for the candidate’s time and effort, offering constructive feedback if possible, and leaving the door open for future opportunities or networking. Maintaining a professional and empathetic tone throughout the email can also contribute to a positive experience for the candidate. 

4. What should I include in a rejection email? 

In a rejection email, you should clearly communicate the decision, express gratitude for the candidate’s interest in the position, offer any constructive feedback if available, and extend best wishes for their future endeavors. Additionally, providing information on keeping in touch for potential future opportunities or networking can further enhance the candidate’s experience.