Job Rejection Letters to Unsuccessful Applicants (10 Samples)

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

What is a rejection letter?

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

Types of rejection letters

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

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

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

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

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

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

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

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

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

Tips for Writing a Good Candidate Rejection Email

• Address rejection directly: Beating around the bush is the last thing you must do with a rejection letter. Address the reason for rejection directly and let the candidate know where they stand so they don’t keep hopes of an update from your company.
• Be gracious and courteous: The tone of the rejection letter should be formal yet polite and considerate. Open the letter with “It was a pleasure meeting/speaking with you….”
• Add a touch of personalization: Add details about your interview and highlight strengths. Personalizing rejection emails makes candidates accept the rejection more positively.
• Refrain from using negative language: Frame the rejection in a positive light. Mention the competitive nature of the process instead of focusing on shortcomings.
• Don’t keep the candidates waiting: Send rejection letters promptly once a hiring decision is made to protect your employer brand.