Job Rejection Letters to Unsuccessful Applicants( 10 Samples)

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

    What is a rejection letter?

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

    Types of rejection letters

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

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

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

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

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

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

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

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

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

     

    Tips for Writing a Good Candidate Rejection Email

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

    Rejection letter samples

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

    1. Job Rejection Letter: Appreciation for Your Application 

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

    Sample: 

    Dear [Applicant’s Name],

    Re: Job Application for [Position Title]

    Thank you for applying for the [Position Title] position at [Your Company/Organization]. We appreciate your time and effort in submitting your application.

    While we were impressed with your qualifications, we regret to inform you that we have decided to move forward with another candidate whose skills and experience more closely match the requirements of the position.

    We genuinely appreciate your interest in joining our organization, and we encourage you to continue pursuing opportunities that align with your skills and career goals.

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

    Sincerely,

    [Your Name]

     

    2. Regretful Job Rejection: Thank You for Applying 

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

     Sample:

    Dear [Applicant’s Name],

    Re: Job Application for [Position Title]

    Thank you for applying for the [Position Title] position at [Your Company/Organization]. We appreciate your interest in our organization and the time you invested in submitting your application.

    After careful consideration, we regret to inform you that we have decided to pursue other candidates whose qualifications more closely align with the requirements of the position. Please understand that this decision does not reflect any shortcomings on your part.

    Your skills and experience are valuable, and we do not doubt that you will find the right opportunity to showcase them.

    Thank you once again for your application, and we wish you every success in your future endeavors.

    Sincerely,

    [Your Name]

     

    3. Job Application Outcome: Unfortunately, Not Selected 

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

     Sample: 

    Greetings, [Applicant’s Name].

    Re: [Position Title] Job Application

    We appreciate you recently applying for [Position Title] at [Your Company/Organization]. 

    We regret to notify you that you were not chosen for the job after careful evaluation. It was difficult to choose from the many highly talented individuals in our pool. 

    We urge you to take advantage of possibilities that match your abilities and professional goals. Thanks to your credentials and expertise, you are a strong candidate, and we have no doubt that you will find the proper fit somewhere else.

     Once again, thank you for considering [Your Company/Organization] as a potential employer. We wish you success in all of your upcoming endeavors.

     Sincerely,

     [Your Name]

    4. Job Rejection Letter: Appreciation and Encouragement 

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

     

    Sample: 

    Dear [Applicant’s Name],

    Re: Job Application for [Position Title]

    Thank you for applying for the [Position Title] position at [Your Company/Organization].

    After carefully reviewing your qualifications and experience, we regret to inform you that we have decided not to proceed with your application at this time. While this decision may be disappointing, please understand that it does not diminish your skills, achievements, or potential.

    Your [mention specific skills/experience] impressed us, and we have no doubt that you will find a suitable opportunity to showcase your talents.

    We believe the right position is waiting for you, and we wish you the best in your future endeavors.

    Should future opportunities that match your qualifications arise, we would be delighted to have you reapply and consider you for those positions.

    Thank you for your understanding, and we genuinely appreciate your interest in our organization.

    Sincerely,

    [Your Name]

     

    5. Regretful Decision: Your Job Application Outcome 

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

     Sample: 

    Dear [Applicant’s Name],

    Re: Job Application for [Position Title]

    We want to thank you for your application at [Your Company/Organization] for the post of [post Title]. 

     However, we regret to inform you that, at this stage, we will be moving ahead with another candidate. This decision was taken after a thorough assessment.

     Our applicant pool was full of competent candidates, and we eventually chose a candidate with a stronger connection to the position’s demands. 

     We appreciate your positive attributes and think you have a lot to contribute. 

     

    Sincerely,

     [Your Name]

     

    6. Job Application Result: Thank You for Your Interest 

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

     

    Sample: 

    Greetings, [Applicant’s Name].

     Re: [Position Title] Job Application

    We appreciate you recently applying for [Position Title] at [Your Company/Organization]. 

    We chose another candidate whose expertise and qualifications more closely match the requirements of the post, even though you have important skills and certifications.

     We recognize that looking for a job can be difficult, but we want to encourage you to keep looking for possibilities that fit your qualifications and professional objectives.

     We hope that our paths will cross again in the future because we have no doubt that your perseverance and skills will lead you to success.

     Regards, [Your Name]

    7. Job Rejection Letter: Gratitude for Your Candidacy 

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

     Sample: 

    Greetings, [Applicant’s Name].

    Re: [Position Title] Job Application

    We appreciate you recently applying for [Position Title] at [Your Company/Organization]. We value your interest in working with us and the time you put into the application.

    We chose a candidate whose abilities and experience more closely match the demands of the post despite the fact that we recognized your qualifications and potential in the competitive pool of applicants.

    We still appreciate your interest in our company and wish you luck in your further endeavors. 

    Regards,

    [Your Name]

     

    8. Unsuccessful Application: Acknowledging Your Efforts 

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

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

     Sample: 

    Dear [Applicant’s Name],

     Re: Job Application for [Position Title]

     Thank you for applying for the [Position Title] position at [Your Company/Organization]. 

    We had a significant number of well-qualified applicants. 

     While we recognize your potential, we have selected another candidate whose skills and experience more closely align with our current needs.

     We sincerely appreciate your interest in our organization and wish you the best in your future endeavors. Should future opportunities that match your qualifications arise, we would be delighted to have you reapply and consider you for those positions.

     

    Sincerely,

    [Your Name]

     

    9. Job Rejection Letter: Sincere Appreciation for Applying 

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

     Sample: 

     

    Dear [Applicant’s Name],

    Re: Job Application for [Position Title]

    Thank you for your recent application for the [Position Title] position at [Your Company/Organization]. We sincerely appreciate your interest in our organization and the time you devoted to submitting your application.

    After careful consideration, we regret to inform you that we have chosen to pursue other candidates who closely match the requirements of the position. We recognize your qualifications and acknowledge the effort you put into your application.

    We wish you every success in your job search and your future endeavors. Should future opportunities arise within our organization that match your qualifications, we would be delighted to have you reapply and consider you for those positions.

    Sincerely,

    [Your Name]

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

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

     

    Sample: 

    Greetings, [Applicant’s Name].

    Re: [Position Title] Job Application

    We appreciate your effort in applying for [Position Title] at [Your Company/Organization]. 

    We regret to inform you that we have chosen not to move forward with your candidature after a thorough assessment. Although your credentials are remarkable, we chose a candidate whose abilities and experience more closely match the demands of the position from a competitive field of applicants.

    We greatly appreciate your interest in our company and wish you luck in your hunt for employment. We value your time and effort and are honored that you are thinking about us as a potential employer.

     

    Best wishes

     [Your Name]

    How Employers Benefit from Rejection Letter Templates

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

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

    Frequently Asked Questions

    1. Why do companies send job rejection letters?

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

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

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

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

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

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

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

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

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

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

    6. How do you politely reject a candidate?

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

    7. How do you write a good rejection email?

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

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