How To Write A Rejection Letter (With Examples)

When seeking candidates for open positions, one unavoidable aspect is the need to reject applicants who do not meet the necessary qualifications or fit the role. It is essential to consider sending rejection letters to those who are not selected.

Sending a rejection letter may seem minor, but it reflects positively on your organization and provides candidates with closure, allowing them to continue their job search elsewhere.

Candidates invest significant time and effort in the application process, from submitting their resumes to participating in interviews. Even if they do not secure the position, they deserve a respectful conclusion to their experience with your company.

Your rejection letter should be clear and concise, informing the applicant of their status after the interview. Below, we outline best practices for writing an effective rejection letter, complete with a template and examples.

Key Takeaways:

• Send the letter promptly once the decision is made to not consider the candidate further.

• Clearly state that they are no longer being considered for the position within the first few sentences of the letter.

• Provide constructive feedback to help them improve on any weaknesses they exhibited during the application or interview process.

Why Send a Rejection Letter

Receiving a rejection can be challenging for candidates. No one enjoys hearing “no,” especially regarding their skills or experience. However, the absence of any communication is an even worse experience.

Avoid burning bridges with rejection letters. While they can be personalized, many organizations find it efficient to use a template. This is entirely acceptable since the main purpose of a rejection letter is to inform candidates about their status.

Every candidate is a potential connection. The person you choose to reject could be associated with someone crucial to your business or even a future candidate you’re interested in. A positive experience, even in rejection, can significantly impact how your company is perceived.

This is why treating every interviewee with respect is vital, regardless of the interview outcome. Being respectful includes sending a rejection letter.

How to Write a Rejection Letter

1. Create an informative subject line. When sending a rejection letter via email, a clear subject line helps it stand out in the candidate’s inbox. Ensure to include your company name and the job title to avoid the letter being overlooked.

2. Thank the candidate for their time. Start the first paragraph by expressing gratitude for their time and effort. Acknowledge the time they took to apply and meet with your team. Specificity can show that the letter is personalized rather than generic.

3. Inform them they are no longer being considered for the position. Clearly state in the letter that they are not being considered further. This should be early in the letter.

   Optionally, provide a reason for their rejection. This feedback can help candidates learn and improve for future applications. Briefly outline what you were looking for that they may have lacked, such as specific experience or skills.

4. Offer positive feedback. To leave a favorable impression, include positive comments about their strengths. This helps them understand what to emphasize in future applications and can keep the door open for future opportunities.

5. Encourage them to apply for other positions. Suggesting they apply for other roles within the company fosters connections and relationships. They may not have been the right fit for this role, but they could be perfect for another.

   You can also mention that you will keep them in mind for future opportunities, especially if you believe they align with your company culture.

6. Sign off positively. Conclude with a positive note, thanking them again for their time, and wish them luck in their job search.

Rejection Letter Examples

Here are some templates to guide you in crafting your rejection letters. Tailor your message based on how far along the candidate was in the hiring process.

A concise message may suffice for candidates interviewed over the phone, while those who attended in-person or multiple interviews deserve a more thoughtful response, including constructive feedback.

1. Example 1

   Dear Sophia,

   Thank you for taking the time to interview for the Marketing Manager position at Apple, Inc. It was a pleasure to learn about your background and accomplishments.

   Regrettably, we have decided not to move forward with your application at this time.

   Please understand that the candidate pool at Apple, Inc. is highly competitive, and we frequently face difficult choices among many qualified applicants. We would like to retain your resume for future openings that may align with your expertise.

   We are available for any questions or additional feedback regarding your application or interviews.

   Thank you for your interest in Apple, Inc., and we wish you the best of luck in your job search. Your future is bright.

   Regards,
   Leslie Stanton

2. Example 2

   Hi Chelsea,

   Thank you for your interest in Salesforce and the time you dedicated to applying and interviewing for the Digital Marketing Manager position.

   Unfortunately, we have chosen to proceed with another candidate. We appreciate the opportunity to learn about your background and achievements.

   We anticipate further job openings in the coming months and hope you will consider us again for future opportunities.

   Wishing you all the best in your future endeavors.
   Joshua Tree

3. Example 3

   Dear Mr. Glass,

   Thank you for your interest in the job opening at Lucky Middle School. After careful consideration, we have selected another candidate. While your educational qualifications are impressive, we opted for a candidate with more hands-on experience.

   We will keep your resume on file for future openings that may align with your qualifications. Once you gain additional education experience through student teaching or another role, we encourage you to reapply for the Vice-Principal position at Lucky Middle School.

   Thank you for your time and interest, and we wish you success in all your future career endeavors. If you have questions or wish to discuss further, please call me at 505-346-000.

   Sincerely,
   Jenny Lopez, Superintendent

Rejection Letter Tips

As previously mentioned, many companies utilize rejection letter templates for candidates who did not secure the job. Templates streamline the rejection process, but personalizing each letter slightly following these best practices can enhance the candidate experience.

• Notify candidates promptly. Some organizations wait until they have selected their ideal candidate before informing others they were not chosen. This is not the best approach.

  Typically, you will have a good sense of whether the candidate is suitable for the role. If you are confident that they are not the right fit, inform them as soon as possible.

  If candidates are still in the running, it is acceptable to update them on their status within the candidate pool. Providing timely updates can create a positive impression of your organization.

• Personalize the rejection template. Templates save time and ensure you cover all essential points, but consider adding the candidate’s name and relevant feedback to personalize the message. Taking accountability for the rejection rather than hiding behind the company name fosters goodwill.

  Adding personal touches shows candidates that you valued their time.

• Be direct. Rejection is challenging enough; there is no need to elaborate unnecessarily. Keep your template concise—one to two paragraphs should suffice to convey the important information. Inform the candidate they are not moving forward and express appreciation for their time.

• Be honest. Candidates often seek feedback regarding their rejection. Being upfront about the reasons can minimize this inquiry. Collaborate with HR to understand what feedback you can provide.

  Offering constructive feedback enhances your company’s reputation and increases the chances that the candidate may improve for future interviews.

Types of Rejection Letters

Here are various scenarios in which a rejection letter may be necessary:

• Internship rejection. This applies when an applicant isn’t a good fit for the internship, potentially due to mismatched time commitments or unrealistic expectations.

• Unqualified candidate. This is used when an applicant lacks the necessary qualifications for the position.

• Post-interview rejection. This letter is sent after the interview if the candidate demonstrated poor communication skills or left a negative impression.

• Internal candidate rejection. This applies when an internal candidate applies for a position they do not qualify for.

• Late application. If an applicant applies too late to be considered, they may still be qualified but missed the deadline. If they’re still interested, you may assist them with resubmission for future positions.

• Mismatched applicant. This applies when a candidate is not the right fit for the position they applied for but may be suitable for another role.

Providing Feedback in the Rejection Letter

While not mandatory, providing feedback can be invaluable for candidates eager to enhance their prospects for future roles. Without it, improving their interview skills or understanding necessary qualifications can be challenging.

Candidates deserve feedback, and offering it can significantly enhance your company’s reputation.

When providing feedback, aim for a balance of honesty and respect. The following tips can help:

• Be respectful. Regardless of how the candidate presented themselves, owe them your respect. Rather than directly criticizing, use constructive language to explain your decision.

  A brief mention should suffice; avoid dwelling on negative aspects.

• Be genuine. Offering feedback should come from a sincere desire to help. If it feels insincere, candidates may perceive it negatively. Treating candidates with respect can lead them to recommend your company or leave positive reviews.

• Focus on the job. Tailor your feedback to the specific job or career the candidate is pursuing. Relevant feedback will be the most beneficial.

• Be constructive and clear. Avoid vagueness in your feedback. Candidates need specific, actionable insights they can work on immediately. Being unclear can lead to confusion and increased anxiety about future interviews.

• Provide examples, if possible. Offer specific details regarding why they may not have answered a question adequately or what skills they are missing. This guidance will help them focus on key aspects of their resume to improve their chances in future applications.

Author

Caitlin Mazur

Caitlin Mazur is a freelance writer at Zippia. Caitlin is passionate about helping Zippia’s readers land the jobs of their dreams by offering content that discusses job-seeking advice based on experience and extensive research. Caitlin holds a degree in English from Saint Joseph’s University in Philadelphia, PA.