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7 Rejection Letter Samples to Send to Unsuccessful Applicants

10 min read · Updated on December 08, 2023

Ken Chase

Simplify the rejection notification process with these sample rejection letters

Whenever you hire a new employee, it almost always means that you selected them over other applicants. Obviously, the courteous thing to do is to let each of them know that 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. Unfortunately, writing those letters is not always the easiest thing to do.

In this post, we'll explain why rejection letters are important and offer some tips to help you craft your own rejection letter templates. We'll then provide seven sample employment rejection letters that you can customize to fit your company's needs.

Why send out a job rejection letter?

Obviously, sending out rejection letters to applicants does take up precious time, but there are good reasons why companies do this. First, a polite rejection notice is considered good etiquette, since it lets the candidate know that the job has been filled. That confirmation shows that you respect their time enough to help them avoid wasting it on a job that's no longer available. It also helps to avoid any candidate confusion by helping them to 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 to provide uniform answers to explain why a candidate was rejected, as well as advice that 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 your own employer rejection letters

So, how do you write a positive and helpful employment rejection letter? The following tips can help you to determine what to include in your template letters, and 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 that they may also be pursuing other open positions, so you're doing them a favor by letting them know that your company's job has been filled.

You can send the rejection 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.

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.

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.

As a rule, keep your letter limited to no more than three short paragraphs. The first one can simply thank them for their interest and let them know that you've decided not to hire them. 

The second paragraph can include some positive affirmation, by focusing on anything that impressed you during their interview, and perhaps cite a reason why they've been rejected. If you might consider them for a different job in the future, tell them that too. 

Finally, your third paragraph should simply thank them again and wish them well in their efforts to land the right job in the future.

Seven rejection letter samples

Below, we've included seven example 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 want to thank you again for your interest in working with us and 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 that 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.

Again, thank you for getting in touch with us and providing us with your resume and application. 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. Thanks for reaching out to us and 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. Again, we want to thank you for your commitment to the process and 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.

Though you have already been notified of our decision in that brief call, I still want to take a few moments to say 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 again 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 have decided to offer the job to another candidate.

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

Thanks again for your dedication and interest in joining our firm. 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, so it's important 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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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.

  • Rejection Letters: Applicants Who Won't Receive an Interview
  • Sample Letters to Reject a Job Applicant After a Second Interview
  • Rejection Letter Samples
  • Application Acknowledgement Letter Sample
  • Sample Email Rejection Letters for Job Applicants
  • How to Write Job Candidate Rejection Letters
  • How to Reject a Job Applicant Politely
  • Candidate Job Rejection Letter and Email Examples
  • Rejection Letters for Every Kind of Candidate
  • Why Use a New Employee Welcome Letter?
  • What Is Included in a Job Offer Letter (With Examples)
  • Types of Professional Business Letters
  • Salary Increase Letter Sample
  • Business Letter Format With Examples
  • Marketing Cover Letter Example and Writing Tips
  • Job Rejection Letter Samples

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 .

Want templates for job descriptions to attract the best candidates?

Click here for Fountain’s job description templates , which include bank teller, delivery driver, retail cashier and more. You can even use our interview preparation checklist to prepare in advance for your interviews with each candidate.

After you’ve filled in your job description templates, you can use Fountain’s Boost to get your description in front of the most qualified candidates on both free and paid platforms.

For quicker and more efficient sourcing and hiring, find out about how to Boost a job here .

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Never the Right Word

6 Polite Emails to Reject Unsuccessful Job Candidates

Business and Career Discussions , Email and Letter Templates

Rejecting candidates is part and parcel of the recruitment process. While it’s courteous to let all applicants know whether or not they have got the job, or whether or not they have even been invited for an interview, this doesn’t always happen. Most hiring managers don’t always let applicants know about their progress in the recruitment process. Some employers only contact candidates who are successful at interview, while others notify applicants who haven’t been invited for an interview.

However, it’s always a good idea to send rejection emails to candidates who have not been successful at interview. Not only does it speak volumes about your company and its culture, but it also helps you create a healthy talent pipeline and improve your employer branding. Here are six sample templates that show you how to tell a job applicant that they have been turned down.

Illustrations courtesy of Shutterstock .

Email Template 1 | “We Liked You, but Not This Time..”

Dear [Insert Name], Thank you for taking the time to attend the interview for the [Job title]. Our team appreciates your interest in the role and in our organization. Unfortunately, on this occasion, your application was not successful, and we have appointed an applicant who we believe more closely matches the skills required for the job position. We really appreciate you taking the time to attend the interview and hope that you will apply for other job openings at our organisation in the future. Best regards, Signature Hiring Manager.

This sample letter politely notifies the applicant that they have been rejected and explains that another applicant whose skills were a better fit. Always encourage the rejected applicant to apply for other openings, if you think this is appropriate.

Email Template 4 | “Come Back to Us When You’ve Built Up More Experience”

Dear [Applicant Name], I’d like to thank you for your interest in the [Job title] at [Company name] and for the time you’ve invested in the interview process. Unfortunately, we’ve decided to move forward with another applicant. While your qualifications are impressive, we needed an applicant with more hands-on experience. Should you wish to apply for similar roles in the future, when you have built up more direct experience, we would be very happy to offer you another interview. On behalf of [Company name], I would like to thank you for your application and to wish you well in your future endeavours. Sincerely, [Your Name] [Your Job Title]

This is one of the politest rejection templates in this post. The hiring manager acknowledges that the applicant’s qualifications are great but still has to reject their application. The manager goes ahead and provides a genuine explanation for the decision. Additionally, he/she is willing to consider the applicant for future job opportunities at the company.

This article was originally published on https://www.nevertherightword.com . If this article appears on any other site other than https://www.nevertherightword.com without clear referencing it is a violation of the copyright owned by https://www.nevertherightword.com .

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Email Template 5 | “Unfortunately Your Credentials Don’t Fulfill What We’re Looking For”

Dear [Insert Name], I am writing to let you know that your recent application for the position of [Insert Job Title] at [Insert Company Name] was not successful. We interviewed a large number of applicants for the position, and several of those candidates had the experience that directly related to the role. Whilst your credentials and experience are impressive, they do not closely correlate with the requirements for this particular role. Thank you for taking the time to meet our interview team. We will, of course, keep your CV on file for future job openings that may be of interest to you. Kind Regards, [Your Name]

The hiring manager in this letter provides a clear explanation as to why the company didn’t hire the applicant. This helps rejected applicants understand the company’s needs and the type of applicants that best fulfill those needs.

Email Template 6 | “You’re More Suited to Another Vacancy We Have”

Dear [Insert Name], Thank you for your recent application for the role of [Insert Job Title] at [Insert Company Name]. Whilst your application was not successful, the interviewing team was very impressed by you and felt that you might be more suited to another role that is currently available within the company. I have attached job description for the [Insert job title] role, for your consideration. If you’d like to arrange an interview for this role, please contact our HR team on [Insert telephone number]. I look forward to hearing from you and wish you well with your future endeavours. Kind Regards, [Your Name] [Your Job Title]

Like most templates in this post, the HR manager is polite and starts by thanking the applicant for their interest in the company and applying for the job. Although the letter doesn’t provide insight into why the current application was unsuccessful, it acknowledges the applicant’s accomplishments and invites them to apply again for a more suitable role.

letter of unsuccessful application

These six templates provide an insight into how to tell a job applicant that they have been turned down. You can just copy and paste them or use them as a starting point to develop your own letters or emails. Just make sure that the message is brief and clear about the rejection.

At Never the Right Word, our aim is to give you practical examples of how to handle life’s difficult conversations. If you have an awkward situation that you’d like example templates for, request a topic here .    

If you’re interested in further reading, we’ve also included links to our trusted resources and related posts below. To find out more  about NTRW  and our  recommended tools , you can do that  here .   

Lastly, if you found this content helpful or want to share your own examples, let us know in the comments. We’d also be delighted if you shared this article and joined us on social media too!

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Scripts & Templates for Life’s Uncomfortable Conversations. Learn more about NTRW here. NTRW is supported by adverts and affiliate marketing links. For more info, please see our Earnings Disclosure .

This site does not constitute legal, mental, or medical health advice, please consult a competent licensed professional. If you have questions please Contact Us .

letter of unsuccessful application

Never the Right Word

Hi there! I’m Amy , and I’m the person behind Never the Right Word. I’m a designer-by-day who’s fascinated by human psychology; you’ll find me learning about what makes others tick through all types of media and good old-fashioned conversation. Learn more about me here.

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When it comes to the hiring process, rejection letters play a significant role in maintaining a positive candidate experience. Addressing unsuccessful applicants with tact and respect reflects well on your company's professionalism and helps build a favorable reputation for your brand. Crafting well-written and thoughtful rejection letters can help you attract potential employees in the future. 

In this article, we will provide seven rejection letter samples to send to applicants deemed unfit for the job. These templates will assist you in delivering clear, concise, and courteous messages to unsuccessful candidates while maintaining a professional yet approachable tone.

How do you write a rejection letter politely?

Before we dig into those samples, there are a few things you should know about crafting a rejection letter. The first thing to remember is you’re sending a document that has the potential to ruin someone’s day, so remember the human factor. You want the rejection letter to be professional, but embracing empathy is important, also. 

Here are some additional tips for crafting your rejection letter:

Be direct and clear about the outcome. You can even provide a bit of an explanation for the decision so that the candidate knows what they need to work on to improve their skills or qualifications. 

Offer encouragement . Dr. Barbara Fredrickson, a positivity researcher, suggests a 3-to-1 positivity ratio – for every negative, include 3 positives. Rejection doesn’t have to be cold and detached, nor does it have to be overtly negative. 

Personalize your template. When you personalize the letter to address the candidate by name and mention specific details about their application or interview, you add some authenticity to their whole experience. 

Sample 1: A polite nudge for future opportunities

Dear [Applicant's Name],

We want to extend our appreciation for your interest in the [Job Title] role at [Company Name]. Your application showed your dedication, and we value the effort you put into the process.

While your qualifications and experience are commendable, we have chosen to move forward with another candidate who possesses skills that more closely align with our current requirements.

However, we genuinely recognize your potential and would like to encourage you to interview for future openings that might be a better fit for your qualifications. We invite you to keep an eye on our job postings and apply again when the right opportunity arises.

Once again, thank you for your interest in joining our team. We wish you the best of luck in your job search and hope to connect with you in the future.

[Your Name] [Your Job Title]

Sample 2: Rejection for an unqualified candidate

Thank you for considering [Company Name] for the [Job Title] position. We appreciate your interest in joining our team.

After a careful review of your application, we are sorry to say that we have chosen another candidate whose qualifications are more closely aligned with the requirements for this role.

While your application showcased [mention one or two positive aspects from their application], we believe that the specific skills needed for this position differ from what you currently offer.

Please feel free to explore other opportunities that might be a better match for your skills and expertise.

Thank you once again for your application. We wish you the best in your job search and future endeavors.

Sample 3: Appreciation for a positive experience

We extend our gratitude for considering [Company Name] as a potential employer for the [Job Title] position. Your interest is genuinely appreciated.

Upon reviewing your application, we acknowledge your impressive credentials and qualifications. However, it is evident that the culture and values that shape [Company Name] may not align with your professional aspirations.

We believe that a harmonious relationship between our team members and our company culture is vital to both personal growth and collective success. In this instance, we regret that we are unable to proceed further with your application.

We sincerely encourage you to continue your journey in pursuit of opportunities where your skills and ambitions will seamlessly integrate with the organization's ethos. Your dedication to crafting a meaningful career path is admirable, and we have no doubt that you will find the perfect match.

Thank you for your interest in [Your Company Name]. We wish you the best in your endeavors, both professionally and personally.

Warm regards,

Sample 4: Gratitude and encouragement for growth

We sincerely appreciate your interest in the position of [Job Title] at [Your Company Name]. Your application showcased your dedication and enthusiasm for joining our team.

Although we were impressed with your skills and qualifications, we have chosen to move forward with a candidate who more closely aligns with the specific requirements for this role.

We want to encourage you to continue developing your talents and experience, as we believe you have the potential to excel in your professional journey. Please consider applying for future openings, as we would be delighted to consider your candidacy again.

Thank you once again for your interest in [Your Company Name]. We wish you all the best in your career endeavors.

Sample 5: Recognition due to late application

Thank you for expressing interest in the [Job Title] position at [Company Name]. We appreciate your proactive approach to joining our team.

Regrettably, we have already progressed into the advanced stages of the selection process. Your application, while impressive in showcasing your skills and qualifications, was received after our deadline for evaluation.

Given the high level of interest in this position, we had to adhere to a strict timeline. As a result, we are unable to consider applications submitted beyond the specified cutoff date. We understand that timing can be a critical factor in job searches, and we regret any inconvenience this may cause. We encourage you to stay updated with our future openings and ensure that your application is submitted within the designated timeframe.

Thank you for considering [Company Name]. We wish you success in your job search and hope to have the opportunity to consider your application for future roles.

Best regards,

Sample 6: Post-interview rejection

We sincerely appreciate your time and effort throughout the interview process for the [Job Title] position at [Company Name]. Your enthusiasm for the role and your thoughtful responses were truly valued.

After we concluded our rounds of interviews, having spoken to more than 25 equally impressive candidates, we have chosen someone whose qualifications more closely align with the specific needs of the position. Please know that this decision does not diminish the impressive skills and experience you demonstrated during the interview. It was a pleasure to learn about your achievements and aspirations.

We genuinely appreciate your interest in becoming a part of the [Company Name] team. We encourage you to keep an eye on our future job postings and consider applying for positions that match your expertise.

Thank you once again for your time and interest. We wish you continued success in your career journey.

Warmest regards,

Sample 7: Appreciation and encouragement to stay connected

We extend our appreciation for your interest in expanding your role within [Company Name] by applying for the [Job Title] position. Your dedication to our organization and your desire to contribute further is commendable and appreciated.

After carefully reviewing all of the applications we've received, we made the decision to move forward with another candidate. Don't be discouraged, though. Your accomplishments and contributions are recognized and valued, the selection process was highly competitive, and another candidate's qualifications were more aligned with the specific requirements of the role.

Please understand that this outcome does not diminish the significant role you continue to play within our organization. Your ongoing commitment is integral to our success.

We encourage you to maintain your enthusiasm for growth and advancement within [Your Company Name]. Your skills and expertise will undoubtedly be sought after in future opportunities that align with your career goals.

Thank you for your ongoing dedication to our company. We look forward to your continued contributions and hope to have the opportunity to consider your application for future internal positions.

Avoid ghosting job seekers

It is easy to send out an offer letter to the candidate you choose for your role and let everyone else guess that they didn’t get the job. As a professional, you should avoid doing that. Rejection letters are more than just a courtesy, they bridge the gap between your company and candidates. You’ll likely need to fill new jobs in the future; therefore, you want your company to have the reputation of being transparent and respectful to attract future job seekers. Ghosting can have lasting negative effects on a candidate's morale and perception of your company. 

In the end, be professional yet approachable

Crafting rejection letters with a professional yet approachable tone is essential in the hiring process. Utilizing these seven sample rejection letter templates will enable you to communicate respectfully and courteously with candidates who are deemed unfit for the job. 

If you're receiving a lot of rejection letters or are being ghosted by companies, it may have something to do with your resume. Let ZipJob's resume writing service help you open doors to new job opportunities.

Recommended reading: 

How Long Does it Take to Hear Back From a Job Application in 2023?

Being Unemployed: How Long is Too Long?

5 Places to Get Feedback on Your Resume

Marsha Hebert, Professional Resume Writer

Marsha is a resume writer with a strong background in marketing and writing. After completing a Business Marketing degree, she discovered that she could combine her passion for writing with a natural talent for marketing. For more than 10 years, Marsha has helped companies and individuals market themselves. Read more advice from Marsha on ZipJob's blog .

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Rejection Letter Examples For After an Interview

letter of unsuccessful application

When Employers Notify Applicants

  • What's Included in a Rejection Letter
  • Examples of Job Rejection Letters
  • Rejection Letter Example
  • Rejection Email Example
  • What to Do if You Don’t Hear Back

Julie Bang / The Balance 

Are you a job seeker wondering if you will be notified if a company opts not to hire you after they have interviewed you to evaluate your candidacy? Or are you a  hiring manager  who needs to let a candidate know that they weren't hired?

Even though the appropriate protocol is to notify all the candidates that employers interview for a job, this, unfortunately, doesn’t always happen. Employers aren't required to notify applicants, even though it's courteous to inform candidates who haven't been selected to move forward in the hiring process.

Employers don’t always provide applicants with the courtesy of letting them know where they stand in the  hiring process , though some do provide status updates to candidates.

  • Some employers let every candidate know the status of their application.
  • Some companies notify applicants who haven’t been accepted for an interview, while others only contact candidates they wish to discuss the job with.
  • Some employers don’t even notify applicants who interview that they weren’t  selected for a second interview  or the job.
  • Other companies may send rejection letters to applicants who are not selected for a position after the interview process is complete.

You may not receive a letter directly after your interview, if the organization notifies applicants.

Many employers wait until they have hired someone for the job before notifying the other candidates.

That’s because they may want to give the applicant pool another look if their leading candidate rejects their job offer.

What is Included in a Rejection Letter Sent After a Job Interview

If you do receive a rejection letter, don’t expect it to include a reason why you weren’t offered a job. Employers are concerned about discrimination issues.

Reasons for rejecting an applicant could be construed as discriminatory if they are based on age, gender, national origin, religion, marital status, pregnancy, or disability.

It’s safer, from a legal perspective, for companies to write a simple rejection letter that thanks the interviewee for taking the time to meet with the hiring manager. If the company is interested in considering an applicant for other openings, the letter may state that as well.

Examples of Rejection Letters

If a company does send rejection letters, the following are examples of what you may receive if the organization has decided not to pursue your candidacy for a job.

Rejection Letter After a Job Interview Example

Carolyn Zho Human Resources Manager XQT Company 103 Main Street Jamestown, NY 11224

February 15, 2022

Reginald DeLoatch 10 Smythe Avenue, Unit 1A Buffalo, NY 11222

Dear Mr. Deloatch,

Thank you very much for taking the time to interview with us for the Customer Service position. We appreciate your interest in the company and the job.

I am writing to let you know that we have selected the candidate whom we believe most closely matches the job requirements of the position.

We do appreciate you taking the time to interview with us and encourage you to apply for other openings at the company in the future.

Again, thank you for your time.

Signature (hard copy letter)

Carolyn Zho

Rejection Letter After a Job Interview Email Example

Subject:  Marketing Associate Position

Dear Ms. Hagardon,

I appreciate you taking the time to meet with me to discuss the Marketing Associate position at ABC Company. Your time and interest in the position are much appreciated.

I would like to inform you that we have filled the position. However, we will keep your application on file for consideration if there is a future opening that may be a fit for you.

Again, thank you for meeting with me.

Best regards,

Samantha Hancock

What to Do if You Don’t Hear From an Employer

What is the best way to handle it, if you don’t hear back from an interviewer? It’s appropriate to  follow up on the status of your application , especially if you are juggling multiple job applications or offers or need to make an immediate decision on another job offer.

Following up  immediately after an interview with a thank-you email is a particularly effective strategy, since this allows you to remind the employer of your qualifications, answer any questions you feel were not fully addressed in the interview, and keep you “top of mind” as employers make their hiring decision.

It is also fine to contact the employer with a second email or phone call after two or three weeks, if you still have not heard from them.

Keep in mind that you may not receive a response. So, while you're waiting, be sure to continue to proactively job hunt.

Don't consider your job search complete until you've received—and accepted—a job offer.

SHRM. " What Should an Employer Tell a Candidate Who is Not Selected for the Position ?" Accessed Feb. 15, 2022.

U.S. Equal Employment Opportunity Commission. " Prohibited Employment Policies/Practices .” Accessed Feb. 15, 2022.

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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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How to Correctly Reject an Unsuccessful Candidate (Rejection Letter Templates Included)

  • James Brownlie
  • 6 minute read

How to Correctly Reject an Unsuccessful Candidate (Rejection Letter Templates included) - TalentVine

If you’re wondering whether you should provide a rejection letter to unsuccessful applicants, the answer should always be ‘Yes!’

The reason for this is that failing to provide updates to rejected candidates can damage your employer brand and lead to a poor candidate experience. Plus, it’s pretty unfair to leave a candidate in the dark when they have invested time and energy applying for a role, and even more so if they reached the interview stage. 

An effective candidate rejection letter will help you to maintain a positive relationship with rejected applicants, opening up opportunities for the future. It will also provide you with a strong talent pipeline, where these candidates would still feel open to reapplying or refer others in their network to you. 

This article will show you our top 5 tips on how to handle candidate rejection in the best way.

How to Reject Unsuccessful Candidates

Why should i provide feedback to rejected candidates.

We’ve all been on the other side of the fence. You apply for a dream job, you’re confident that you are the perfect fit, and then… no response.

Not only does it leave you confused, but when you give up hope and realise you’ve been ghosted, it leaves you with a negative impression of the organisation.

According to a report by Seek, 66% of Australians who hadn’t heard back from employers grew negative feelings towards the hirer. As a result, 57% of them lost interest in applying for the future role from this hirer. 

This shows that the way you decline the candidates really affects their perceptions of the organisation and whether or not they would like to refer to others. It is crucial to provide feedback to rejected candidates . Ultimately, you will want these candidates to remain in your talent pipeline for future jobs and become a referral source. 

So, what is the best way to reject a candidate and maintain a positive relationship?

RELATED: 5 Reasons Why You Should Provide Feedback to Rejected Candidates

Top 5 tips to rejecting a candidate, 1. prompt and personalised communication:.

Timeliness and personalisation are key when it comes to rejection emails. As soon as you’ve made a decision, reach out to the unsuccessful candidate. Craft a personalised email or letter that acknowledges their effort, expresses gratitude for their interest, and briefly explains the decision. 

While this may not be possible depending on the volume of candidates, addressing the candidate by their name and mentioning specific elements from their application or interview can make the rejection more empathetic. You should, however, aim to provide this for all candidates who make it to the interview stage.

2. Offer helpful feedback

While not always necessary, offering constructive feedback can be invaluable for candidates’ professional growth. If the candidate is open to it and you have specific insights to share, include some constructive feedback in your rejection message. Be sure to frame it in a positive and helpful manner, focusing on areas where they can improve.

If you are rejecting a candidate after an interview stage, you can provide specific feedback about their skills and experiences that need improvement. Take notes during the interview or utilise the Applicant Tracking System so that you can personalise your feedback.

3. Be transparent but professional

Offering a genuine reason for the rejection can go a long way when it’s appropriate. Going beyond the standard ‘not the right fit’ and providing an actual reason provides closure that candidates will appreciate. For example, if you were looking for more experience in a particular skill, or thought your goals were misaligned, tell them!

Keep in mind that you should not say (or do) anything that could be considered discriminatory and focus instead on the skills, experience, and culture fit of the candidate.

4. Take their feedback

Getting candidates’ opinions will not only help improve your hiring process but also build trust with the candidate and enhance your employer brand. Many companies organise surveys or utilise candidate experience websites such as Glassdoor to collect and share their opinion.

Again, this shows you genuinely care about providing a positive candidate experience and leaves rejected applicants an opportunity to be heard.

5. Keep them in your talent pipeline

Even though you’ve chosen another candidate for the current position, it’s beneficial to leave the door open for potential future opportunities. Express your continued interest in the candidate and encourage them to apply for other positions within your organisation. 

Staying in touch with candidates helps keep them in your pipeline. For instance, you can add them to a newsletter relating to your current job openings or connect on social media to provide company updates. If you can maintain a positive relationship with them, they may even become a referral source for their network.

How to Write a Candidate Rejection Letter

Set the right tone.

When declining a candidate, it’s crucial to maintain a compassionate and respectful tone. Therefore, choose your words carefully and be mindful of the language you use.

For example, consider using a phrase like “unsuccessful at this time.” This approach not only helps safeguard your employer brand but also keeps the door open for potential future opportunities within your organisation.

Be Informative

The information or feedback you provide to an unsuccessful applicant can vary depending on the type of position. One approach is to highlight the qualities and qualifications of the candidate you ultimately hired. This adds depth to the rejection letter.

Additionally, consider offering constructive advice for their professional growth while highlighting their strengths and commendable aspects of their application.

Leave a Positive Impression

While the primary purpose is to communicate their unsuccessful application, strive to create a positive experience. By doing so, you provide a pathway for future opportunities. Positive interactions can lead candidates to share their experiences with friends and colleagues, potentially opening doors to other roles within your organisation.

Job Rejection Letter Templates

Following is the rejection letter template introduced by   Recruitment.com . When you need to dismiss multiple candidates at once, especially for the role you are volume hiring for, use a Mass-Email Job Rejection Letter template. If the candidate proceeded further in the process and you have had more time with them, you may want to choose a more personalised approach for rejecting them. In this case, refer to the Personalised Job Rejection Letter Template. 

Consider tailoring this template specifically to your conversation and include details that were mentioned during the interview. It’s essential to take detailed notes during an interview, especially if it’s a top candidate. This will help you make your decision based on facts rather than any biases that you may have.

Mass-Email Job Rejection Letter Template

Hello [first name],

We appreciate your enthusiasm for joining [company name]. We are writing to tell you that despite the fact that your resume and cover letter were extremely relevant to our needs, our management team assessed your application and did not choose it for further consideration.

Nonetheless, we will keep your resume in our database and connect with you about future job openings that may be a more suitable match for your abilities and work history.

We wish you the best in your search for a new position.

[Sender Name]

[Company Name]

Personalised Job Rejection Letter Template

Dear [candidate name],

Thank you for making the effort to meet with our group about the [position] at [company name]. It was a joy to become familiar with your achievements and work experiences.

However, the hiring team has decided not to move forward with your candidacy at this time.

As you may guess, the number of applicants at [company name] is constantly competitive and that we regularly need to decide between highly qualified people like yourself. Since we’ve had the opportunity to learn more about you, we will keep your resume in our database for any future open roles.

If you have any specific questions about the interview or our decision, do not hesitate to reach out.

Again, thank you for applying to [company name] and discussing this position. Good luck in all of your future endeavours.

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Rejection of an application: 7 Examples of how to politely reject applicants

Is the shortlist already completed and the vacancy almost filled? Then comes the part that probably no HR department likes to do: to politely inform the rejected applicants, including cancelation of the job interviews that have already been arranged. In this guide you will find 7 examples of how to write a rejection letter and how to introduce the reason. You will also find out how to react in the opposite case, i.e. what if the employee declines with thanks?

7 Templates for Employers: Rejection Letter for an apprenticeship, unsolicited application, etc.

Irrespective of the company size, in theory, there should be feedback for every single application , as rejection is still better than no response at all. Writing a rejection letter, on the other hand, plays a crucial role in Employer Branding.

We have then put together various templates on how you can politely formulate the rejection of an application. All patterns are to be understood as suggestions ; the more customized you make the rejection letter, the better for the candidate experience. At the same time, the applicants know, of course, that not every company has time to formulate an individual rejection. Don’t make it harder than necessary – but don’t make it too easy either.

1. Basic template for the polite rejection of an application

In the first example, we assume that you can already tell from the application documents that this person does not fit into the company. In such a case, the rejection could be formulated in the following way.

Dear Mr…/ Dear Ms…,

Thank you for your application for [position] and your interest in our company.

We have received a large number of applications and, unfortunately, we cannot shortlist yours at this time.

Please do not take our rejection as a depreciation of your skills. In the application process, small details are often crucial for the final decision.

With your consent, however, we would like to include you in our talent pool and inform you if further positions are available. To do so, please follow this link: [ Link to the Talent Pool Declaration of Consent ]

In the meantime, we wish you every success in your job search.

Kind regards,

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Of course, you don’t have to refer to the T alent P ool for every rejection . After all, only applications that really have potential should end up there.

However, as soon as you want to add someone to this pool, you must obtain their consent, as this is related to the use of personal data . With the right HR software, the talent pool can be managed without much effort.

2. Rejection of an Unsolicited Application

Imagine, a promising application is on the table, but there is no vacancy. In this case, too, it’s time for a polite refusal. Refer to the talent pool if it is possible!

Thank you for your interest in our company and your application documents, which we have looked through with great interest.

Unfortunately, there is currently no vacancy in our company that matches your profile.

However, since your qualifications are very promising, we would like to include you in our talent pool for future positions. If you consent to this and wish to receive notifications, please follow this link: [ Link to Talent Pool Consent Statement ]

3. Application Rejection in English

If you need to reject a candidate in English, you can use this template as a guide:

Dear Mr/Ms …,

Thank you for your interest in our company and for sending us your job application.

After reviewing the many applications we received for this vacancy, we regret to inform you that we cannot consider you as a candidate. Although you are highly qualified, another candidate’s profile was even better suited to what we are currently looking for.

Nevertheless, we wish you success for your future career.

TURN ON YOUR DIGITALIZATION NOW

4.rejection after probation.

Probation is a proven method to test whether companies and applicants are actually compatible . In the best-case scenario, both sides immediately realize that the chemistry is right. However, it can also happen that the opposite quickly turns out to be the case.

Rejection Of An Application: 7 Examples Of How To Politely Reject Applicants

Ideally, as a company, you should not cancel by email, but rather do it by phone . It’s a sign of respect, after all the potential candidate has put in some effort. If you cancel by message, the following letter would be a good idea:

Thank you for taking your time to get to know our company better during the probation period.

Unfortunately, after detailed consultation, we came to the conclusion that we would like to continue our search for the ideal candidate to fill the vacancy.

We are sorry that we cannot give a positive feedback. Thank you for your commitment and good luck for your future!

5. Rejection of an Apprenticeship Application

Delicacy is required , especially when rejecting an apprenticeship. For the HR department it is nothing more than a quick e-mai, but for a young person it may be a shattered dream.

Dear Mr …/ Dear Ms…,

Thank you for your application documents. We are very pleased that you are interested in an apprenticeship at [ company ] and would like to start your career with us.

Unfortunately, we have to inform you that we cannot offer you an apprenticeship position at this time. [ Add a reason here if necessary: other candidates with even more potential or similar ]. Please do not take our rejection as a depreciation of your skills.

We wish you every success on your further path!

6. Rejection after the Interview

Just like the probation, the interview is a crucial point in the application process. However, this decision is not always positive, and the disappointment on the applicant side may be all the greater. In the rejection, show that you appreciate the effort .

Dear Mr…/ Dear Ms…

Thank you for taking your time for a personal interview as part of your application. It was a pleasure to meet you and you left a very positive impression.

Unfortunately, we have to inform you that, after careful consideration, we have decided to move on with another applicant.

We wish you all the best in your future journey.

7. Rejection of an Internship Application

Interns are often smiled at – a mistake, because they often turn out to be an unused talent pool. So pay as much attention to internship cancellations as you would to a permanent position. You never know: maybe you are turning down a talent for tomorrow and squandering the chance that this person will apply again in the future!

Dear Mr … Dear Ms…,

Thank you for your application documents and your interest in an internship at [ company ].

Unfortunately, we have to inform you that we cannot offer you an internship at this time. Please do not take our rejection as a depreciation of your skills.

We are sure that you have a lot to offer and would be happy to include you in our talent pool. If you wish to do so, please follow this link: [ Link to Talent Pool Consent Statement ]

We wish you every success in your journey.

Writing Appreciative Rejection Letters: How to Formulate Application Rejection Letters

The fact is: the rejection of an application reflects the corporate culture to a certain extent. Applicants will remember whether they received a rejection and, if so, how it was written.

Here are some recommendations on how to make the text of the application rejection polite, friendly and appreciative:

  • Pay attention to the personal salutation and the correct spelling of the name. “Dear applicant” shows total disinterest.
  • Customize the style . A manager with 10 years of professional experience expects different formulations in the rejection than a school graduate who is currently looking for an apprenticeship.
  • Don’t skimp on praise . Has an application particularly impressed you? Say it out loud! An appreciative rejection is easier to digest.
  • Assemble your message from meaningful text blocks instead of using a rigid template. Phrases such as “keep on record” or “the application does not fit the profile” are a starting point, but not the best solution across the board.
  • Give a meaningful reason , if possible. (more on that later!)

The Rejection Reason: Do’s and Don’ts when You Reject an Application

The question of why is a tricky one. Many companies do not give a reason for the rejection and do not want to take the risk of violating the General Equal Treatment Act (AGG ). This law states that no one may be rejected on the basis of age, origin, gender, etc. (Caution, the job post must also comply with the AGG!)

In any case, a legally safe refusal should be given if you refer to factual reasons, such as

  • Another applicant has more experience or better education.
  • The position was spontaneously filled internally.
  • There are currently no vacancies (for unsolicited applications).
  • The salary expectations are too high (according to Statista, a major reason for many personnel decision-makers to reject jobs). A possible wording in this case would be: “Unfortunately, your salary expectations deviate from our current budget options for this position”.

And what if the application is rejected mainly because it contains too many errors ? Then caution is advised: For example, do not accuse anyone of bad or faulty language – you may never know whether dyslexia or another impairment is behind it. To give that as a reason would be a violation of the AGG.

Rejection Of An Application: 7 Examples Of How To Politely Reject Applicants

Does the application fail because of the catastrophic formatting? Then the question arises whether you want to point this out to the candidate. To put it politely, it goes something like this: “Please take this note as well-intentioned advice based on my experience as an HR manager: Your application documents could benefit if you improve the formatting” .

If you do not give a reason, you may have to expect that the applicants will ask for a reason – especially if you cancel an interview that has already been arranged. Therefore, be sure to use an evaluation sheet for the interview . This makes the decision easier in the end and you have the reasons for acceptance and rejection ready in writing.

For Employees: Respond and Politely Reject an Application

Let’s go to the other side, namely that of the employee. Here, too, it can happen that you have to decline the job offer, e.g. because…

  • another employer agreed more quickly.
  • the chemistry at the interview/probation was not right.
  • the circumstances of the employee unexpectedly change drastically (relocation or similar).

So what can it look like if you have to withdraw your application or cancel an interview?

The most important thing is that the cancellation is communicated at all . Feedback leaves a good impression, even if it’s just a brief thank you. A few lines are enough. It should contain the thanks, the rejection itself and, if necessary, a brief explanation . However, the latter is not mandatory and is at your own discretion.

Basic Rules: Polite Rejection of an Application

Cancellations are not popular – neither with the sender nor with the recipient. After all, there are a few golden rules on how you can design the rejection of an application in such a way that your company is remembered well:

  • Remain friendly, polite and respectful, in other word – This applies even if an applicant behaves exactly the other way around.
  • Respond promptly. According to a survey from 2019, the majority of applicants expect 1-2 weeks between application and feedback.
  • Send back the complete application documents. They legally belong to the person who submitted them in response to a job advertisement.
  • The contact persons do not change constantly. If you cancel after the interview, the cancellation should come from someone who was present at the interview.

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Unsuccessful Job Application Letter: 4 Templates

An unsuccessful job application letter might feel like a setback, but it’s a chance to transform disappointment into determination.

While it’s natural to feel discouraged, remember that resilience is the key to unlocking your next opportunity. Embrace the feedback provided, as it holds the seeds of growth and improvement.

Learn from this experience, refine your approach, and keep pushing forward. With each rejection, you’re one step closer to the right fit. So, let this letter be a catalyst for your success story, propelling you toward the career you deserve.

Letter Template: 1

Table of Contents

Unsuccessful Job Application Letter

[Name of the recipient],

[Address of the recipient],

Dear candidate,

 sub: Rejection of Job Application 

This is really important to inform you that the job you had applied for on [mention date] have been rejected by the management authority of the company. 

The entire management team is aware of the efforts that you have shown to the company; however there has been criterion on which your application has been eliminated by recruiting team.

It is indeed really appreciating that you have able to show your excellent performance. But in today’s tough competitive era, the management has taken decision to select another candidate.

It is because the candidate has been found highly vibrant, smart and assertive in expressing his/her opinions. In compared to him/her, your opinions were found misfit as per the current requirements of the company.

We are sure that you will be able to make your mark next time. In fact, you have excellent communication skills. But you have been marked down for your lack of confidence and energy. 

We have also noted that you have been excellent in academics and you have right now just [number] months of experience and it is recommended to brush up your performing skills.

You can join a course related to [ subject ] and that enable in shaping your personality and confidence and communication.

We are really grateful that you have invested your valuable time for the interview. We are confident that you will definitely come out with flying colors once you apply for job after 3 months. 

We have attached the performance score related to the interview that was conducted on [date], you can verify it accordingly.

If you have doubt or issue regarding the scores related to your last interview or any other matter then you can contact us on [ contact number ] or send an email at [ email id]. 

We are ready guide you accordingly. We wish you all the best for your future proects.

Thanking You,

Yours Sincerely,

[ your name]

[ designation]

Download Template : ( pdf, docs, ODT, RTF, txt, HTML, Epub, Etc )

Letter Template: 2

We are really sorry to notify you that your application for the position of [position] is in the rejection list.We are sorry that you have not been selected after your interview for the respective post.

We are thankful that you had shown your interest to work in our respective organization. We are obliged with your painstaking effort to make way from far off distance to come for the interview. 

You deserve appreciation for your punctuality, sincerity and dedication to anything what you do.

We are sure that you will definitely make rapid progress anywhere.

We have found you highly qualified and also you have an experience of [time span] years in different companies. 

But we actually did not expect that you will underperform in our company. In fact, your performance did not simply match with our quality standards. We are really sorry about it. 

We have selected another candidate whose profile and performance matched the requirements of our company.

The management authority was extremely impressed with the quality answers given by the candidate. 

We are sorry to notify you about the fact your presence of mind was missing. You were not focused on the questions asked by the interview board. You are expected to be prompt and proactive in responding to the answers in written or oral way.

You will not be able to apply before 3 months. It is suggested for you to practice a lot before you come for the interview. This is the age of competition and you must be skilful enough to beat the competition. 

We are expecting better performance next time. A candidate like you should not fail at any cost.

We have attached the performance sheet of your interview to make you understand where you had exactly gone wrong!

For further queries, you can contact us on [contact number] or send an email at [email id]. 

Yours Sincerely 

[Your name]

[Designation]

Letter Template: 3

We are extremely sorry to let you know that your application for the position of [position] has been rejected by the higher authority of [company name] on [date].

We do understand that you had applied for the respective profile with a great interest. We do welcome for this.

We are thankful for taking initiative to come for the interview and that too without any reference or assistance.

You must also be appreciated for reaching the interview on time and that too you have come from far off distance.

You have taken painstaking effort and we do understand that you have really worked hard to make way for it.

Irrespective of the efforts from your end, you have not been deliver good performance in the interview. It is important to inform you that you have made plenty of mistakes in sentence structure during the oral communication in English.

As per our evaluation, we understood that you are not actually thorough with the grammar. It is because you speak in Spanish and Spanish is your mother tongue.

You need to brush up spoken English and grammar. I would recommend you to join English speaking course institute. 

Regretfully, we would like to notify you that we have hired another candidate in your place. It is because we have found him/her far more capable in every respect. 

In short, compared to you, he/she is far better than you. We do admit the fact that you have a graduation/post graduation from [university name] and you have scored above [percent] %. It is really unbelievable that candidate like you could not prove his/her expected standards.

We are really sorry for your rejection. You can apply next time after 3 months. 

We have attached the performance sheets of you as well as the candidate whom we have actually hired. You can find out where you have exactly gone wrong.

You can reach out at [contact number] or you can send an email at [email id]

Yours Faithfully,

Letter Template: 4

We are quite regretfully informing you that your job application for the position of [designation] has been cancelled by the management authority of [company name].

In fact, the management authority of the company did not find your application suitable for the respective post.

We are really sorry about it. We understand the fact that you have great efforts in coming down from your place of residence which is far away from this place and participating in the interview process.

From your point of view, you may have tried your best but it actually did not meet the standards of the organization. We are really sorry to inform about this.

You should have come well prepared for the interview. We can understand the pressure you are going through to get the job. You have just passed out from [university name] with the specialization in [specialization name].

We had prepared the list of questions as per your university standards by following the curriculum. But you have disappointed the entire management by underperforming in the interview process.

For your better understanding, we have attached the performance sheet. There you can actually locate your mistakes.

We have selected another candidate in your place; he/she had proven with his/her quality responses for the written test conducted by the organization. We have also attached the performance sheet of the candidate whom we have selected in your place. In fact, he/she is also a fresher like you. 

Before apply next time after 3 months, you must actually prepare well next time. If you have any doubt or query regarding the performance of your interview held on [ date] then  you should contact us on [ contact number ] or send an email at [ email id ].

We would be more than happy to assist you. We are really sorry for your rejection, better luck next time!

Thanking You

Yours Faithfully

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Products overview, community overview, resources overview, rejection email template: how to follow up gracefully with candidates you don’t hire.

letter of unsuccessful application

Key Points:

  • Silver-medalist candidates may still have a future with your company –  candidate relationship management keeps rejected applicants engaged for future positions.
  • Application status notifications and interview feedback can give candidates a positive impression of your brand, even if they’re rejected.
  • Rejection emails don’t have to mean goodbye; instead, the application conversation for “silver medalist” candidates can be continued.

For every successful candidate, you hire to fill a position, at least a few candidates won’t make the cut. It’s a good idea to follow up with them to let them know they’re no longer considered for the position. Otherwise, these candidates may feel like they’re left in limbo and may develop a poor opinion of your organization over time. In fact, 56% of applicants who are screened out never receive a rejection email or letter.

Responding to unsuccessful job applicants via email, whether it’s a rejection to a resume submission or follow-up after an interview, is a significant part of the candidate relationship management process. Following up with a rejection email serves several purposes for you and your organization:

  • Letting candidates down gently improves your brand image.   Only 22% of companies communicate with candidates in a timely manner, according to Aptitude Research. Following up with an unsuccessful candidate quickly and professionally can help leave a positive impression of your employer brand.
  • Rejections are a chance to boost your talent pipeline. Sometimes, a candidate isn’t a great fit for the position they applied to but could benefit your company in another role. By staying engaged with candidates you know are interested in your company, you can increase your talent pipeline and fill positions quickly.
  • A follow-up rejection email enhances the candidate experience. The majority of candidates with a previous negative impression of an organization indicated they would not apply again in the future. Professional, personalized rejection letters help give unsuccessful candidates a better experience and help your company’s future growth plans.

So, what does a positive rejection letter to an unsuccessful candidate look like? Below, we dive into the importance of rejection letters at each stage, as well as a few tips and customizable recruitment email templates to help you provide a better candidate experience, protect your brand image, and grow your talent pipeline.

Why applicant rejection emails are so important

While any rejection letter carries an air of negativity, sending one to an applicant is a decent gesture. It lets them know not to get their hopes up for the role and keep going with their job search. Otherwise, they may continue to hold out hope for an interview that will never come – hope that may eventually turn to resentment towards your brand.

However, you have a chance to earn goodwill towards your organization when you let candidates know that you’ll keep them in mind for other roles that may be a better fit for them. According to a Workplace Trends study, 80% of job seekers say they wouldn’t consider future relevant job openings at a company that didn’t follow up about their application – yet they would be three and a half times more likely to re-apply to a company if they were notified of the rejection.

Beyond that, sending a rejection letter that reads like it was written by a real person, rather than just a form letter, can help soften the blow and let the candidate know you value the time they spent researching and applying to your organization.

Application rejection email template:

Hello [Candidate Name],

Thank you for expressing interest in [Company] and the [Job Title] position you applied for. While we were impressed with your qualifications, unfortunately, we’ve decided to move forward with other applicants whose skills and experience better meet our needs at this time.

We sincerely appreciate your interest in [Company] and hope that you’ll stay in touch. Please don’t hesitate to reach out if we have another open role that interests you.

To stay up to date on current job openings and ensure you’re included in our search for future great candidates, we encourage you to join our talent community and connect with us here: <Link to Talent 

Pipeline Nurture Page>.

Best wishes,

<Sender Name>

Here are some tips for writing a rejection email following a resume submission or application:

  • Do not send the email out immediately after you’ve decided to reject the candidate. It would help if you let enough time pass for the candidate to know you thoroughly reviewed their application.
  • Let the candidate know that they should feel free to apply for other positions they may find at your company.
  • Give the candidate a choice to opt into your candidate relationship management program to receive notifications about new, relevant job openings.

Interview rejection emails need a delicate touch

A rejection after an interview requires a delicate touch. Remember, the candidate took time to meet with you and spent time researching your organization. A connection was developed on some level, so a personalized rejection letter is a must when you decide to move on from a candidate.

All the same reasons for sending an application rejection email also apply here, but an interview rejection can also serve a few additional purposes. First, it allows you to give the candidate feedback on their interview; this is a critical component of the interview process that many candidates crave. They’re most likely applying for many jobs simultaneously and want as much feedback as they can get to make themselves desirable candidates. At the same time, you can continue your relationship with “silver medalist” candidates – those candidates that were very strong but were either missing a couple of key requirements or would be better suited to a different position. Instead of a “goodbye,” the rejection letter becomes a tool to keep the conversation going.

Phone or live interview rejection email template:

Thank you for taking the time to speak to me regarding our [Job Title] position. While I was impressed with your qualifications and experience, especially [information you learned in the interview], we’ve unfortunately decided to move forward with other applicants whose skills and experience better meet our needs at this time.

To stay up to date on current job openings and ensure you’re included in our search for future great candidates, we encourage you to join our talent community and connect with us here: <Link to Talent Pipeline Nurture Page>.

[Sender Name]

Who or how a candidate interviews doesn’t matter; treat rejections from phone interviews, in-person interviews, and live or pre-recorded video interviews with the same level of care. Here are some tips for writing a rejection email following a phone screen or other interview:

  • Make sure you customize the email and, if possible, mention something positive about the candidate that you learned from their phone or in-person interview.
  • Don’t use a tone that’s too stiff or formal – the email should feel personal and not like a form letter. After all, your goal is to keep good candidates open to applying again in the future by joining your talent pipeline.
  • Provide an opportunity for the candidate to opt into a candidate relationship management system (which manages your talent pipelines) to receive communications about job openings and networking events.

iCIMS Candidate Relationship Management software gives recruiters the tools to regularly communicate through email campaigns with prospective candidates and silver-medalist candidates who weren’t right for a specific role. Recruiters can then use reporting technology to track how they apply to jobs or register for networking events. You can also track important email metrics like open- and click-through rates to help improve the impact of future recruitment campaigns.

Ready to learn more about engaging silver medalist candidates and building diverse talent pools that help you source faster? Check out The definitive guide to building your talent pools .

The definitive guide to building your talent pipeline

Reviewed for accuracy on March 26, 2021, by Alex Oliver . 

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How to Write Rejection Letter for Unsuccessful Applicants

During the application process, there is a stage in which some applicants are chosen for the position while the rest are scratched off the list. Being in a company of goodwill, the professional thing to do is to issue a rejection letter when you reject applicants. In turn, an applicant submits a follow-up rejection letter as a response.

letter of unsuccessful application

  • Rejection Letter Samples
  • Rejection Letters in PDF

Factors to Reject Unsuccessful Applicants

  • Written Resume – Resumes are requirement for job applications. Rejection of an applicant is usually based from the scanned resume that is not prepared properly making them receive rejection letters in DOC .
  • Job Personality – There are certain jobs that require an applicant to have certain personal characteristics. Take this statement as an example: an introverted applicant will never survive in sales work.
  • Attitude towards Work – In the application process, a hiring entity can already see the work attitude an applicant has in his passion and his sincerity with his application. An applicant tardy for an interview is highly likely to be tardy in regular work days if hired.
  • Application Information – If the information on the resume does not match the statements issued by the listed references, then this concludes that the applicant was lying and therefore receives one of the rejection letter templates prepared by the company.
  • Skills and Abilities – Applicant get rejected because the skills and capabilities listed does not fit with the needed qualifications for the job position.

Outline of a Rejection Letter

  • Applicant Details and Salutation – You must address the letter personally to the applicant. With the use of a letter format, write the name and the address of the applicant. Address the applicant on the opening salutation of the letter.
  • Reason/s for Rejection – Inform the applicant of the rejection using a positive tone. State the reasons why he was not accepted for the job. Choose your words carefully.
  • Sincere Compliments – You can give compliments to the applicant’s qualifications but be sure that you do it sincerely.
  • Factors Considered – State the factors that influenced you to accept another candidate for the job. Do not disclose the personal information of the successful candidate; rather, stress out the entity standards the applicant met.
  • Positive Close – End the letter to the applicant with the door slightly open. This means that you are going to consider his application if another position opens.

More in Letters

Business proposal rejection letter, employment rejection letter after interview template, digital marketing agency proposal rejection letter template, project bid rejection letter template, contract bid rejection letter template, construction bid rejection letter template, contractor bid rejection letter template, simple tender bid rejection letter template, formal bid rejection letter template, supplier bid rejection letter template.

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Mail To Self

Thank You Letter To Unsuccessful Applicants: How To, Templates & Examples

Thank You Letter To Unsuccessful Applicants

Being rejected for a job you’re looking for is upsetting and can occasionally make applicants feel a little letdown. This could be due to hiring challenges , including needing more job experience.

Providing feedback after the application process is crucial to avoid conflicts between the recruiter and applicants. As shown by the job process statistics , 53% of applicants shared that they haven’t received any response from employers 3 months after applying at the company, and almost 63% of applicants complained that most employers do not communicate adequately.

How To Show Appreciation To Unsuccessful Applicants

Even though they were not chosen for the post, there are a few methods to thank unsuccessful applicants:

  • Send a personalized feedback letter or email: While it might not be possible to provide each unsuccessful applicant with a particular input, a personalized rejection letter or email can express thanks for their time and effort in applying and acknowledge their interest in the position.
  • Provide honest suggestions: If you can explain in detail why the applicant was passed over, that will aid them in future job searches. It’s crucial to give this feedback openly and respectfully.
  • Keep their application on file: If the unsuccessful candidate is a good fit for upcoming openings, consider keeping their application on file and getting in touch with them when a position matching their qualifications becomes available.
  • Provide them with other options: If you are aware of any job openings or other opportunities for which the unsuccessful applicant could be a good fit, think about providing them with these opportunities.
  • Thank them for their interest: It’s necessary to thank applicants for their interest, regardless of whether or not they were hired for the position.

What Is It?

An email sent to someone who applied for a job or other opportunity but has not yet been chosen for the position is referred to as a “thank you letter for unsuccessful applicants.” With the help of this letter, you can thank the candidate for their time and effort in applying and offer them helpful feedback or pointers for future job searches.

Why Is It Important?

There are several reasons why it is important to send a thank you letter to unsuccessful applicants:

  • It’s a respectful and professional action: It’s important to express gratitude for the applicant’s time and effort in applying, even if they weren’t chosen for the job. A letter of appreciation can help you keep in touch with the applicant and reflects your professionalism and regard for them.
  • It can offer helpful critical analysis: A letter of acknowledgment might offer insightful commentary on why an applicant was passed over, which can be useful in future job searches. It’s crucial to give this feedback openly and respectfully.
  • Future opportunities may result from it: A thank-you note might keep the door open for more prospects, particularly if the applicant would make a great addition to the company’s future hiring plans.
  • It could improve the applicant’s experience: Even though a candidate was not chosen for the position, receiving a thank you letter can improve their experience and make them feel valued.

Writing Guidelines

  • Keep it brief: A thank you letter to unsuccessful applicants should be brief and to the point, expressing appreciation for the applicant’s time and effort in applying and providing any relevant feedback or guidance.
  • Personalize it: A personalized thank you letter is more meaningful and shows that the applicant’s application was given careful consideration. Use the applicant’s name and reference the specific position for which they applied.
  • Be honest and respectful: While providing constructive feedback, it is also important to be honest, and respectful in your language and tone. Avoid using vague or generic phrases and focus on specific areas for improvement.
  • Offer guidance and support: A thank you letter can guide and support the applicant’s future job searches. This could include suggestions for improving their resume or cover letter or connecting them with other resources or opportunities.
  • Keep the door open for future opportunities: If the applicant is a strong fit for future positions at the company, consider expressing interest in keeping their application on file and reaching out to them if a suitable opening becomes available.
  • Proofread and edit: Before sending the thank you letter, proofread and edit it for spelling and grammar errors. A well-written letter will demonstrate professionalism and attention to detail.

Templates of Thank You Letter To Unsuccessful Applicants

Template #1.

Dear (Name of the Applicant),

Thank you for being interested in the (Position) at (Company). We appreciate the time and effort you took to apply for this opportunity and to prepare for the interview.

Unfortunately, after careful consideration, we have decided to move forward with other candidates for this position. While we were impressed with your qualifications and experience, we ultimately determined that another candidate would better fit the role.

We understand that receiving a rejection letter can be disappointing, and we want to assure you that this decision was not taken lightly. We encourage you to continue pursuing your career goals and to keep us in mind for future opportunities that may be a good fit for your skills and experience.

Thank you again for your interest in (Company). We wish you the best of luck in your future endeavors.

(Your name)

Template #2

We appreciate you taking the time to speak with our staff about the (job description) position at (company name). It was wonderful to hear more about your qualifications and achievements.

Sadly, our group did not decide to keep you in mind for more consideration.

I want to mention that there is always fierce competition for jobs at (company name) and that we frequently have to make difficult decisions between many qualified individuals. We will keep your resume on file for future postings that better match your profile now that we have had the opportunity to get to know you.

If you have any specific inquiries regarding your application or interviews, I would be pleased to address them.

We again appreciate your interest in (company name), and we wish you well in your job search.

Warm Regards,

Template #3

We value your time applying for the (role title) vacancy and your interest in (business name).

Although we ultimately chose another applicant, we want to thank you for speaking with our staff and allowing us to learn more about your qualifications.

In the upcoming months, we will advertise more vacancies. We sincerely hope you’ll keep us in mind and urge you to apply again.

We wish you luck as you look for a job and move forward.

All the best,

Template #4

Hi (Name of the Applicant),

I want to express my gratitude for your interest in the (Position) at (business name) and the time you invested in the interview. We regret to inform you that we will not be giving the position to you. Your educational background is excellent, but we have chosen a candidate with more practical experience. Your résumé will be kept on file, and if any other openings occur, we’ll keep you in mind. We hope you will submit a new application once you have obtained some experience through volunteering or in another job role (company name).

I appreciate you taking the time, showing interest, and making an effort on behalf of (business name), and I wish you luck in your future professional pursuits.

Please feel free to contact me if you have any inquiries (contact number).

Sincerely, 

Template #5

Hello (Name of the Applicant),

We appreciate your interest in working at (company name). Unfortunately, we only needed one intern, yet there were many applicants. We’re writing to let you know that your application for an internship was turned down after a rigorous selection process.

We chose to move on with a different candidate because (reason for rejection). Because of this, that applicant was more suitable for our current opening.

In the summer, when we’ll employ three interns, we strongly encourage you to apply for another position. Contact us at any time if you have any questions or concerns.

 Warm Regards,

In conclusion, writing a thank you letter to unsuccessful applicants is a considerate approach to expressing gratitude and respect for them. It can also help you keep in touch with them in the future.

Making a thank you letter with candid feedback and suggestions for unsuccessful candidates helps ease the disappointment and may act as a learning experience for the applicant to move forward and improve.

Include gratitude for the unsuccessful applicants to prevent disappointment and bad feelings. MailToSelf knows the readers’ needs when sending a thank you letter to unsuccessful applicants. Well, our website prepared a lot of posts that are very helpful for employment purposes . 

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COMMENTS

  1. 7 Rejection Letter Samples to Send Unsuccessful Applicants

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