An job rejection letter informs job applicants you haven’t chosen them for an open position. It lets you deliver the news respectfully and allows them to continue their job search instead of waiting to hear if they got a position with your company.
What If You Want to Extend an Offer?
While you need to send applicant rejection letters to some candidates, you may have found your ideal employee during the hiring process. Use a job offer letter template to extend an employment offer to the right candidate.
How to Reject a Candidate After an Interview
Follow these tips to include the necessary information candidates desire and demonstrate brand integrity after making your hiring decision:
Inform Them as Soon as Possible
Inform the candidate that you won’t hire them as soon as you decide. Providing immediate notice is respectful and informs them to proceed with their job search.
Quick turnaround times show your organization understands the competitive job market and empathizes with people looking to further their careers.
Personalize Your Communication
Tailor the messaging if possible. Write the candidate’s name, the position they applied for, and something specific from their application or interview.
Including a reference from the interaction shows your thoughtfulness as a recruiter or manager.
You can also include personalized feedback and pointers if you have ways for the candidate to improve their performance. Delicately point out areas where they excelled during the interview and ways to polish other elements.
Keep the Letter Concise
Briefly highlight key reasons the organization respectfully selected another applicant. Then, point out the person’s strengths and areas of feedback about possible resume growth.
Demonstrate Compassion and Respect
Choose your words carefully to respect the person’s professional dedication. Indicate you’d be open to considering their candidacy after they garner more experience or credentials.
Offer Context
Losing out on a position can be a challenging experience for a candidate. However, job hunters may feel more hopeful when the employment rejection letter notes the approximate number of applicants and their experience. It can also remove some of the candidate’s ill feelings about the lost opportunity.
Wish Them Well
Express professional understanding and a sense you want others to succeed. State that you wish the candidate well in securing a good position.
How to Write a Rejection Letter for a Job
Step 1 – Format as a Formal Business Letter
Format the document as a formal business letter. Write your information in the upper right-hand corner, including your name and address. Detail the date you’re writing the letter and the applicant’s name and address on the upper left-hand side of the page.
Personalize the letter to the person instead of sending an identical document to several rejected applicants.
Step 2 – Use a Standard Salutation
Use a typical salutation such as “Dear [First and Last Name]” to begin your letters. This simple addition ensures they know they’re the intended recipient.
Step 3 – Thank the Applicant
The first sentence should thank the applicant for their time and application. Consider using a sentence such as “We greatly appreciate your application and your interest in our company” or “Thank you for applying for the position of [Position Name].”
Thank the applicant for their effort, but don’t make promises of future consideration.
Step 4 – State the Reason for the Rejection
Consider stating the reason for the rejection, like if you decided to move forward with a different candidate or the applicant didn’t have enough experience.
Step 5 – Include Your Closing Statements
The final paragraph should encourage the employee to apply again in the future if you desire or say your goodbyes. Keep these statements concise, as simple statements can prevent any miscommunication.
You may also:
- Communicate your intent to keep the applicant in the hiring pool for the future.
- Encourage the applicant to apply for a different position.
- Ask that they apply again when they meet the qualifications for the position.
Format the end of the letter how you want to fit your individual needs. Consider requesting feedback from the candidate on the hiring process so you can pinpoint weaknesses and make improvements.
Step 6 – Sign the Letter
A company representative should personally sign the letter and provide their title. This addition gives a personal touch to the letter that demonstrates your care.
When you’re ready to hire your successful applicant, use an employment contract to make it official.
Rejection Letter Samples
Here are various examples of rejection letters depending on the situation:
Generic Rejection Letter
It often does not provide specific feedback or reasons for the rejection, as it aims to maintain a professional and neutral tone.
Dear Frances Obel,
Thank you for expressing your interest in the Occupational Therapist position at St. Mark and Matthew’s Hospital.
After thoroughly reviewing your application, we regret to inform you that we have chosen to move forward with candidates whose qualifications more closely align with the specific requirements in the job description. In particular, we are looking for someone with at least three years of experience in a pediatric setting.
While we recognize your interest in joining St. Mark and Matthew’s Hospital, we want to express our gratitude for your application and the time you invested in the process. We encourage you to explore other opportunities with us in the future that may be a better match for your skills and experience.
We wish you the best in your job search and appreciate your understanding in this matter.
Sincerely,
Dylan Moore
Recruiter
St. Mark and Matthew’s Hospital
After a Screening Stage
It may express appreciation for their interest in the position and the effort they put into the application. It often does not delve into specific reasons for the rejection but may briefly mention that the decision was made based on the qualifications and fit of the candidates relative to the requirements of the role.
Dear Natalie Turner,
We appreciate the time you contributed to the application process for the Marketing Director position at Pinnacle Grove Strategies. After thorough consideration and screening, we regret to inform you that we will not be moving forward with your application.
We based our decision on a comprehensive evaluation of various factors, including your qualifications and experience. Additionally, as part of our standard procedure, we conduct an online presence review. Unfortunately, our findings raised concerns regarding the alignment with our company values and brand image.
We understand that this news may be disappointing, and we want to express our gratitude for your interest in joining Pinnacle Grove Strategies. We recognize your skills and experience, and we encourage you to continue pursuing opportunities that align more closely with your professional goals.
Thank you once again for considering a career with us.
Best regards,
Ava Collins
Recruiting Manager
Pinnacle Grove Strategies
After the Final Interview Round
These letters often express appreciation for the candidate’s time, effort, and interest in the position and organization. Some companies may offer feedback or provide information on keeping in touch for future openings.
Dear Scarlet Robinson,
We want to express our sincere appreciation for your interest in the Accountant position at Echo Accounting.
After careful consideration and a thorough evaluation of all candidates, we regret to inform you that we have chosen to move forward with another candidate for this particular role. We did not make the decision lightly, as we recognized the depth of your skills and experience.
We want to extend our gratitude for your professionalism throughout the interview process. Your qualifications and achievements are commendable, and we believe you would be a valuable asset to any organization.
We were fortunate to have had the opportunity to consider your candidacy, and we appreciate your interest in joining Echo Accounting.
We wish you continued success in your future career endeavors, and we hope our paths may cross again.
Sincerely,
Josh Martin
Recruiting Manager
Echo Accounting
After an Interview (Including Specific Feedback)
Here’s a rejection letter to a candidate that includes specific feedback on how they can improve:
Dear Madison Green,
We appreciate the time and effort you dedicated to the application and interview process for the Research Scientist position at BioCosmic Dynamics. After careful consideration, we regret to inform you that we have chosen not to move forward with your application.
While we were impressed with many aspects of your candidacy, we believe certain areas could benefit from further development. Constructive feedback is crucial for professional growth, and we would like to provide you with some specific examples that you may find useful:
- Communication Skills: Consider refining your communication style, particularly in conveying complex scientific concepts to a non-expert audience.
- Adaptability to Change: Demonstrating a proactive approach to adaptability and flexibility in response to changing project requirements and priorities could further showcase your resilience in dynamic research environments.
- Networking and Collaboration: Actively seeking collaborations within the scientific community may open up new opportunities and broaden your exposure to different research methodologies.
Please view these suggestions as constructive feedback to support your ongoing professional development. We believe your commitment to continuous improvement will contribute to your success in future endeavors.
We genuinely appreciate your interest in BioCosmic Dynamics. If you have any questions or require further clarification, feel free to reach out.
Thank you for your understanding.
Best regards,
Mia King
Recruiting Manager
BioCosmic Dynamics
After an Interview (Advising to Reapply in the Future)
Here’s a rejection letter to a candidate in which you advise them to apply in the future:
Dear Oliver Lee,
I hope this message finds you well. On behalf of Magnificent Creations, I want to express our sincere appreciation for your interest in the Chef position with our esteemed culinary team.
Your qualifications and culinary expertise truly impressed us during the interview process, and we are grateful for the opportunity to have considered your application. After careful deliberation, we have decided to move forward with another candidate for the current opening.
I want to emphasize that the decision was a challenging one, as we recognized the exceptional skills and creativity you bring to the culinary field.
We believe in maintaining a strong network of talented individuals, and we would be thrilled to see you apply for future opportunities at Magnificent Creations. Your culinary prowess aligns with the standards of excellence we uphold, and we are confident there may be suitable positions for you in the future.
We appreciate the effort you invested in the application and interview process. Please contact us if you have any questions or want additional feedback.
Sincerely,
Jacob Taylor
Head Chef
Magnificent Creations
Blank Job Rejection Letter Template
A standard employment rejection letter template can help you get started. You can download a free template in Word or PDF format below.
