How To Write A Rejection Letter (With Examples)

When you’re looking for potential candidates for an open job position, the inevitable downside is rejecting applicants who may not be qualified or fit for the job. Depending on your organization, you should consider sending rejection letters to those who do not qualify for the job.

Although it may not seem important, sending a rejection letter can positively reflect on you as an organization and help the candidate move on to continue their job search elsewhere.

Rejections can be difficult to receive from the candidate’s perspective. Nobody likes being told no, and when it has to do with your skills or experience, the blow can be even more hurtful. However, not hearing anything at all is the worst possible experience a candidate can have with an organization.

Burning a bridge this way is easily avoidable with rejection letters. Rejection letters can be crafted individually, but many organizations opt to use a template. This is perfectly acceptable, as the intent of a rejection letter is really to let the candidate know they did not receive the job.

Remember, you never know who knows who. That person you decide to reject without a response could be the child or friend of a candidate you may be extremely interested in. This individual might have a wide reach on a digital platform or be connected to others in your industry who may look at your company differently based on this person’s experience.

That’s why it’s important to treat everyone you interview with respect, no matter the outcome of the interview. Being respectful to your candidates includes sending a rejection letter.

The candidate you’re interviewing has gone through the trouble of applying for the job at hand, taking a phone screen, and sometimes an in-person interview. This can include preparation, anxiety, and time on the candidate’s end. So, even if they don’t land the job, they deserve closure on their experience with your company.

Your rejection letter should be straightforward and notify your applicant of their status following their interview. Below, we discuss the best practices of rejection letters and how to write one effectively with a template and example.

Rejection Letter Best Practices

As mentioned above, many companies use a rejection letter template for their candidates who didn’t land the job. Using a template is an efficient and effective way of sending out rejection letters to your candidates. Consider personalizing each slightly and following these best practices.

• Let candidates know as soon as possible. Many organizations will wait until they’ve found their dream candidate before letting other candidates know they haven’t landed the job. However, this isn’t necessarily the best way to approach this.

  Typically you’ll have a good idea as to whether or not the person you’ve interviewed will be acceptable for the job. If you know the person isn’t the candidate you’re looking for, let them know as soon as you can.

  If you have candidates in the running, it’s also okay to let them know they’re being considered in a smaller candidate pool. Giving candidates updates is the best way to make a great impression.

• Personalize the rejection template. Templates are ideal for rejections because not only will they save time and effort, but they can ensure you cover all of the important points in the letter without needing to start fresh every single time.

  However, companies should consider personalizing their letters with the candidate’s name, and any other feedback you feel may be relevant or helpful. Take accountability for the rejection rather than hiding behind the company name.

  Any personal details you can add will help soften the blow and show the candidate that you truly did appreciate the time they gave to you and your company.

• Get straight to the point. Rejection is hard enough as it is, so there’s no need to elaborate on the point. Make sure your template is short and sweet. One to two paragraphs should be able to include all of the important information. Let your candidate know they won’t be moving forward, and be sure to appreciate their time.

• Be honest. Many times candidates will ask for the reasoning behind their rejection. However, if you’re honest off the bat, then you can minimize the number of times this happens. Coordinate with HR to understand what kind of feedback you can offer the candidate.

  Taking the time to offer this will give a great impression on the company and you. Also, if you give them constructive feedback, they may be able to adjust to becoming more successful at their next interview.

Rejection Letter Template

Below are a few rejection letter templates that you can use as a starting point for your rejection letter templates. You may choose to use different ones for different candidates, depending on how far along they may have been in the interviewing process.

Short and sweet is acceptable for phone-screen candidates, but for those who have come in for an in-person interview or multiple interviews, it’s best to try and tailor your rejection letter with constructive feedback.

1. Example 1

   Dear Sophia,

   Thank you so much for taking the time to interview with our team for the Marketing Manager position at Apple, Inc. It was a pleasure to learn more about your background, experience, and accomplishments.

   Unfortunately, at this time, we have not selected you for further consideration.

   Please know that the candidate pool at Apple, Inc. is always highly competitive, and we often must make choices between many highly qualified candidates. However, we would like to keep your resume on file for any future job openings that may suit your expertise.

   We are happy to answer any questions or give you further feedback regarding your application or interviews.

   Thank you for your interest in Apple, Inc., and best of luck in your job search. We know you have a bright future ahead of you.

   Regards,
   Leslie Stanton

2. Example 2

   Hi Chelsea,

   Thank you for your interest in Salesforce and the time you’ve spent applying and interviewing for the Digital Marketing Manager position.

   Unfortunately, we have decided to move forward with another candidate, but we wanted to thank you for allowing us to learn more about your background, experience, and accomplishments.

   We anticipate having more job openings in the next few months. We hope you’ll consider us again if you find another job opportunity you’re interested in.

   We wish you the best of luck in all of your future endeavors.
   Joshua Tree

3. Example 3

   Dear Mr. Glass,

   I want to personally thank you for your interest and commitment to the job opening at Lucky Middle School. Unfortunately, we have decided to select a different candidate at this time. While your education qualifications meet our criteria, we have chosen a candidate who has more hands-on experience.

   Please know we will keep your resume on file for future job openings and opportunities that you may be qualified for. After you have gained some additional education experience through student teaching or an additional position, we hope you will re-apply for the vice-principal position at Lucky Middle School.

   I truly thank you for your time, interest, and effort and wish you the best in all of your future career endeavors. If you have any questions or would like to discuss this email further, please give me a call at 505-346-000.

   Sincerely,
   Jenny Lopez, Superintendent

Providing Feedback in the Rejection Letter

Although it’s not expected, providing feedback can be invaluable to candidates who are anxious to improve their chances of getting a future job. Without feedback, it’s nearly impossible to improve your interview experiences or understand what additional qualifications you may need to land the job of your dreams.

Candidates deserve feedback, and by giving it, your company’s reputation could improve drastically.

So, what is the best way to provide candidate feedback? While you may want to soften the blow of criticism, it’s important not to dilute your words. However, you want to have a good balance of honesty and respect. The best way to provide valuable feedback to your candidates is to consider the following:

• Be respectful. Even if your candidate was brash or showed up in an unprofessional outfit, you owe them respect. Rather than taking a dig at them directly, use simple suggestions to let them know what your reasoning was to go in a different direction.

  Don’t dwell on the topic while providing this feedback; a simple mention should be enough to inform the applicant.

• Be genuine. Feedback is never required, so offering feedback should come from a genuine place. If it’s coming from any other place, the candidate may be able to feel that and develop a sour view of your company. If you treat the candidate with respect, they will be more likely to recommend you to others or even leave a good Glassdoor review.

• Focus on the job. Rather than focusing on unimportant details, try to tailor your feedback directly to the job or career this candidate is interested in. When it’s directly related to the job, it will benefit the candidate the most.

• Be constructive and clear. Don’t be vague in your feedback. Candidates require actionable and constructive feedback that they can work on immediately. Being too vague in your feedback can leave the candidate feeling even more confused and possibly give them additional anxiety before their future interviews.

• Provide examples, if possible. Be sure that you pick our specific details as to why they may not have answered a question adequately or what exactly they may be missing in their experience skill set. This will allow them to focus on key parts of their resume to be more likely to get a job in the future.

Author

Caitlin Mazur

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