Although 75% of job applicants never receive a response after sending an application, other applicants make it all the way through the application process. It can be exciting to receive an interview and then a job offer, but what do you do if you don't want to accept the role?
Ever faced the tough task of having to write a job rejection email? It's an art to let someone down easy while keeping your company looking cool. This blog is your playbook for sending out rejections that won't burn bridges or tarnish your brand.
You'll pick up how to balance empathy with professionalism, nail timing for maximum respect, and personalize messages without eating up hours. Plus, we've got pointers on using templates wisely—they're like cheat codes for busy folks. Ready to send rejections that are kind but clear?
Crafting a Respectful Job Rejection Email
By this time, you've already sent your thank you e-mail from the interview and taken some time to think things over (or gone on other interviews that might have impacted your willingness to accept an offer from this company.)
When it's time to send a job rejection email, striking the right balance between professionalism and empathy is key. You want to convey your message with respect, keeping in mind that each candidate has invested time and hope into their application.
You'll also want to make sure you have a good template set up that you can use anytime you need. (After all, each corporate job attracts 250 resumes on average. Of these, only four to six will be called for a interview, and only one will get the job. So.....that's a lot of rejections!). This is where a free Chrome extension like Magical can come in handy. Once you store your templates in Magical, you can trigger them in any email platform or messaging app with one click. (They instantly personalize too-talk about time saver!)
Tone and Content in Rejection Emails
Sending a rejection letter can be as crucial to your brand's reputation as any marketing campaign. While on the one hand breaking bad news is never easy, doing so respectfully speaks volumes about your company culture.
To maintain employer branding and show genuine consideration for applicants' feelings, choose an empathetic tone throughout your communication. By acknowledging specific strengths or skills observed during interviews—even if those didn't lead to hiring—you help soften the blow of not being selected.
Respond Promptly
With a job offer, you don't want to sit on this for days. Taking some time to think it over is perfectly normal, but especially if you know you want to reject the job, do so in a timely fashion so the company has an opportunity to consider other candidates.
Acting swiftly in declining a job offer — ideally within 24 to 48 hours of receiving it — is crucial. Delaying your response can unfairly string the potential employer along and hinder their recruitment process, affecting other candidates who might be waiting in the wings. Prompt action not only reflects your professionalism and respect for the employer’s time but also minimizes any negative impact on their hiring timeline.
-Dr. Amantha Imber, Host, How I Work podcast
How To Write A Direct, Yet Encouraging Job Rejection Email
Writing a rejection email to a job applicant requires balancing directness with empathy and encouragement. The goal is to convey the decision in a respectful manner while also providing feedback or encouragement that leaves the applicant feeling valued and motivated to continue their job search. Here's how to structure such an email:
1. Subject Line:
- "Your Application to [Company Name] for [Position Name]"
- "Update on Your Application for [Position Name] at [Company Name]"
2. Greeting
- "Dear [Applicant's Name],"
3. Opening Statement (Direct but Kind)
- Begin with a straightforward statement that informs the applicant of the decision. It’s important to be clear but also gentle to soften the blow.
- Example: "Thank you for taking the time to apply for the [Position Name] at [Company Name] and for your interest in joining our team. We have reviewed your application thoroughly."
4. Decision Statement
- Convey the decision directly, avoiding ambiguous language.
- Example: "After careful consideration, we have decided to move forward with another candidate who we believe best matches the current needs of our team."
Avoid giving too much detail. You don’t have to explain your reason for declining the job offer. Instead, you can keep your statement short. I suggest saying, “Although I've decided to head in another direction, I'm grateful for your interest in me and I hope we can keep in touch."
-Kathryn Wieland, Director of Business Career Services at Iowa State University’s Ivy College of Business.
5. Feedback or Encouragement (Optional)
- Offer a brief, general compliment on their qualifications or interview performance, if applicable.
- Example: "We were impressed by your skills and accomplishments and believe you have a lot to offer. Finding the right fit is important for both the candidate and the company, and we have no doubt that you will find a role that suits your talents and aspirations."
6. Encouragement for Future Opportunities
- Encourage them to apply for future positions if you genuinely believe they could be a fit for your company in the future.
- Example: "We would like to keep your resume on file and possibly contact you about future opportunities that align more closely with your skills and experience. We encourage you to apply again in the future should you see a job posting for which you qualify."
7. Closing & Signoff
- End on a positive note, wishing them well in their job search.
- Example: "Thank you again for considering [Company Name] as a potential employer. We wish you all the best in your job search and future professional endeavors."
- Sign off examples: "Best regards," "[Your Name]", "[Your Job Title]","[Company Name]"
When you put it all together, it should look a little something like this:
Subject: Update on Your Application for Marketing Coordinator at Innovatech
Dear Jordan,
Thank you for taking the time to apply for the Marketing Coordinator position at Innovatech and for your interest in joining our team. We have reviewed your application thoroughly.
After careful consideration, we have decided to move forward with another candidate who we believe best matches the current needs of our team. We were impressed by your skills and accomplishments and believe you have a lot to offer. Finding the right fit is important for both the candidate and the company, and we have no doubt that you will find a role that suits your talents and aspirations.
We would like to keep your resume on file and possibly contact you about future opportunities that align more closely with your skills and experience. We encourage you to apply again in the future should you see a job posting for which you qualify.
Thank you again for considering Innovatech as a potential employer. We wish you all the best in your job search and future professional endeavors.
Best regards,
[Your Name]
[Your Job Title]
Innovatech
Dear Jordan,
Thank you for taking the time to apply for the Marketing Coordinator position at Innovatech and for your interest in joining our team. We have reviewed your application thoroughly.
After careful consideration, we have decided to move forward with another candidate who we believe best matches the current needs of our team. We were impressed by your skills and accomplishments and believe you have a lot to offer. Finding the right fit is important for both the candidate and the company, and we have no doubt that you will find a role that suits your talents and aspirations.
We would like to keep your resume on file and possibly contact you about future opportunities that align more closely with your skills and experience. We encourage you to apply again in the future should you see a job posting for which you qualify.
Thank you again for considering Innovatech as a potential employer. We wish you all the best in your job search and future professional endeavors.
Best regards,
[Your Name]
[Your Job Title]
Innovatech
This template provides a balance between being direct about the rejection and offering encouragement, aiming to leave the applicant with a positive impression of your company and a sense of hope for their future applications.
Best Practices for Sending Job Rejection Emails
Sending job applicant rejection emails is a delicate task that requires tact, professionalism, and empathy. Implementing best practices can help ensure that the rejection is communicated respectfully, minimizing negative feelings and maintaining your company's positive reputation. Here's some best practices to consider:
1. Be Timely
Send rejection emails promptly once a decision has been made. Delaying can increase anxiety for candidates and reflect poorly on your company.
2. Make it Personalized
Address candidates by their name rather than using generic salutations. This personal touch shows respect for the time and effort they invested in applying.
3. Be Clear & Direct (to the point)
State clearly the rejection at the beginning of the email to avoid any ambiguity. However, ensure that your tone remains respectful and empathetic.
4. Provide Constructive Feedback (When Appropriate)
If possible, offer brief, constructive feedback, especially for candidates who reached the interview stage. This can help them in their future applications and is often appreciated, though it's important to keep feedback general and positive.
5. Express Your Gratitude & Encourage Future Applications
Thank the candidate for their interest in your company and for the time they spent on the application process. Recognizing their effort demonstrates courtesy and respect. If you think the candidate could be a good fit for future opportunities, encourage them to apply again. This can help maintain a relationship with potential talent.
6. Consider Your Company Brand and Tone
While maintaining professionalism, align the tone of your rejection email with your company's brand voice, whether it be formal, compassionate, or supportive.
Implementing these practices can help soften the blow of rejection and preserve your company's reputation as a respectful and desirable employer.
7 Job Rejection Email Template Samples
Crafting a rejection email to a job applicant requires a balance of professionalism, kindness, and clarity. It's important to communicate the decision respectfully, providing closure to the candidate while leaving a positive impression of your company. Here's some examples of job applicant rejection emails tailored for different contexts:
1. General Rejection Email
Subject: Your Application to [Position Name] at [Company Name]
Dear [Applicant's Name],
Thank you for taking the time to apply for the [Position Name] at [Company Name]. We appreciate your interest in joining our team.
After careful consideration, we regret to inform you that we will not be moving forward with your application for this position. This decision was difficult due to the high caliber of candidates this year.
We encourage you to apply for future openings that match your skills and experience. Thank you again for your interest in [Company Name] and for giving us the opportunity to consider your application.
Best regards,
[Your Name]
[Your Job Title]
[Company Name]
Dear [Applicant's Name],
Thank you for taking the time to apply for the [Position Name] at [Company Name]. We appreciate your interest in joining our team.
After careful consideration, we regret to inform you that we will not be moving forward with your application for this position. This decision was difficult due to the high caliber of candidates this year.
We encourage you to apply for future openings that match your skills and experience. Thank you again for your interest in [Company Name] and for giving us the opportunity to consider your application.
Best regards,
[Your Name]
[Your Job Title]
[Company Name]
2. Feedback-Providing Rejection Email
Subject: Your Application for [Position Name] at [Company Name]
Dear [Applicant's Name],
Thank you for applying for the [Position Name] at [Company Name] and for the time you've invested in the interview process.
We wanted to let you know that we have decided not to proceed with your application. While we were impressed with your skills and accomplishments, we have chosen a candidate whose experience aligns more closely with the needs of the role.
We believe you have great potential and encourage you to seek feedback for your professional development. If you're open to it, we'd be happy to provide more specific feedback on your interview performance.
Thank you again for your interest in [Company Name], and we wish you the best in your job search and future endeavors.
Sincerely,
[Your Name]
[Your Job Title]
[Company Name]
Dear [Applicant's Name],
Thank you for applying for the [Position Name] at [Company Name] and for the time you've invested in the interview process.
We wanted to let you know that we have decided not to proceed with your application. While we were impressed with your skills and accomplishments, we have chosen a candidate whose experience aligns more closely with the needs of the role.
We believe you have great potential and encourage you to seek feedback for your professional development. If you're open to it, we'd be happy to provide more specific feedback on your interview performance.
Thank you again for your interest in [Company Name], and we wish you the best in your job search and future endeavors.
Sincerely,
[Your Name]
[Your Job Title]
[Company Name]
3. After Interview Rejection Email
Subject: [Position Name] Application at [Company Name] - Update
Dear [Applicant's Name],
Thank you for your time and effort throughout the interview process for the [Position Name] role at [Company Name]. We enjoyed getting to know you and learning about your qualifications.
After thorough consideration, we have decided to move forward with another candidate who more closely matches the requirements for our current opening.
We appreciate your interest in [Company Name] and the opportunity to consider your application. We wish you all the best in your job search and future professional endeavors.
Warm regards,
[Your Name]
[Your Job Title]
[Company Name]
Dear [Applicant's Name],
Thank you for your time and effort throughout the interview process for the [Position Name] role at [Company Name]. We enjoyed getting to know you and learning about your qualifications.
After thorough consideration, we have decided to move forward with another candidate who more closely matches the requirements for our current opening.
We appreciate your interest in [Company Name] and the opportunity to consider your application. We wish you all the best in your job search and future professional endeavors.
Warm regards,
[Your Name]
[Your Job Title]
[Company Name]
4. Internship Position Rejection Email
Subject: Internship Application at [Company Name]
Dear [Applicant's Name],
Thank you for your interest in the internship opportunity at [Company Name] and for the time you dedicated to your application.
After reviewing all applications, we have made the difficult decision to select another candidate for this internship position. This was not an easy choice given the impressive talents of all our applicants.
Please consider applying to future opportunities with us. We wish you success in your academic and professional pursuits.
Best wishes,
[Your Name]
[Your Job Title]
[Company Name]
Dear [Applicant's Name],
Thank you for your interest in the internship opportunity at [Company Name] and for the time you dedicated to your application.
After reviewing all applications, we have made the difficult decision to select another candidate for this internship position. This was not an easy choice given the impressive talents of all our applicants.
Please consider applying to future opportunities with us. We wish you success in your academic and professional pursuits.
Best wishes,
[Your Name]
[Your Job Title]
[Company Name]
5. Senior Position Rejection Email
Subject: Your Application for [Senior Position Name] at [Company Name]
Dear [Applicant's Name],
We appreciate the time and effort you invested in your application and interviews for the [Senior Position Name] with [Company Name].
After careful consideration and a thorough evaluation of all candidates, we have decided to move forward with another applicant whose background and experience align more closely with our current needs.
We were genuinely impressed by your expertise and achievements and hope you will not hesitate to apply for future positions that fit your profile.
Thank you for considering [Company Name] as a potential employer. We wish you the best in your ongoing career journey.
Kind regards,
[Your Name]
[Your Job Title]
[Company Name]
Dear [Applicant's Name],
We appreciate the time and effort you invested in your application and interviews for the [Senior Position Name] with [Company Name].
After careful consideration and a thorough evaluation of all candidates, we have decided to move forward with another applicant whose background and experience align more closely with our current needs.
We were genuinely impressed by your expertise and achievements and hope you will not hesitate to apply for future positions that fit your profile.
Thank you for considering [Company Name] as a potential employer. We wish you the best in your ongoing career journey.
Kind regards,
[Your Name]
[Your Job Title]
[Company Name]
6. Immediate Rejection Email (After Application Review)
Subject: [Position Name] Application at [Company Name]
Dear [Applicant's Name],
Thank you for your interest in the [Position Name] at [Company Name].
After reviewing your application, we have decided not to proceed with your candidacy at this time. We receive a large number of applications, and unfortunately, we are not able to advance every applicant to the next stage of the process.
We appreciate your interest in our company and encourage you to apply for future openings that match your qualifications.
Best of luck in your job search and future endeavors.
Sincerely,
[Your Name]
[Your Job Title]
[Company Name]
Dear [Applicant's Name],
Thank you for your interest in the [Position Name] at [Company Name].
After reviewing your application, we have decided not to proceed with your candidacy at this time. We receive a large number of applications, and unfortunately, we are not able to advance every applicant to the next stage of the process.
We appreciate your interest in our company and encourage you to apply for future openings that match your qualifications.
Best of luck in your job search and future endeavors.
Sincerely,
[Your Name]
[Your Job Title]
[Company Name]
7. Personalized Feedback Rejection Email
Subject: Feedback on Your Application for [Position Name]
Dear [Applicant's Name],
Thank you for applying to the [Position Name] at [Company Name] and for the engaging discussions during your interviews.
We have concluded our selection process and, regrettably, we will not be moving forward with your application. This decision does not detract from the strengths we observed in you, such as [specific strength or positive aspect noted during the application process].
Given the competitive nature of the process, we had to make some tough choices, focusing on those whose experience and skills most closely matched the specific needs of the position.
We are grateful for the opportunity to get to know you and are convinced that you will find a role that fits your talents and aspirations. Please feel free to apply to future positions with us that you believe align with your skills and experience.
Wishing you success in your job search and future career.
Best,
[Your Name]
[Your Job Title]
[Company Name]
Dear [Applicant's Name],
Thank you for applying to the [Position Name] at [Company Name] and for the engaging discussions during your interviews.
We have concluded our selection process and, regrettably, we will not be moving forward with your application. This decision does not detract from the strengths we observed in you, such as [specific strength or positive aspect noted during the application process].
Given the competitive nature of the process, we had to make some tough choices, focusing on those whose experience and skills most closely matched the specific needs of the position.
We are grateful for the opportunity to get to know you and are convinced that you will find a role that fits your talents and aspirations. Please feel free to apply to future positions with us that you believe align with your skills and experience.
Wishing you success in your job search and future career.
Best,
[Your Name]
[Your Job Title]
[Company Name]
Each of these emails is designed to address different scenarios and provide a respectful and constructive rejection to the applicant. Tailoring the message to the specific situation and the applicant's stage in the interview process can help maintain a positive relationship with potential future candidates.
How Using Templates is Smart, Efficient Communication
They're highly personalizable
A well-adapted template goes beyond the basics of stage interview notifications; it captures the essence of your brand's values and communicates them consistently across all candidate interactions. To echo your organization’s unique voice in every communication, start by customizing recruitment email templates.
You might be wondering how such subtle tweaks can make a difference? Think about receiving a form letter that could have been written for thousands of people, versus one that addresses you directly—it’s the latter that leaves room for future connections. That same principle applies here: applicants who feel respected are more likely to remain enthusiastic about future positions open at your company.
A Final Word
Sending a job rejection email can sting, both for you and the candidate. But it's crucial. It keeps your brand solid and shows respect.
Choose the right words and most importantly have a template on hand to save time. Magical is perfect for this task and all your repetitive tasks. You can download it for your Chrome browser (it's free) and see why more than 20,000+ teams are saving 7 hours a week on average.
