Job Rejection Letter (with Template and Examples)

A hiring manager writes a job rejection letter to applicants who didn’t qualify for a job. When drafting this letter, managers need to choose their words carefully. They should be kind and considerate. While the recipient may not welcome the contents of the letter, they will appreciate a courteous tone.

Have you just completed a round of interviews and determined who will move to the next round? As you notify them, remember to send a message to those not proceeding to the next phase.

Here is how to go about this.

A significant number of employers don’t get back to job applicants. For someone who has been looking forward to the opportunity, this silence can be brutal. It can also paint a negative picture of your company. The following are some reasons why you shouldn’t skip or delay drafting a job rejection letter:

• Failure to do so promotes negative feelings against your company.
• It could help you reduce the number of check-in calls and emails you receive from applicants.
• It can encourage suitable applicants to consider other positions.

A thorough job rejection email should contain several elements, such as:

• Appreciation for the applicant’s interest
• Personalization – You can mention the quality of the applicant you liked
• Feedback – Mention possible areas of improvement
• Invitation to apply again

Drafting a job rejection letter for every job applicant can eat up a lot of time. However, it is crucial for improving your candidate experience and ensuring great company branding. Below are a template and sample to help speed up and ease the process.

Job Rejection Letter after Interview

This letter thanks the applicant for taking the time to attend the interview. It also informs them that the company has decided to go with another candidate. That said, it is legally advisable not to include your reasons for rejecting the applicant.

Rejection Letter before Interview

This email is sent to applicants who are less qualified than those you would wish to interview. It is sent in response to the applications and resumes you receive for an open position. While the message is not favorable, applicants deserve to know if they are not going to receive an interview.

Job Applicant Rejection Letter

An applicant rejection letter is written by an employer or hiring manager to applicants who don’t qualify for open positions. It is meant to inform them that they will not be proceeding to the next stage.

Candidate Job Rejection Email

Where applications were sent in through email, the candidate rejection message should be sent through an email. It should be part of the thread containing the candidate’s resume.

Job Rejection Response Letter

A response letter is written by a candidate to thank the employer for their time and consideration. Writing it helps you present yourself in good light both personally and professionally.

A job rejection letter is not a requirement. However, sending one helps assure job applicants that their application was considered. It ensures they feel confident enough to apply when next you post an open position. Additionally, it preserves your company’s good reputation. Although a rejection letter can bear sad news for the recipient, it could offer hope when written well.