Rejection Letter Email Sample: Guide to Politely Decline a Candidate
Rejection letter email samples are an essential part of the hiring process, providing a professional and courteous way to inform candidates who were not selected for a position. These emails should be written with care and consideration, as they can have a lasting impact on a candidate’s perception of the company and the hiring process. The following sample rejection letter email template provides guidance on how to craft a clear, concise, and respectful message:
Best Structure for Rejection Letter Email Sample
Rejection letters are a crucial part of the hiring process, and their structure plays a vital role in conveying a professional and empathetic message. Here’s a detailed guide on how to structure a rejection letter email:
Personalize and Address the Candidate
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Begin with a warm salutation, addressing the candidate by their name.
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If possible, refer to their specific application or the position they applied for.
Express Appreciation
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Thank the candidate for taking the time to apply and express your appreciation for their interest in the position.
State the Rejection Decision
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Clearly state that the candidate has not been selected for the position.
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Do not provide specific reasons for the rejection unless it is required by law.
Offer Feedback (Optional)
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If appropriate, provide general feedback that can help the candidate improve their job search.
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Avoid harsh or negative criticism.
Next Steps
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Inform the candidate if there are any other positions for which they may be considered.
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Let them know if you will keep their resume on file for future consideration.
Close with Gratitude and Encouragement
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Thank the candidate once again for their time and effort.
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Offer words of encouragement and support in their job search.
Sample Email Structure
| Section | Content |
|---|---|
| Salutation | Dear [Candidate Name], |
| Appreciation | Thank you for taking the time to apply for the [Position Name] position. |
| Rejection Decision | After careful consideration, we have decided to move forward with other candidates whose skills and experience more closely align with the requirements of the role. |
| Next Steps | We will keep your resume on file for future consideration. |
| Closing | Thank you once again for your interest in our company. We wish you all the best in your job search. |
Sample Rejection Letter Emails
Not a Fit for the Role
Dear [Candidate Name],
Thank you for taking the time to apply for the [Position Name] position at [Company Name]. We appreciate your interest in our company.
We carefully reviewed your application and were impressed with your qualifications and experience. However, after consideration, we have decided to move forward with other candidates whose skills and experience align more closely with the requirements of the role.
We wish you the best of luck in your job search and hope that you will continue to consider [Company Name] for future opportunities.
Sincerely,
[Your Name]
Insufficient Experience
Dear [Candidate Name],
Thank you for applying for the [Position Name] position at [Company Name]. We appreciate your interest in our company.
We have reviewed your application and were impressed with your enthusiasm and qualifications. However, we require a candidate with more experience in [Specific Area] for this particular role.
We encourage you to continue developing your skills and experience in this area, as we may have future opportunities that better align with your qualifications.
We wish you the best of luck in your job search.
Sincerely,
[Your Name]
Position No Longer Available
Dear [Candidate Name],
Thank you for your interest in the [Position Name] position at [Company Name].
Since you submitted your application, we have had to restructure our team and the position is no longer available.
We regret that we cannot move forward with your application at this time. We wish you the best of luck in your job search and hope that you will continue to consider [Company Name] for future opportunities.
Sincerely,
[Your Name]
Candidate Overqualified
Dear [Candidate Name],
Thank you for your interest in the [Position Name] position at [Company Name].
We were impressed with your qualifications and experience, but we believe that you are overqualified for this particular role.
We are looking for a candidate with less experience who we can train and develop into the position. We believe that your skills and experience would be better utilized in a more senior position.
We wish you the best of luck in your job search.
Sincerely,
[Your Name]
Lack of Cultural Fit
Dear [Candidate Name],
Thank you for taking the time to interview for the [Position Name] position at [Company Name].
While we were impressed with your qualifications and experience, we feel that your personality and work style may not be a good fit for our team.
We are looking for someone who is collaborative, communicative, and enthusiastic about our work culture. We believe that you would be a valuable asset to another organization that better aligns with your personality and professional goals.
We wish you the best of luck in your job search.
Sincerely,
[Your Name]
Position Filled Internally
Dear [Candidate Name],
Thank you for your interest in the [Position Name] position at [Company Name].
After careful consideration, we have decided to fill the position internally.
We understand that this may be disappointing news, and we want to thank you for taking the time to apply. We were impressed with your qualifications and experience, and we encourage you to continue to consider [Company Name] for future opportunities.
We wish you the best of luck in your job search.
Sincerely,
[Your Name]
Candidate Withdrawn
Dear [Candidate Name],
We understand that you have decided to withdraw your application for the [Position Name] position at [Company Name].
We respect your decision and wish you the best of luck in your job search.
If you have any questions or would like to discuss your application further, please do not hesitate to contact us.
Sincerely,
[Your Name]
How to Write a Professional Rejection Letter Email
What elements should a rejection letter email include?
A rejection letter email should include a clear subject line, a respectful and empathetic opening, a brief explanation of the hiring decision, a clear statement of rejection, and a closing offering future support or guidance.
How to convey the rejection with empathy and professionalism?
Emphasize the applicant’s qualifications and express appreciation for their interest. Use polite and respectful language, and avoid using jargon or technical terms. Explain the decision in a clear and concise manner, without providing excessive detail or criticism.
What to include in the subject line of a rejection letter email?
The subject line should be concise and professional, informing the recipient of the email’s purpose. Use phrases such as "Thank you for your application" or "Regret to inform you."
Cheers, folks! I hope this quick guide has helped ease your rejection letter writing woes. Remember, getting “no” for an answer is part of the job search game. Don’t let it discourage you—keep your chin up and keep on applying. And hey, why not swing by again for more job-hunting advice in the future? Thanks for reading, and best of luck in your search!