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Job Rejection Email Templates
A job rejection email is a letter that informs an applicant that they were not selected for a job opportunity. It is a professional and respectful way to communicate the decision to the candidate and provide closure on their job application process. In some cases, it can also offer feedback on their qualifications and suggest areas for improvement. Writing a job rejection email can be a sensitive and challenging task. Still, it is an important step in maintaining a positive relationship with the candidate and upholding the company’s reputation.
What’s the best time to send rejection emails?
As a general guideline, it is best to send rejection emails to candidates as soon as possible after the decision has been made not to move forward with their application. This shows respect for the candidate’s time and efforts in applying and preparing for the position. It is also important to be timely in sending rejection emails so that the candidate has enough time to pursue other job opportunities if they are still actively searching.
If you are part of a hiring team and need to wait for a final decision or approval from someone else, it is a good idea to send an interim response to the candidate letting them know that you are still considering their application and will get back to them soon. Regardless of the timing, it’s important to send a professional and respectful rejection email that provides constructive feedback to the candidate, if possible and keeps open the possibility of future opportunities with the organization.
How to write a job rejection email
If you are an employer or hiring manager, sending out a job rejection email to a candidate is a necessary part of the hiring process. Writing a rejection email may be uncomfortable, but it’s important to maintain professionalism and provide a respectful response.
When writing a job rejection email, be sure to keep it brief and to the point. Start by thanking the candidate for their interest and time spent during the interview process. Then explain why they were not chosen for the position, being sure to avoid providing too much detail. As an option, you can provide feedback on how the candidate can improve for future opportunities. Make sure to express your gratitude and respect for them taking the time to apply and interview.
Additionally, provide any necessary next steps such as when they should expect their final paycheck or if they are eligible for other positions within the company. Remind them that they are welcome to apply to different positions in the future should they become available.
Job rejection email examples and templates
1. Simple Rejection Email
Subject: Decision on Your Job Application
Dear [Applicant Name],
Thank you for your interest in the [Position] role at [Company Name]. After careful consideration, we have decided not to move forward with your application at this time. We appreciate the effort you put into your application and the time you spent with us during the interview process.
If you have any questions or would like to receive feedback on your application, please feel free to reach out.
Best regards,
[Your Name]
[Company Name]
2. Personalized Rejection Email
Subject: Regarding Your Job Application
Dear [Applicant Name],
I wanted to personally reach out to you regarding your application for the [Position] role at [Company Name]. I was impressed by your experience and qualifications, and it was a tough decision to make. Unfortunately, after careful consideration, we have decided not to move forward with your application at this time.
I wanted to take this opportunity to thank you for your interest in our company and for the time you took to interview with us. Your passion for [Industry/Field] was evident, and I am sure that you will continue to succeed in your career.
Please don’t hesitate to reach out if you would like to receive any feedback on your application.
Best regards,
[Your Name]
[Company Name]
3. Rejection with Feedback Email
Subject: Decision on Your Job Application
Dear [Applicant Name],
Thank you for your interest in the [Position] role at [Company Name]. I wanted to personally reach out to you to let you know that, after careful consideration, we have decided not to move forward with your application at this time.
However, I would like to offer some feedback on your application that may be helpful as you continue your job search. [Provide specific feedback related to their experience, skills, or interview performance].
Thank you again for your interest in our company, and I wish you all the best in your future endeavors.
Best regards,
[Your Name]
[Company Name]
4. Rejection with Suggestions for Improvement Email:
Subject: Decision on Your Job Application
Dear [Applicant Name],
Thank you for your interest in the [Position] role at [Company Name]. I wanted to personally reach out to you to let you know that, after careful consideration, we have decided not to move forward with your application at this time.
However, I would like to offer some suggestions for improvement that may be helpful as you continue your job search. [Provide specific suggestions related to their experience, skills, or interview performance].
Thank you again for your interest in our company, and I wish you all the best in your future endeavors.
Best regards,
[Your Name]
[Company Name]
5. Rejection with Opportunity for Future Consideration Email:
Subject: Decision on Your Job Application
Dear [Applicant Name],
Thank you for your interest in the [Position] role at [Company Name]. After careful consideration, we have decided not to move forward with your application at this time.
However, I wanted to let you know that we are always on the lookout for talented individuals like yourself, and we would be happy to keep your application on file for future opportunities that may align with your skills and experience.
Thank you again for your interest in our company, and I wish you all the best in your future endeavors.
Best regards,
[Your Name]
[Company Name]
Job rejection email subject templates
Regrettably, Your Job Application Has Been Declined
Decision on The Job Application
The outcome of Your Job Interview
Next Steps Following Your Job Interview
Thank You for Your Interest in Our Company
Feedback on Your Job Application
Final Decision on Your Job Application
Regarding Your Recent Job Interview
Our Hiring Decision for the [Position] Role
Your Application for the [Position] Role
Following Up on Your Job Interview
The outcome of Our Hiring Process
An Update on Your Job Application
Your Job Application – [Company Name]
Regrettably, We Cannot Move Forward With Your Application
Tips and best practices for the job rejection email
When writing a job rejection email, it is important to follow best practices to maintain a positive relationship with the candidate and uphold the company’s reputation. Here are some tips to keep in mind:
Be prompt: It’s best to send the rejection email as soon as possible after the decision has been made. This shows respect for the candidate’s time and reduces the likelihood of them hearing about the rejection through other means.
Be professional: The tone of the email should be professional, respectful, and empathetic. Avoid using language that may be perceived as harsh or unprofessional.
Offer feedback: If appropriate, offer specific and constructive feedback on the candidate’s application or interview performance. This can help them improve for future job opportunities.
Be brief: Keep the email short and to the point. The candidate has likely received many rejections before and will appreciate a succinct and clear message.
Keep it personal: Personalizing the email with the candidate’s name and a reference to their specific application or interview shows that you have taken the time to consider their candidacy.
Offer next steps: If applicable, provide the candidate with information about the next steps, such as applying for other job opportunities with the company or seeking feedback on their application.
End on a positive note: End the email on a positive note, wishing the candidate luck in their job search and thanking them for their interest in the company.