how to write job rejection emails

How to write Job Rejection Emails: Samples and Templates

November 7, 2023. SourceCandidates.com 

Crafting Polite and Professional Job Rejection Emails: Samples and Templates

How to write Job Rejection Emails are a crucial part of the hiring process. While they may not be easy to write, they are essential in maintaining a positive employer brand and leaving a lasting impression on job applicants, even if the news isn’t what they were hoping to hear. Now let’s discuss the best practices for composing job rejection emails, provide you with samples and templates, and offer tips on how to navigate this delicate communication.

Best Practices for How to write Job Rejection Emails

  1. Be Prompt: Send the job rejection email as soon as you’ve made a decision. Delaying the notification can lead to unnecessary stress and uncertainty for the applicants.
  2. Personalize Your Message: Address the candidate by their name and mention specific details about their application to show that you’ve considered their qualifications.
  3. Keep It Positive: Begin and end the email on a positive note. Highlight the applicant’s strengths and express your appreciation for their interest in the position.
  4. Offer Constructive Feedback (Optional): If possible, provide constructive feedback to help the applicant improve their chances in the future. Be tactful and offer suggestions that can genuinely help them grow.
  5. Be Clear and Direct: Clearly communicate the decision in the subject line and the opening sentence of the email. Avoid vague language and euphemisms.
  6. Keep It Short and Sweet: A concise email is often more effective in conveying your message. Be respectful of the candidate’s time and emotions.
  7. Maintain a Professional Tone: Use formal language and maintain a respectful tone throughout the email. It’s essential to uphold your company’s reputation.
A job rejection email should include the following elements: 
  • Thank you: Always thank the candidate for their time and interest in your company.
  • Humanize it: Use the applicant’s first name and the title of the position.
  • Feedback: Where possible, give feedback.
  • Invitation to apply again: Invite the candidate to apply again.
Here are some examples of what you can say in a job rejection email: 
  • “We really enjoyed reviewing your application, as it gave us a great impression of your personality and skill set”.
  • “We thank you for your interest in the company and we wish you the best of luck in your job search”.
  • “We enjoyed learning more about your past achievements as well as your skills and qualifications”.
  • “We regret to inform you that we’ve selected another candidate”.
  • “The talent team has carefully considered your application and [test/interview] results and regrets to inform you that we will not be proceeding with your application”.
It’s important to get straight to the point without being too harsh so people know where they’re at. You can also end the email with a positive note by wishing them the best of luck in their future endeavors
Why do employers often not send rejection letters? Read top answers on Quora

how to write job rejection emails

 

Job Rejection Email Templates

Template 1: How to write Job Rejection Emails For Candidates Who Didn’t Make It to the Interview

Subject: Re: [Position] Application

Dear [Candidate’s Name],

Thank you for your interest in the [Position] role at [Company Name]. We appreciate the time and effort you invested in the application process.

After careful consideration, we regret to inform you that we have chosen to move forward with other candidates whose qualifications more closely align with our current needs. This decision was not easy, as we were truly impressed by your skills and experience.

Please don’t be discouraged, as your qualifications stand out, and we encourage you to keep an eye on our future job openings. We would welcome the opportunity to consider you for a role that aligns with your expertise.

Thank you again for your interest in [Company Name]. We wish you all the best in your job search, and please feel free to stay connected with us on [Company’s Social Media/Website].

Sincerely,

[Your Name] [Your Title] [Company Name]

Template 2: How to write Job Rejection Emails For Candidates Who Were Interviewed

Subject: Re: [Position] Application

Dear [Candidate’s Name],

I hope this message finds you well. We want to express our gratitude for your time and effort during the interview process for the [Position] role at Stemta Corporation. Your enthusiasm and qualifications were truly impressive, and we appreciate your interest in our organization.

After careful evaluation, we have decided to move forward with another candidate who closely aligns with our current requirements. We understand that this may come as disappointing news, but please know that this decision does not diminish your strengths and potential.

We encourage you to keep an eye on our future job openings, as we believe your skills could be a great fit for our team in the future. If you have any questions or would like feedback on your interview performance, please don’t hesitate to reach out.

Thank you once again for your interest in [Company Name]. We wish you the very best in your job search and future endeavors.

Sincerely,

[Your Name] [Your Title] [Company Name]

Template 3: How to write Job Rejection Emails For Candidates Offered Constructive Feedback

Subject: Re: [Position] Application

Dear [Candidate’s Name],

Thank you for your interest in the [Position] role at Stemta Corporation. We appreciate the time and effort you put into the application process and your enthusiasm for joining our team.

While your qualifications and experience are impressive, we have chosen to move forward with another candidate who closely aligns with our current requirements. We want to offer some feedback that we hope will be helpful in your job search:

  • [Feedback Point 1]
  • [Feedback Point 2]
  • [Feedback Point 3]

Please view this decision as an opportunity for growth and continued improvement. Your skills and potential are evident, and we believe that you have a bright future in your career.

We encourage you to stay connected with [Company Name] for future opportunities that may be a better fit for your qualifications and experience. Thank you for considering us as part of your job search journey.

Sincerely,

[Your Name] [Your Title] [Company Name]

Job rejection emails are an essential part of the hiring process, as they contribute to a positive candidate experience and preserve your company’s reputation. By following the best practices outlined in this article on how to write job rejection emails and using the provided templates, you can deliver the news in a considerate and professional manner, leaving candidates with a positive impression even in disappointment. Remember, the way you handle rejections can impact your future interactions with talented individuals, and they may come back as successful candidates in the future or refer other qualified applicants to your organization.

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