Email template for applicant rejection letter
Always keep the tone polite and professional when sending a rejection letter. While it may not be the easiest message to convey, maintaining respect for the applicant ensures a positive impression of your company.
Use a clear and direct subject line that leaves no room for confusion. A simple subject like “Job Application Outcome” or “Application Status Update” works best. This helps the recipient immediately understand the purpose of the email.
The first paragraph should acknowledge the applicant’s effort and express gratitude for their time and interest in the position. Make it clear that you appreciate their application, even though they were not selected.
In the second paragraph, deliver the decision concisely. Avoid unnecessary details about why they weren’t chosen; instead, focus on the fact that you had to make a difficult decision. This helps reduce any feelings of rejection while still being transparent.
Conclude the email by offering well wishes for their future career. Let the applicant know that their qualifications were considered carefully and that your team will keep their information on file for future opportunities. Keep it encouraging without over-promising any immediate follow-up.
Here is the revised version of the text:
When informing an applicant of their rejection, it’s important to maintain a professional yet compassionate tone. Make sure to express appreciation for their time and effort in applying for the position. Acknowledge the positive aspects of their application, while explaining that the decision was made after careful consideration of all candidates.
Personalized Feedback
It’s helpful to provide personalized feedback, if appropriate. Highlight any particular strengths the applicant demonstrated during the interview or in their application. This can be motivating for the individual and shows that you value their efforts.
Encourage Future Opportunities
Invite the applicant to apply for future openings. Make it clear that while they may not have been selected for this role, their qualifications may align with other opportunities in the future. This can leave a positive impression and encourage them to stay engaged with your company.
Email Template for Applicant Rejection Letter
Crafting a Polite and Professional Rejection Message
Structuring the Email Clearly and Respectfully
Selecting the Right Tone: Empathy vs. Formality
Explaining the Reason for Rejection: When to Mention It
Providing Feedback or Alternatives: How to Approach It Thoughtfully
Managing Follow-up Requests After Sending the Rejection
Begin with a direct yet considerate opening. Express appreciation for the candidate’s interest and effort, making it clear that the decision was difficult. This helps establish respect for their time and application.
Structure the email logically. Start with the decision, followed by a brief explanation. Acknowledge the candidate’s strengths, if applicable, to soften the impact of the rejection. Be concise yet empathetic in delivering the message. Avoid unnecessary details that could create confusion or false hope.
The tone should reflect professionalism while being human. Balance empathy with formality–recognize the candidate’s potential while maintaining the professional boundaries of the communication. This tone will ensure the email feels both respectful and sincere.
Decide whether to explain the reason for rejection. If the decision was based on qualifications or a specific requirement, it can be helpful to mention it. Avoid being overly specific about personal reasons or areas that may feel subjective. If there’s no clear feedback to give, it’s okay to simply state that the candidate was not selected for this particular role.
Offering feedback or alternative opportunities should be done cautiously. If you have a relevant suggestion, such as applying for a different role, make it clear without sounding like an open invitation. Frame any constructive feedback positively, focusing on what the applicant can improve for future opportunities.
Prepare for follow-up inquiries. Some candidates may want further clarification after receiving the rejection. Be ready to provide general feedback or direct them to relevant resources, but avoid getting into specifics about why they were not selected. Set clear boundaries while maintaining a helpful attitude.