Rejection Letter

Find out about job rejection letters with our guide and templates.

By Toni Ross, Jul 18, 2024

Toni Ross is the Senior Editor of Betterteam. Her interests include developing resources that help build and grow value-oriented, connected teams, both personal and professional.

A job rejection letter informs employees that they have not been chosen for a job. Rejection letters give them this information formally and respectfully so that they can continue their job search. They are also known as employment rejection letters or candidate rejection letters.

Make a good impression on the candidates you decline by sending them a rejection letter promptly. We’ve got templates below that will make it super fast and easy.

Job Rejection Letter Template Download:

Download this job rejection letter template in Word, and customize for your own needs quickly.

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Job Rejection Letter Sample:

[Date]

Dear [name],

Thank you for taking the time to apply to [position they applied for]. We really appreciate the effort you put into this. We received and have reviewed [a specific number, or “a large number”] of applications.

After reviewing them thoroughly, we felt that other applicants were better suited for [position they applied for]. At this time, we are declining to move forward with your application.

Best of luck with your job search.

Sincerely,

[Company/Organization Name]

The letters above are meant to be catch-all ones that can apply to any business and their style of declining employees. You'll notice that we don't say why the candidate was declined.

Instead, we often like to add the following paragraph to our letters as a way of leaving applicants with a more positive attitude toward our brand:

After reviewing them thoroughly, we settled on [name of selected candidate] for the role. [He/she] was ultimately chosen because [list at least 3 reasons the person was chosen].

This way you're not focusing on the negative traits of the applicant, but still giving them a reason for your choice.

How to Write a Job Rejection Letter:

$0.00 USD

2 Hours

Follow our step by step guide to writing a polite, simple rejection letter.

Compose your first paragraph.

1.1

Thank the candidate for applying.

Start off your letter by thanking the candidate for applying to your company. Mention the job title that they applied for to make it clear what the letter is about.

1.2

Give them the number of applications you received.

You can mention the specific number of applications you reviewed, or simply state that you reviewed "a large number of candidates."

Move on to the main purpose of your letter.

2.1

Tell the candidate that they were not sucessful.

State clearly that you are "declining to move forward with their application." Use the word "declined" rather than "rejected," which can be taken in a negative light.

2.2

Consider giving reasons you choose the final candidate.

Providing the candidate with reasons why someone was chosen over them can give the candidate a positive impression of your company while subtly letting them know what they could improve upon in their experience or skills. Avoid directly giving reasons why a candidate was declined.

After receiving a rejection letter, a candidate may contact you to ask what they could work on for their next interview. In this case, provide the candidate with some helpful tips for improving their interview process and for building up their skills and experience.

Close your letter.

3.1

Wish them luck on their search.

Leave the candidate with a positive experience by wishing them luck on the rest of their job search.

Job Rejection Email Template Download:

Download this rejection email template in Word, and customize for your own needs quickly.

Download Now

Job Rejection Email Sample:

Subject line: Your Job Application to [Company/Organization Name]

Dear [name],

Thank you for your application to [position they applied for]. Your time and effort are much appreciated.

We have received [a specific number, or “a large number”] of applications in response to this position. After a thorough review of all applicants, we regret to inform you that we will not be moving forward with your application. While we were impressed with your ["skills," "qualifications," "accomplishments"], we felt that other applicants were better suited for [the position they applied for].

We thank you for considering us a potential employer and wish you success in your job search.

Sincerely,

[Company/Organization Name]

FAQs:

What do you write in a rejection letter?

Date.
Address candidate by full name.
Thank candidate for the job application.
List the number of applications you received.
State clearly that you will not be hiring the candidate.
Wish them luck on their job search.

How do you politely reject a candidate?

It's best to be concise and appreciative of their application. Be sure to thank the candidate for their application and consider giving reasons as to why you chose the final candidate. Avoid long explanations and giving reasons for why a candidate was declined. In addition, choose your words wisely. Even though you want to be clear, avoid using words such as 'rejected'.

How do you sign off a rejection letter?

Your tone should be courteous so that the candidate remembers your company for it's prompt and polite reputation. In addition, make sure you're prompt and thankful for their efforts. Sign off with your company's name and letterhead.

What do you write in a rejection letter after an interview?

Thank candidates for applying.
Give them the number of applications you received.
State clearly that you are "declining to move forward with their application."
Consider giving reasons you choose the final candidate.
Avoid giving reasons why a candidate was declined.
Use the word "declined" rather than "rejected."
Wish them luck on their search.

How do you write a good rejection email?

Have a look at our rejection email example. Keep it simple. Start by thanking the candidate for applying, then let them know their application has been unsuccessful. End off by wishing them luck with future applications.

What do you put in the subject line of a rejection email?

Your subject line should be the candidate's name, the title of the position, and the company name.

What is a rejection letter?

A formal letter sent by a business or organization stating that someone has not been chosen for a job or course of study.

How do you reject an internal candidate?

Do it in person, not over email.
Be clear about your reasons.
Ask about their professional goals.
Find alternative opportunities for growth in the company.
Check-in with them after a few days to show that you care.