rejection email template

Sending out rejection emails to the candidates after the job interview is one of the most dreaded parts for HR. Also, it is not easy to write. Even if you have written a thousand of the rejection email templates, there will always be some anxiety about sending one. Because receiving an email that says someone found something you did not is very uneasy. Therefore, the HR or recruiting managers sometimes feel a little uncomfortable drafting a job rejection email. However, with a bit of strategy and care, rejection emails can be drafted in an inspirational way. This article discusses ways you can write a job rejection email template that is positive, professional, and timely.

What you need to know before writing your first rejection email

Writing a rejection is tough. However, you can help to make it a little less difficult with these five tips:

  1. Make sure the email is personalized and address the recipient by name.
  2. Include a brief explanation of why he or she is not selected, but try to keep it short and professional.
  3. Offer the candidate that the door is opened for them for any future opportunity so that they can continue looking for the job vacancies at your company.
  4. Be polite and courteous throughout the message as always, but end on a high note that leaves the reader feeling encouraged by your offer of help going forward if they would like it.
  5. Be aware of time zones when you send out rejection emails.

Similar blog post, “How to Write Welcome Message for New Employee: 10 Examples

5 Job Rejection Email Templates You can Use

Here are six job rejection email templates you can use –

Rejection Email Template – 01

Hello [Name],

We appreciate your interest in [company] and the time you took to apply for the position of [job title].

We decided to go on with another applicant, but we’d like to thank you for meeting with our team and allowing us to learn more about your qualifications and achievements.

More vacancies will be advertised in the following months. We hope you will remember us and consider applying again.

We wish you the best of luck in your job hunt and future professional aspirations.

With my best regards,

[Nameof the senders]

Rejection Email Template – 02

Dear [candidate’s Name],

Thank you for applying for the position of [Job title] at [Company]. We appreciate your interest in working for us, and we appreciate the time and effort you put into your application for the [Job title] position.

We received a significant number of applications. After carefully analyzing them all, we regret that we will be unable to invite you to the next step of our employment process.

We are unable to give personalized comments on your application at this early point of the process due to the large number of applications received.

However, we much value your application and invite you to apply at [Company] again in the future.

We wish you luck in your job hunt.


[Sender’s name]

[Sender’s email signature]

Rejection Email Template – 03

Hello [Candidate’s Name],

Thank you for taking the time to interview for [job] on [interview date]. Although it was a difficult choice, we have chosen another candidate for the post.

Your [employability skills] especially pleased our team. However, we thought you needed expertise in [skill/experience]. To improve, we suggest [taking a course/obtaining a certificate/gaining project experience].

We’d want to keep in touch with you in the future if there are any possibilities that would be a suitable fit. If you’d want to stay in our talent pool, please let us know.

Thank you again for taking the time to apply and visit our office. We wish you well in your job hunt and appreciate your interest in working for us.


[Your Name]

[Email Signature]

Rejection Email Template – 04

Dear Mr./Ms. X,

We appreciate your interest in [Company] and the position of [Job Title] that you applied for. While we were impressed by your credentials, we’ve chosen to move on with other individuals whose abilities and expertise better match our current needs.

We appreciate your interest in [Company] and hope to hear from you again soon. Please do not hesitate to contact us if you are interested in another available position.

Join our talent network and connect with us here to remain up to speed on current job vacancies and guarantee you’re included in our hunt for future outstanding prospects. <Link to Talent board

Best Regards,

[Your Name]

[Email Signature]

Rejection Email Template – 05

Hi [Applicant’s Name]

Thank you for applying at ABC Company for the position of [job title]. I’m writing to let you know that we’ve decided to go forward with a different candidate at this time.

Your abilities and achievements, particularly [skill/digree], wowed me. I feel you’d be an excellent fit for our organization in any future opportunities, and I’d be happy to reach you again if necessary.

I wish you the best of luck in the future.

[Your Name]

[Email Signature]

Similar blog post, “How to Accept Job Offer Via Email – Sample


The worst thing that a candidate can expect from a particular job interview is no response from the company. If a candidate is not picked for the position, it is critical and good to inform them so that they may continue their job hunt. Sending a professional and positive job rejection email is easier than you think, and it won’t be harmful to your brand if done correctly. On the other hand, sending an unprofessional rejection email can harm your company’s reputation, which is eventually considered an HR failure.


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