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Formal Job Rejection Letters: Format & Samples

A job rejection letter is a letter that is politely and professionally written to an employee to formally inform him or her that he has not been given a particular job offer; this letter is always offered in time so that the applicant can continue with the activity of job searching.

Writing this letter can prove to be very tough sometimes, that is why it is important that you follow a sample guideline while writing one which you will come up with a perfect letter.

What to include in a job rejection letter

  • Since it is a formal letter, name and address of the sender and the recipient should be included.
  • The date that letter was written.
  • Thank that candidate for their application.
  • Provide the number of applications that you have received.
  • Clearly, state that you are declining to continue with that application.
  • Give a valid reason behind your action of choosing the final candidate.
  • Wish them luck.

Things to consider when writing

  • Consider using declined rather than rejected.
  • You should keep off from giving reasons why you rejected that candidate.
  • The letter should be written and sent as soon as possible, this will enable the applicants to continue with their job search.
  • Make it short and clear.
  • Your writing should be very professional.
  • Use a polite tone to write your letter.

Rejection Letter Format

Your nameTitle

Company

Address

 

 

Date

 

Recipient’s name

Address

 

Dear Mr. /Mrs. /Ms. (last name),

Thank him or her for taking the time to apply for the position which you will have to mention and appreciate his effort in that application. Let him or her know that you have received several applications from many applicants.

Let him or her know that you reviewed other applications and provide a reason why you opted for the final candidate and not him. Finally, you have to politely decline moving forward with his or her application.

Wish her well in her job search

Sincerely

Signature

(Name)

Sample job rejection letter before an interview

This letter is always written by a recruiter to job applicants who have not been selected for an interview.

Timothy Mandy

Human resource manager

XYZ Company

125 businesses RD

Fort Wayne, IN 46800

 

16th November 2022

 

Emmy Smith

Fort Wayne, IN 46800

 

Dear Mrs. Smith,

We have keenly reviewed your application for the position of a sales manager at XYZ Company, however, we are very sorry to inform you that we have received several applications from many experienced candidates; some have vast experience in this industry which you do not have for sure.

It is therefore unfortunate that we cannot be in a position to schedule an interview with you at this time; however, you are encouraged to apply for other open positions in our company that suits your qualification and experience.

Thank you for taking your time to apply for this job and I wish you the best in your job search.

Sincerely

Timothy Mandy

Human resource manager

Sample job rejection letter after an interview

This is basically a letter written to an applicant after going through an interview with the employer, this letter is written to inform the applicant that he or she has not been given a job offer because of reasons which should be included in the letter.

Timothy Mandy

Human resource manager

XYZ Company

 

125 businesses RD

Fort Wayne, IN 46800

 

16th November 2022

Emmy Smith

 

Fort Wayne, IN 46800

Dear Mrs. Smith,

We appreciate the fact that you took your time to meet with our team for an interview for the position of sales manager at XYZ Company, it was great to learn more about your great accomplishments and skills.

Unfortunately, our team did not think that you were the right option for our company hence they did not select you for further consideration.

I would like to bring to your attention that job competition at XYZ Company is always very strong hence we always have to make very difficult choices between several candidates of vast experiences. Now that we have known more about you, we have decided to keep your resume with us for other future openings.

Again, thank you for your interest in working in XYZ Company.

Sincerely

Timothy Mandy

Human Resource manager