Job Rejection Letter (with Template and Examples)

A hiring manager writes a job rejection letter to applicants who didn’t qualify for a job. When drafting this letter, managers need to choose their words carefully. They should be kind and considerate. While the recipient may not welcome the contents of the letter, they will appreciate a courteous tone.

Have you just completed a round of interviews and determined who will move to the next round? As you notify them, remember to send a message to those not proceeding to the next phase.

Here is how to go about this.

Why Should You Send a Job Rejection Email?

A significant number of employers don’t get back to job applicants. For someone who has been looking forward to the opportunity, this silence can be brutal. It can also paint a negative picture of your company. The following are some reasons why you shouldn’t skip or delay drafting a job rejection letter:

  • Failure to do so promotes negative feelings against your company.
  • It could help you reduce the number of check-in calls and emails you receive from applicants.
  • It can encourage suitable applicants to consider other positions.

What to Include in a Candidate Rejection Letter

A thorough job rejection email should contain several elements, such as:

  • Appreciation for the applicant’s interest
  • Personalization – You can mention the quality of the applicant you liked
  • Feedback – Mention possible areas of improvement
  • Invitation to apply again

Candidate Rejection Letter Format


{Recipient’s name}

{Recipient’s address}

Dear {Mr./Mrs./Ms Last name}

I appreciate your interest in the {job title} position with {company name}. Thank you for taking the time to apply and attend the interview with my team.

At the moment, we have decided to proceed with another candidate. Nonetheless, we are impressed with your {redeeming qualities}. We believe you would be an excellent fit for a company in the future.

I will be posting more open {department name} positions in the coming weeks. I hope you consider applying again.

All the best in your career endeavors.


{Your name}

{Job title}

{Company name}

Sample Job Rejection Letter

9 July 2032

Brian Colin

3456 JC, New Jersey

Dear Mr. Colin,

Thank you for your interest in the Junior Technician position with Telefum Communications. We appreciate you taking the time to apply and attend the interview with our team.

While we were impressed with your skillset and references, we have decided to proceed with another candidate. Nonetheless, we feel that you would be a great addition to our team in the future.

I will be posting more IT positions in the following weeks. Please feel free to apply.

Thank you for your time and the best of luck in your career endeavors.


Samantha Smith

Manager, IT Department

Job Rejection Letter Templates and Samples

Drafting a job rejection letter for every job applicant can eat up a lot of time. However, it is crucial for improving your candidate experience and ensuring great company branding. Below are a template and sample to help speed up and ease the process.

Job Rejection Letter after Interview

This letter thanks the applicant for taking the time to attend the interview. It also informs them that the company has decided to go with another candidate. That said, it is legally advisable not to include your reasons for rejecting the applicant.
File Format
  • MS Word

Rejection Letter before Interview

This email is sent to applicants who are less qualified than those you would wish to interview. It is sent in response to the applications and resumes you receive for an open position. While the message is not favorable, applicants deserve to know if they are not going to receive an interview.
File Format
  • MS Word

Job Applicant Rejection Letter

An applicant rejection letter is written by an employer or hiring manager to applicants who don’t qualify for open positions. It is meant to inform them that they will not be proceeding to the next stage.
File Format
  • MS Word

Candidate Job Rejection Email

Where applications were sent in through email, the candidate rejection message should be sent through an email. It should be part of the thread containing the candidate’s resume.
File Format
  • MS Word

Job Rejection Response Letter

A response letter is written by a candidate to thank the employer for their time and consideration. Writing it helps you present yourself in good light both personally and professionally.
File Format
  • MS Word


A job rejection letter is not a requirement. However, sending one helps assure job applicants that their application was considered. It ensures they feel confident enough to apply when next you post an open position. Additionally, it preserves your company’s good reputation. Although a rejection letter can bear sad news for the recipient, it could offer hope when written well.

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