One of the most difficult things to do in life is to tell someone NO. Personally, you have an understanding that rejection is a part of life; the question is, how can you professionally turn down a job offer or an acceptance? To answer this question, we are going to create a guide to forming a polite rejection letter.
A polite rejection letter is a letter that is sent by an individual or company to inform that they have not been chosen for a position, place of study, etc. Referring back to our introduction, the hardest thing to do in life is to tell someone NO. The most successful remedy to this difficult task is choosing the most appropriate words.
Polite Rejection Letter Format
Name of Company
Address of Company
City, State, Zip Code
(Skip 3-4 spaces)
Dear ( Name of Addressee),
(Skip 3-4 spaces)
I am very pleased to know that I have been selected for the position of (Name of Position). The position offered within your company sounded both challenging and rewarding. It is my most sincerest regrets to inform you that I have accepted a similar position with a different organization.
It has been my pleasure to meet with you and your staff to discuss my career opportunities with you. I wish you and your staff at (Name of Company) future success in all of your endeavors.
(Note: If you wish to add your signature, skip another 4 spaces after closing salutation to allot space for your signature)
Polite Candidate Draft Rejection Letter
Job Applicant Rejection Letter
A job application rejection letter is a document an employer or sends to a candidate that didn’t meet the qualifications they were looking for. A job application rejection letter can help any individual know where they stand with the company.
Proposal Rejection Letter
Polite Business Application Rejection
A business application rejection letter or a letter of declination is a formal letter sent from one business to another declining an offer or proposal. A business application rejection letter is a firm and direct way for B2B (business to business) to correspond with each other in regard to client acquisitions or proposals.
Polite Interview Rejection Letter
A post-interview rejection letter is a document that an employer sends to job candidates who didn’t make it to the next phase of the selection process. No one likes to be “left in the dark” when it comes to the knowing the status of an application or interview. A post interview rejection letter is a very direct and professional way to respond to the declined client.
Resume Rejection Letter
A pre-interview rejection letter is a document stating a declination of an interview. A pre-interview rejection letter is ideal for a company to send to candidates when they don’t currently have any openings with their company. A pre-interview rejection letter may also help the candidate find another company that are accepting resumes that match the person’s skill set.
Response to Rejection Letter
Polite Employment Rejection Letter
Example of Polite Rejection Letter
Job Offer Rejection Letter
Polite Client Rejection
Tips for writing a polite rejection letter
- Send your letter in a timely manner- Ideally send your correspondence within 3-5 days after making your decision.
- Be Gracious– Start and end your letter on a positive note.
- Leave the door open- Just because the opportunity wasn’t an ideal fit for you now, that doesn’t mean that it won’t be in the mere future. Always think about future opportunities when sending a rejection letter for a job or institution.
- Wish them well- Always thank the employer or admissions department for their time and wish them well. Now that the pressure is lessened in writing a polite rejection letter; let’s briefly discuss different types of rejection letters and their purpose.