37 Polite Rejection Letter and Email Samples (+ Writing Tips)

Polite Job Rejection Letter

A polite rejection letter is written by the HR or hiring manager. Many people usually apply for a job, and there is a possibility that a few among the applicants will not qualify for the vacancy advertised. Furthermore, dismissing an application might seem easy, especially if it indicates that a person is not qualified for a job. However, this is not the perfect option because the applicants usually take their time to apply and get interviewed for the position.

Therefore, you must reciprocate the effort even if they are not fit for the job by writing them a job rejection letter. Bear in mind that a job rejection letter respectfully and formally declines a job application. This enables the applicants to continue searching for a job that suits them better and not wait for a letter that is nowhere and is likely not to come. Suppose you do not send this letter; your company is likely to have a negative image during the process of hiring.

What is a Polite Rejection Letter?

A polite rejection letter is a professional courtesy response written to a job seeker who has not been successful after applying, submitting, and attending the interview.

What is a Polite Rejection Letter Template?

A polite rejection letter template is a fillable or editable document that guides you in writing a professional response to unsuccessful job applicants.

Polite Rejection Letter Templates and Examples

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Polite Response to Rejection Letter

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Basic Interview Rejection Letter

Business Application Rejection Letter

Candidate Draft Rejection Letter

Polite Client Rejection Letter

Polite Email Rejection Letter

Polite Employment Rejection Letter

Polite Job Rejection Letter

Polite Rejection Letter After Interview

    Why is a Polite Rejection Letter Important?

    Below are a few reasons why a polite letter is essential:

    Helps the employer in branding

    A brand or company that takes time to issue a rejection letter will likely enjoy excellent PR from applicants even when they are not fit for the advertised job. Besides, applicants can refer other individuals to apply with an assurance that they will get a response from the employer.

    Similarly, if the applicant is not issued a rejection letter, they are likely to share what they got when they applied with their friends and family. And this might spoil the reputation of the company or employer. As a result, this will limit the figure of individuals applying for the job. Hence limiting the company’s choice, more so in terms of qualified candidates.

    It opens a chance for the future

    When an applicant receives this letter from the employer, they will boost the experience and skills required. This will make them valuable applicants to the employer soon. This letter creates malice between the applicant and the employer. Therefore, if a vacancy position is advertised in the future, the candidate will comfortably apply.

    If the employer does not issue this letter to the unqualified candidates, they improve their weaknesses. They might hesitate to apply for the job if the same company advertises for a job in the future and needs a maximally qualified employee. This will be a loss to the company or brand.

    Excellent experience standards

    The experience you get when applying for a job plays a vital part in your life. And issuing a rejection letter ensures that you have a polite and professional experience with the company or employer. Furthermore, it also enhances a healthy relationship with candidates, and most people consider this a healthy business practice.

    Essential Elements of a Rejection Letter

    There are a few essential elements of a rejection letter, these elements include:

    Thanking the applicant

    Applicants usually invest a lot of effort and time to apply, and while undergoing this process, they are usually emotional, excited, and enthusiastic. Applying for a job is demanding, and rejection makes it more complicated, which explains why you should be thankful to them.

    Break the negative news

    A rejection letter entails bad news, and thus ensure you are clear and upfront when giving this information. Say no and mean a no. You will leave your applicant with no illusions that they have an opportunity.

    Explain reasons

    As much as the applicants were unsuccessful, you need to explain why they were never chosen. Here you can state that you found more suitable candidates or give comprehensive feedback.

    A positive end

    Ending your job rejection letter positively is crucial because as much as you have not given them a job, there are many positions out there to try their luck. Thank the jobseeker, appreciate their strengths and encourage them to make applications again in the future.

    How to Write a Polite Rejection Letter?

    The following are steps you must follow to write a rejection letter:

    Develop an informative subject line

    When writing a rejection letter, create a unique and straightforward subject line that will stand out in your applicants’ inbox. Include the organization name and the position for the jobseeker to understand the letter’s purpose.

    Appreciate the candidate for their precious time

    Start your letter by thanking the applicant for taking their time to apply and come for the interview. Stay specific to show that the letter is sincere and unique.

    Tell them you do not consider them for the position

    Inform them about being unsuccessful and why you considered other candidates. And this is the primary purpose of this letter.

    Offer them reasons why they are unsuccessful

    Giving the applicant reasons for being unsuccessful usually helps the candidates enhance future roles. Furthermore, explain what you were looking for in a potential candidate. Candidates are never picked because of missing experience, education, and skills.

    You must provide them with several positive aspects about your interview or qualification

    To leave your candidate smiling, talk about one to two qualities you love about them. When you describe these positive aspects, they will understand where they need to improve.

    Inform them you will consider them for future opportunities

    Suppose you think that the candidate can be fit for your company, you can choose to consider them for future opportunities. Informing them that you will consider them next time is perfect for maintaining your connection with applicants. In addition, the tone of your letter should be positive.

    Motivate them to apply for other positions

    Build a connection by encouraging the applicant to apply for other advertised positions they might be interested in. This is another way to show your applicants that you would love them to be part of your company.

    End with a positive message

    How you close your letter matters; in this section, you need to thank the candidate for their time and wish them the best in their endeavors.

    Sample Rejection Letter to Job Candidate

    Below is a sample of the rejection letter to the job candidate:

    Linda Walker

    133 Main Street

    1122- Virginia Road, South West Avenue

    November 24th, 2019

    Cynthia Whitney

    133 Business Street

    Business Town, NY 12033

    Dear Madam Applicant

    We interviewed multiple candidates for the finance position, and we offered another applicant this position. Therefore, this letter is to notify you that you were not chosen for the position you applied for.

    However, the interview panel was captivated by your experience and credentials. Hence we are offering you a chance to be interviewed for the next finance job in our company. Enclosed is a vacancy description for the review. Suppose you are interested in the second opportunity offered by our company. Kindly email Chris Brown and your interview will be scheduled at your convenient time. The position interviewed is the first one.

    We greatly appreciate your effort to come and meet our entire interview team. We enjoyed our discussion and meeting you. Whatever you decide concerning the second interview coming soon, please feel free to apply for the vacancy position you qualify for soon.

    Furthermore, we wish you professional success as you search for a job now and also in the future. Thank you for showing maximum interest in our company.


    Linda Walker

    HR Director for employment section

    Polite Candidate Draft Rejection Letter

    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.

    Job Applicant Rejection Letter

    Proposal Rejection Letter

    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 Business Application Rejection

    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.

    Polite Interview Rejection Letter

    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.

    Resume Rejection Letter

    Response to Rejection Letter

    Response to Rejection Letter

    Polite Employment Rejection Letter

    Polite Employment Rejection Letter

    Example of Polite Rejection Letter

    Example of Polite Rejection Letter

    Job Offer Rejection Letter

    Job Offer Rejection Letter

    Polite Client Rejection

    Polite Client Rejection

    What Is a Rejection Email?

    A rejection email is a professional courtesy response to an applicant how has not succeeded after applying and attending an interview.

    How to Reject a Candidate via Email?

    You might be well familiarized with a job rejection letter, but how do you reject a candidate via email? Below is an overview of how to reject a candidate through email:

    Use a person’s name

    Most employers find it tempting to create and send a group email to the entire interviewees, but it is inappropriate. It is good to address an applicant by name and make them grateful, and using the first name sounds more personal.

    Appreciate them for applying

    Applying for a job and attending the interview takes a lot of effort. Therefore, thanking the applicant is a necessity.

    Commence with the negative news

    This letter needs you to be true and straightforward. It would help if you told the applicant directly that they are unsuccessful. Do not wait to break the bad news at the end of your email. Additionally, job seekers are likely to read and read your rejection letter email. Stay clear and not vague. Do not be sorry for the bad news since whatever decision you make is suitable for your company.

    Be personal

    Take a considerable amount of time to reflect on the candidates’ experience to make the applicant feel your decision is fair. A rejection letter without any explanation can cause frustrations and confusion and upset the job seeker.

    If you offer to give feedback, ensure you fulfill your promise

    Many companies offer to give feedback, but they never fulfill their promises. If you are not ready to provide feedback, avoid being promising.

    Encourage the applicant to apply again

    Being unsuccessful does not mean the doors are shut, and this means you should encourage the jobseeker to make an application in the future. Please include information on how they can find new opportunities in your company, and you can offer them your social media platforms.

    End your email professionally

    Ensure you end your email professionally and with a salutation.

    Proofread your email

    Nothing can be irritating like a job-written letter that is poorly written. Ensure you check it before sending it to the applicant.

    Sample Detailed Rejection Email

    Here is a sample of a detailed rejection email:

    To: [email protected]

    Your application for the finance position

    Dear Cynthia,

    It was an honor to meet you at our interview this week. We were captivated by your approach, professionalism, and experience, but we have selected another candidate. I know this comes as a disappointment to you, and however, our interview panel valued your strategy and maximally enjoyed your presentation.

    Currently, we are transforming. And we are searching for people with a robust digital background. Therefore, with your qualification, experience, and knowledge, you will feature a suitable position to meet your goals.

    We wish you all the best as you continue searching for a job and future endeavors. Kindly feel free to call me or contact me via email suppose you need me to break this down further.


    Linda Walker

    Tips for Writing a Rejection Letter

    A rejection letter that serves its exact purpose while maintaining its level of professionalism is a dream of every employer. Below are several tips you must consider when writing your rejection letter.

    Inquire for feedback on the process of recruitment

    Employers must ask for methods of improving their process of recruitment. This will offer the company room for improvement. This is important because applicants are better positioned to see the recruitment process than the employers.

    Avoid terms that can be translated as discrimination and unlawful evidence

    Your rejection letter should be based on the qualifications, not a disability or other physical aspect. On the other hand, you should avoid comparing the candidates, which falls under unlawful discrimination.

    Offer constructive feedback

    As an employer, you should be sure to include constructive feedback in your rejection letter. You can identify certain concerns and issues and provide solutions to your candidate’s area of weakness for improvement purposes. Ensure that positive intentions lead your feedback.

    Stay honest

    The kind of information on your rejection letter should be 100% true. It would help if you pointed out specific reasons why the applicant did not qualify for the advertised vacancy. Avoid assuring the candidate that you will reach out while you know you will not.

    Keep it clear and brief

    This letter needs to be as brief as possible. Furthermore, going through a lengthy rejection letter can be pretty boring. Keep this letter brief and clear. A long letter becomes boring very fast.

    Avoid using the word rejected

    There is no point in using the word reject when writing a job rejection letter, and it would be best if you opted for other phrases or words with the same meaning as rejection. Your objective is to ensure that your letter remains positive.


    What makes a good candidate rejection email?

    A rejection email has four essential parts that make a good candidate rejection letter, these parts include:

    • Thanking the applicant
    • Breaking the bad news
    • Explaining reasons
    • Offering a positive end

    How long should my rejection letter be?

    This question has no wrong or right answer, and it just needs you to create a job rejection letter, which so many organizations and businesses never do. The rejection letter length depends on how long an applicant was involved in the job selection process, and in many cases, 3 to 4 paragraphs are sufficient.

    How do you politely reject a job application?

    You can politely reject a job application by sending a job rejection letter at the right time, selecting the right medium, and Keeping your letter brief. It would help if you also were personal and asked them to reach out in case of anything and be honest with them.

    How do you respond to rejection politely?

    Once you receive a job rejection email, you must write your response to the interviewers. It would help if you thanked the interviewers for letting you know they successfully got a potential candidate. Take your time, express your disappointment, and let the interviewer know how disappointed you are.

    Let your response show that you are interested in working with the company again to make them consider you the next time in case of any vacancies. This shows the employer how you would love to be considered in the coming future. You can also proceed and ask for feedback about why you failed. This is acceptable to applicants’ who are starting their careers as recent college graduates or student interns.

    Final Thoughts

    Writing and sending a job rejection letter is crucial because it keeps a professional relationship between employers and applicants. Most employers find it challenging to write a rejection letter, but it is necessary to reach out to candidates who did not qualify for the position advertised. Ensure that the job rejection letter is polite, honest, and brief. Similarly, the letter also needs to be personalized to show the employer’s appreciation to each individual who underwent the application process. Feedback is \ in the job rejection letter since it encourages the jobseeker to enhance the skills and qualities they need.