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How To Write A Rejection Email After Interview

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Sample #: Personalized Rejection Email

Candidate Rejection Email After Interview | How to write a Job Rejection Email | Smart HR

If youve met an applicant personally, or if theyve invested a significant amount of time into applying to your company, its better to send a more personalized email.

Subject Line: Your Application for

Dear ,

Thank you for taking the time to apply for . It was a pleasure to meet you when you came to our office to interview with our team. I was personally impressed with your , and I enjoyed hearing about your past work experience.

Unfortunately, our team has chosen not to proceed with your application. At this moment, were looking for , so we ultimately decided to go with another candidate who has more experience in that area.

Well be posting more jobs in the coming months, and we encourage you to apply again if one of them is a good fit.

We wish you the best of luck with your future career endeavors. Feel free to connect with me on LinkedIn if youd like to stay in touch.


What are your favorite tips for writing candidate rejection emails? Let us know in the comments.

How To Write A Follow

Here are some of the steps you should take when writing a follow-up email:

Step one: Create a strong email subject line

Subject lines are critical because they will decide if the email will be opened or not and how fast. That is one of the reasons why it is always good to follow up with the same person and email conversation.

The best subject line for a follow-up is to reply to the last email thread. For example, if the subject line of the email was:

âInterview for Senior Tech Lead position on Monday at 11:00 AM

Once you have typed your email and hit send, the subject line of the email will look like this:

Re: Interview for Senior Tech Lead position on Monday at 11:00 AM

The interview is likely to open the email because the subject line clearly indicates what the message is about. However, if most of your discussion was done by phone and you donât have any previous emails, then your subject line should look like this:

  • Following up regarding the job interview for Senior Tech Lead
  • Job interview for Senior Tech Lead follow-up
  • Interview status for Senior Tech Lead position follow-up
  • Following up regarding interview results of Senior Tech Lead

Step two: Write the body of the follow-up email

Here, you need to keep the contents simple and straightforward. Mention that you are grateful for the first interview and are excited to hear back from them. Now, you are just checking if there is any update on the recruitment process.

What To Include In The Message

When you’re writing to follow up after being rejected for the job, keep your message simple. All you need to include in a brief email to the hiring manager is:

  • A thank-you for considering you for the job.
  • Your disappointment that you didn’t get an offer .
  • A request for consideration for future opportunities that may be a better fit.

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How Long Should You Wait After An Interview To Follow Up

Employers and candidates perceive time differently during the hiring process. The employers know what they are looking for and can take any amount of time to search for that candidate. On the other hand, the applicant is passive, only waiting for a response from the interviewer. Some companies may find their best fit within days, while others can take weeks and even months, depending on what is going on within the company. In fact, people reported a wide range of experiences during a job search:

  • 44 percent of people reported that they heard back from the employer within a couple of weeks
  • 37 percent heard back within a week
  • 4 percent heard back within one dayâ

Share Other Open Positions

Post Interview Rejection Letter

If you feel like they can add value to other areas of your company, share other open positions with the candidate. Encourage them to apply to these roles for another work opportunity. Sharing positions reminds the candidate of their potential and gives them another chance to work for your company.

Related:All About Job Offer Letters

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Email To Interviewer After Rejection

by Adriana Herrera | Feb 17, 2022

Have you recently been rejected from a job? Do you want to know how to send an email to interviewer after rejection? If so, this article is for you! This article will provide information on how to send an email after rejection and share tips on responding graciously to a job rejection. Youll also get insights on what should and should not be in your rejection email response and email examples.Its never easy to get turned down from a job. When an employer rejects you many different emotions come up. These emotions can make sending an email after being rejected hard but its important that you write a rejection email response, and do so correctly.If you want to send a great rejection email response that leaves the doors open for future opportunities then read on!

Example : Respond To A Rejection Without Interview

Subject: John Smith Business Analyst Position

Dear Mr. Johnson,

Thank you for getting back to me about your hiring decision. Although I am not able to move forward to the interview process, I truly appreciate for being considered for the position at ABC Company.

I admired the mission of ABC company and would be proud to become a part of the ABC companys business development team.

If there is another position in the organization that will be a better fit for my skills and experience, I will be open to discuss any possibilities that arise.

Finally, if you have a moment to spare I would love to hear your feedback on my job application, but please do not feel obligated to answer this question. If there was something you noticed and it will help me in my future job search, I would be grateful.

Thanks again and keep in touch.

Kind Regards,

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Interview Rejection Letter Tips

It is important to contact candidates as soon as youve made the decision this includes the initial rejection letter and the post-interview rejection letter. It will help ease the applicants stress and help them to know that they will need to look for other job opportunities. Swift responses help to bring to an end to the uncomfortable waiting period and help your company project an image of an organization that cares about applicants experiences.

Write a personalized rejection letter: remember to include the name of the candidate and the position being applied. This lets recipients know that remember you took the time to remember them and are addressing them rather than sending bulk rejection letters. A tailored rejection letter can go a long way in softening the blow from being rejected for a job.

Keep the letter concise: Dont beat around the bush keep your letters short and conscience by also being polite.

Remain professional and considerate: Offer as much explanation as possible on why the candidate did not make the cut. Be sure to give them your feedback, compliment them on their experience and skillset let them know that youre impressed with them.

Dont forget to thank them for their time: Do not forget to thank them for spending their time and effort in applying for the position in question. It helps to let them know that you appreciate their patience.

Image: Depositphotos

Shows Youre Still Interested

How to write a rejection letter after an interview

Responding to a rejection email is one way to show you are still interested. If you dont respond, the employer will never know how you feel about their company or may not think to consider you for future opportunities. Or they may think you have moved on to another company and are no longer interested.

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Rejecting A Candidate Who Made It Through The First Interview

From: Barry RuizSubject: State Health Care Now State Policy Director positionTo: Dan Miller

Dear Dan,Thanks so much for talking with Tracy and me last week about our state policy director position. We really enjoyed the meeting, especially hearing about your work with United Way, and we were impressed with your qualifications.

Weve had a very competitive pool and have had to make hard decisions, and unfortunately, I wont be advancing you to the next round of interviews for this position. I have no doubt, though, that youll be a real asset to an organization in the right position, and I wish you the best of luck with your job search. I also encourage you to check back on our website periodically, as our needs may change and there may be a position that better suits your skills and experience.


How To Write A Candidate Rejection Email After Interview

While writing a candidate rejection letter after the interview, keep the following in mind:

  • If the candidate is a good fit for future opportunities but not the current one, mention it in your email
  • Your email will be read by a human and you should not try to sound too robotic
  • Avoid mentioning anything that can become too controversial and can be interpreted as a form of discrimination
  • If possible, try to mention one strength that the candidate displayed during the interview process
  • Try it out

    • To customize these email templates to your needs and then insert them anywhere with a keyboard shortcut, click on the “copy to Text Blaze” button.

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    Template : For When The Position’s Been Filled

    Dear ,

    Thank you for taking the time to apply for the position at . We regret to inform you that we have offered the position to another candidate whose qualifications are a closer match to our needs.

    We will be keeping your resume on file for future openings at , and wish you success in your job search.


    Rejecting Applicants: A Template For The Perfect Rejection Letter

    7+ Interview Rejection Letters

    You never knowone of your now-rejected candidates may be an excellent fit for one of your roles in the future!

    Before the pandemic, every corporate job attracted about 250 applicants. Of those, anywhere between four and six would make it to the final interview, and only one would get the job. In a post-pandemic world, there are over 12.6 million unemployed people in the United States alone. That means the number of applicants is even higher. So are the rejections that go with them.

    When youre rejecting so many candidates every day, it starts to get challenging to remain human. You get desensitized and may even forget that the people you are dealing with on the other end are just that: people. Now, more than ever, its essential to be kind. Check yourself before you respond to any applicant, no matter what their stage. Heres a checklist you can use to go through your responses and craft templates that work the best for your company and help your candidates still feel valued, even in rejection.

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    Job Rejection Email Template 2

    Subject: Interview for < Name of the Role>


    Dear < Candidate Name> ,

    Wed like to thank you for taking the time to go through the process. We are glad that you took interest in the role and our company.

    I am writing to let you know that we couldnt go ahead with your application for this role.

    We do highly appreciate you taking the time to interview with us and encourage you to apply for other openings at the company in the future.


    Example Of An Appropriate Rejection Letter

    You can use this sample rejection letter template to help you craft and personalize your own document.

    Dear Angela,

    Thank you for taking the time to apply for the Community Manager position at First Studios Company. We enjoyed meeting with you during the interview process. Its always exciting to meet another ambitious University of Toronto graduate!

    At this time, were pursuing a working relationship with another applicant who has more experience dealing with social media management. However, with your marketing degree and personal interest in film, wed like to encourage you to keep watching our job listings and apply for other positions in the future.

    Once more, we want to say thank you for applying for this role. We wish you the best of luck. Hope you find an exciting role that aligns with your skills and personal goals.


    First Studios Marketing Director

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    Template #2 To Candidates Rejected Post

    Subject: Your application to < YOUR COMPANY NAME>



    Thank you for considering our company and taking the time to attend the interview. We truly appreciate your effort.

    Unfortunately, we would not be able to take this forward. We had a diverse pool of exceptional candidates just like you and found someone who closely matched our requirements. We were excited to meet you and found your profile quite impressive. We urge you to keep a tab on our < CAREERS PAGE> and apply to our future job openings.

    From our end, we assure you that we will get back to you when we spot the closest suitable role for you.

    Benefits Of Sending An Interview Rejection Letter

    How to Handle a Job Rejection Email – 5 Steps to Nail Your Next Interview

    An interview rejection letter is part of the recruiting process. This integral stage makes up the applicants experience, from the time they send their application to the time they realize they have been selected or not. By submitting a rejection letter, the company minimizes this anxiety and helps the applicant to decide their next steps.

    Approximately 80% of employers agree that failing to send a rejection letter reflects poorly on their organization. A companys failure to submit a rejection letter negatively influences the applicant. It turns them from one who desired to work for the company to a person who is ready to bad mouth it. At one point the candidate was like I cant wait to be part of the team at XYZ. When the company fails to send a rejection letter, the candidates rhetoric may change to, There are better companies than XYZ. Besides, they do not pay as well as the ZZW firm.

    It helps you retain a pool of candidates. It is highly likely that todays rejected candidate is tomorrows best candidate. This is why it is integral that you do not sever ties with the rejected candidate. Maybe in the not so distant future, this candidate will have the relevant skills and experience to take on a role at your company.

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    Be Prompt And Dont Wait Around

    No one likes to waste time, so the moment you know a candidate isnt the right fit, tell them. Dont wait around and keep them in the dark.

    Try and see it from their perspective. Candidates could be turning down job offers or holding off on applying for other jobs, simply because theyre waiting for your response. Whether youre worried about hurting their feelings or you genuinely liked them and are choosing to wait, its always best to just get it out of the way.

    How To Send A Rejection Letter After An Interview

    Once youve selected the top candidates you want to move on to the next phase of the hiring process, theres another important step you need to take: sending a rejection letter to the applicants who were not selected. When youve decided not to move forward with a candidate, sending a rejection letter is a polite way of keeping an applicant from wondering where they stand, and can help ensure applicants retain a favourable impression of your brand.

    According to an Indeed survey, 53% of job seekers in Canada say that hearing back promptly from the company once they apply is important for them to develop a feeling of connection or camaraderie with the company.* Additionally, if a candidate is highly skilled but not the best fit for the role youre currently filling, a rejection letter is an excellent opportunity to let them know youre impressed with their background and would like them to apply in the future.

    Are you a job seeker? Find Jobs.

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    What Is A Rejection Email

    A rejection email is a form of correspondence where you let a candidate know you’re no longer considering their application. By sending this email, you can help a candidate move on with their job search, knowing that your job opening is no longer an option. Along with showing candidates that you’re grateful for their time and effort, a rejection email allows you to be on good terms with them. You can use this email to explain your reasoning for choosing another candidate and give helpful feedback.


    How To Follow Up If You Dont Get A Response After An Interview

    Post Interview Rejection Letter

    Suppose you have been ghosted after the interview. In that case, you can take proactive actions to take yourself out of a state of limbo and resolve your confusion. It is advisable to do these steps immediately after the time frame specified by the employer has passed. Sometimes, the interviewer does not specify a time frame. So, we recommend waiting for about a week before carrying out these steps:

    Write an email to the interviewer

    One of the first and best ways to get closure and re-establish contact with the interviewer is to send them a follow-up letter after the timeline provided has passed. Calling is not advisable because you may come out as being intrusive. Also, following up within the given time frame shows your professionalism.

    The email should not be longer than three paragraphs and should be polite and straight to the point. If your previous interactions with the interviewer were through email, then it is good to reply to the last message rather than start a new email thread. It will remind the interviewer about your previous interactions.

    You can also follow up with another email if the first one was not answered. It should just be confirming if your email was received, however, and it should be even shorter than the first.

    Write an email to the head of the department

    Contact any person working in the company

    Proceed with your job search

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