Friday, December 8, 2023

How To Write A Rejection Letter After An Interview

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Why Interview Rejection Letters Are So Important

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

Not getting word back on their application process can be frustrating for job seekers it could also paint a negative image of your company of being unresponsive and indifferent. A rejection letter can:

Help instill transparency: A job rejection letter can give applicants insights into the application processing process and help them to track their application process,

It shows that you care: It can help let applicants know that you recognize the effort they put into applying for the job and helps mitigate any negative feelings toward your company. By not getting back to them, candidates may feel that they are still in the running and could be turning down job offers or holding off on applying for other jobs, simply because theyre waiting for your response.

Reduces unnecessary correspondence: sending notification letters can ensure that applicants are not left waiting for an answer and may reduce the number of check-in emails and calls you receive from them.

Endears you to applicants: By reaching out to applicants you create a lasting impression as a responsive company indicating that you have a great company culture add that despite not being the right match you can encourage them to apply for other positions within the company.

Candidate Rejection Email After An Interview

Historically, in majority of westernized societies, men were the ones who had careers, while women were the ones who stayed at home and looked after the children. However, over the last decade, this patriarchal pattern has seen a change. Women are now focusing their goals more on other pursuits, such as their career. There has also become increasing pressure on school leavers to gain a career rather than just a job, which has coincidentally led to a highly competitive job market. For one job, applicants are increasing, and interviews have become harder. And so, rejection is a natural consequence.

Naturally, it is the employers responsibility to let the unsuccessful candidate know that they have not made it past the interview stage, however many they have attended, whether face to face or on the phone and arent chosen for the position. It is not a pleasant task and can be difficult to choose the right person as most people these days have many qualifications, qualities, and impressive CVs. Yet it is a necessary requirement for the employer to send a rejection email for two reasons.

Firstly, it is courteous and kind. It is surprising how often you hear of people at different stages of seeking employment and they dont hear anything back. This can make them lose interest in the job or respect for the employer, therefore affecting the companys reputation. But it can also unjustly affect the applicants confidence, no matter how strong a candidate might be.

Candidate Rejection Email Template: After The Final Interview

Email Subject Line: Your application to

Hi ,

It was a great pleasure to meet you and we really appreciate your interest in a career with .

Your skills and accomplishments impressed us. However after careful consideration, we wanted to let you know that we have chosen to move forward with another candidate for the position because they have more exposure to that more closely matched our hiring needs.

Our team was impressed by your skills and experience. Especially . While it’s a ânoâ for now, we think you could be a good fit for other future openings and will reach out again if we find a good match.

Thank you for your time in interviewing with us and we wish you all the best in your job search and future professional endeavors.

Kind regards,

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Tips For Writing A Candidate Rejection Letter Before An Interview

Follow these helpful tips while crafting your pre-interview rejection letter:

  • Stay positive. Though you’re rejecting their application, you should provide some positive affirmations by complimenting the candidate’s impressive experience and/or skills. You can also let them know if you think they could be eligible for alternative or future openings in your organization.

  • Provide immediate feedback. After establishing your shortlist, you should send feedback to the unsuccessful candidates immediately. This provides closure and allows them to continue their job search.

  • Avoid giving applicants false hope. Your rejection letter should clearly state the status of a candidate’s application and the reasoning for it. Additionally, avoid encouraging applicants to apply for future openings if they lack the necessary knowledge, skills or experience.

Related: What Is an Email Job Rejection? How To Write One and Examples

Job Rejection Email Template

FREE 10+ Sample Rejection Letter Templates in PDF

It’s helpful to create a template that you can use for all of your rejection emails. Here’s a template that you can customise:

Dear ,

We appreciate you applying for the position at . After meeting with several candidates, we have decided to move forward with another candidate for this position. We appreciate you taking the time to meet with us and learn more about our company. Our hiring team enjoyed learning more about your experiences, skills, and qualifications.

While we were impressed by your , we were looking for a candidate with . One thing that stood out during your interview was . In the future, we may enjoy learning more about these experiences.

As you continue looking for jobs, please consider the other roles in our hiring portal. If we ever find a position we feel you are suited for, we can reach out directly as we have your resume on file. We appreciate the time you took to meet with us and wish you the best of luck in your job search.


Here is an example of a rejection email you can send after interviewing a candidate:

Subject line: Social media strategist at Social Corp

Dear Nathan,

We appreciate you applying for the social media strategist position at Social Corp. After meeting with several candidates, we have decided to move forward with another candidate for this position. We appreciate you taking the time to meet with us and learn more about our company. Our hiring team enjoyed learning more about your experiences, skills, and qualifications.

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Rejection Letter After A Job Interview Email Example

Subject: Marketing Associate Position

Dear Ms. Hagardon,

I appreciate you taking the time to meet with me to discuss the Marketing Associate position at ABC Company. Your time and interest in the position are much appreciated.

I would like to inform you that we have filled the position. However, we will keep your application on file for consideration if there is a future opening that may be a fit for you.

Again, thank you for meeting with me.

Best regards,

View This As A Temporary Setback

If you really liked the people and the organization, do not cross them off your list of potential employers. Consider this job rejection a speed bump in your efforts to find a new job.

NOTE! This is not a permanent rejection. They did NOT say go away we would never, ever hire you!

They did say were not going to hire you for THIS job at this point in time. BIG DIFFERENCE!

Soif you really liked the people and the organization, try turning that rejection letter on its head! Convert it into an opportunity. Maybe.

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How To Write A Candidate Rejection Email After An Interview

While your first priority after a round of interviews may be emailing your lead candidate with a job offer, its important to notify other candidates that you arent offering them the position. This can show candidates you respect their time, value them as professionals, and help build your businesss reputation for honesty. Email is usually the best option to deliver this news since its efficient and allows you to phrase your message precisely. Writing an effective yet positive candidate rejection email can help to build your brands reputation in the business community.

Are you a job seeker? Find Jobs.

Why You Should Respond

How to Write a Regret Letter to a Job Applicant after Interview

When responding to a job rejection email, it helps to think of your interview or application as a networking opportunity. Creating professional connections is a great way to advance your career. By following up after a rejection email, you can build a positive relationship with the employer.

While other applicants likely also received the same rejection email, most will not send a response. By sending a reply to any rejection emails you receive, youll stand out among the pool of applicants who werent selected.

A polite, gracious response reflects well on you both professionally and personally. Plus, it could be beneficial to you in the following situations:

  • The applicant who was hired changes their mind and decides not to take the position.

  • The applicant starts the new position but realizes its not a good fit and leaves after a short time.

  • The employer has another opening for a similar or related position for which you would be a good fit.

In any of these situations, its much easier to choose from recently interviewed applicants than to start over to fill the position. After all, it takes a considerable amount of resources to post a job, review resumes, schedule interviews and discuss the candidates. Instead, many hiring managers first consider applicants from a recent candidate pool. If youve sent a thoughtful response to your rejection notification, it could help you to stand out when the employer is searching for new candidates.


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How To Write A Rejection Letter Before An Interview

Pre-interview rejection letters are an important part of the recruiting process. By crafting an effective rejection letter before an interview, you are giving candidates valuable feedback, fostering a positive relationship between applicants and your organization and freeing them to continue their job search. In this article, we explain why you would write a rejection letter before an interview, list the steps you can take to craft one and provide an example of an effective pre-interview rejection letter.

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.


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Why Do I Need To Know About Job Rejection Emails

The task of crafting a rejection letter is often delegated to staff who may not have been involved in the selection process. The key is to find the right tone between being encouraging and positive but honest and professional.

If you’ve never written an applicant rejection letter before, it can take some practice before you hit all the right notes. Even experienced recruiters may find rejection emails can be challenging to create.

Telling someone bad news is always tricky but writing rejection letters is particularly challenging. Jobseekers become emotionally invested in the recruitment process, and rejection can be hard to take.

From application to an appointment, the average recruitment process takes 27 days, Glassdoor found. If candidates have been invited to interview and have met prospective employers, a ‘no’ can be difficult to take. When rejected, jobseekers will experience a range of emotions, including disappointment, anger, and frustration.

A missing or poorly written letter could harm the self-concept of the recipient and future intentions of potential recruits,” researchers found. Simply put, a bad rejection letter could do lasting damage to someone’s mental health.

A well-written rejection letter can achieve three things:â

  • Deliver essential news promptly.
  • When Employers Notify Applicants

    Letter For Job Rejection After Interview

    Employers dont always provide applicants with the courtesy of letting them know where they stand in the hiring process:

    • Some employers let every candidate know the status of their application.
    • Some companies notify applicants who havent been accepted for an interview, while others only contact candidates they wish to discuss the job with.
    • Some employers dont even notify applicants who interview that they werent selected for a second interview or the job.
    • Other companies may send rejection letters to applicants who are not selected for a position after the interview process is complete.

    You may not receive a letter directly after your interview, if the organization notifies applicants.

    Many employers wait until they have hired someone for the job before notifying the other candidates.

    Thats because they may want to give the applicant pool another look if their leading candidate rejects their job offer.

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    Send It As Soon As Possible

    According to an Indeed survey, 36% of job seekers say it takes up to two weeks to hear back from an employer after applying for a job, and 76% say that if they dont hear back at all after applying, their perception of a company becomes slightly or significantly more negative. The bottom line: Send the rejection letter as soon as youve made the decision. Applicants are likely anxious to hear from you especially if theyve already come in for an interview. By quickly offering your response, you can end the uncomfortable waiting period and stand out as an organization that cares about the applicant experience. Often a rejection letter will give an applicant the nudge they need to explore other, better-suited opportunities.

    What Is A Rejection Letter

    Essentially a rejection letter is a letter that informs job applicants that they have been turned down for a job they have applied for. Though the task might be uncomfortable it is important that you, as an employer, let applicants know where they stand in terms of the application process. You not only are being upfront about the process but also showing courtesy towards those that they took time and effort towards applying for the job.

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    What To Write In Your Letter

    This thank-you note reminds them of you because you included the following elements in your note:

    • Thank you for letting you know the outcome of the search, even though they didnt choose you.
    • Thank you for the time, courtesy, and consideration shown you during the interview process.
    • Express your disappointment in not getting the job.
    • Express your appreciation for the opportunity to learn about the organization and meet the people working there.
    • Reiterate your continued interest in working in their organization.
    • Request that they get in touch with you for the next time a job is opened.

    Keep it brief, but clear and cordial. Disappointment is OK. Anger is not.

    Let Them Know You’ll Keep Their Resume On File

    How To Respond To A Rejection Letter

    When writing your job rejection email, let the candidate know you can keep their resume on file. This shows that you value their work and may consider them for future opportunities. Perhaps this candidate may not be the best fit for the specific role you are currently hiring for, but in the future, they might be a great choice.

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    Youll Preserve Your Employer Brand

    Customers who are dissatisfied with a product spread their indignation faster and to more people than those who have good things to say. The same goes for candidates. Six out of ten will share their negative experience with friends and family, according to a recent survey. Some 30 percent of them will actively discourage others from applying to your job openings. With social media and websites like Glassdoor, resentful candidates can do even greater damage by posting negative reviews of your hiring process. Qualified people who are researching your company may be influenced by these. This can mean they either wont apply in the first place, or will be reluctant to really perform in an interview.

    So What Should I Include In A Rejection Email

    A thorough rejection email should touch on the following elements:

    #1 Say thank youAlways thank a candidate for their time and interest in your company. Whether it was in application, or coming in for interviews in addition to being polite, this message also shows applicants your organisation values othersâ time.

    #2 Humanise itAlways use the applicantâs first name and the title of the position. If possible, you may also include a note from the conversation or mention something that impressed you.

    #3 Where possible, give feedbackWhere time permits and especially if candidates have given up a significant amount of time interviewing, provide some feedback as it provides valuable insight for the candidate that may help inform their next move.

    #4 Invitation to apply againIf you feel a candidate is a good fit for the company, just not now, keep the door open and let them know you would like to contact them for other opportunities in the future.

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    How To Write The Perfect Candidate Rejection Email

    Learn how to craft a polite, personalized, and professional candidate rejection email that protects your reputation and strengthens your brand.

    Lawrie Jones


    Telling a prospective candidate that they’ve not got a job is one of the most challenging things anyone can do, but it’s crucial that you do. Jobseekers have taken the time, effort and, in some cases, the expense to submit an application and attend an interview, so the least you can do is to tell them if they haven’t got a job.

    The best candidate rejection emails are personal and professional, providing just enough feedback to the job seeker. They find the right balance between being positive, informative and encouraging while still saying no.

    Get it right, and you can improve the reputation of your business. Get it wrong, and a bad job rejection email can quickly spread across the world, damaging your reputation and credibility.

    So, how do you write the perfect candidate rejection letter? Read our guide to find out.

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