Why Should I Send A Job Rejection Email
A whopping 44% of candidates reported waiting as much as two weeks for a response and another 15% waited months, according to data from an Indeed survey. In the same survey, 55% of job seekers said the digital hiring process has made the experience more inefficient and their resume seems to disappear into a black hole.*
For an applicant who has been counting the days since sending their application, the waiting period after submitting an application can feel like a lifetime and not receiving a response can paint a negative image of your companys hiring process.
According to a 2021 Indeed survey of 500 employers, 77% said that they completely or partially personalize their final offers and rejections.** Of course, if you have dozens of applicants who have applied for a role, sending personalized rejection messages to each person who is not selected for the job can seem like a tedious and time-consuming task. However, its crucial you dont skip or delay this step. Heres why:
Make It Short And Sweet
No one wants to read a novel about why they arent getting a job. Keep your rejection letter short and sweet. One to two paragraphs that include all of the critical information will suffice. Let them know that they wont be moving forward, that you appreciated their time, add any additional information that you feel is necessary, and then move on. If they reach back out for more information, try to keep that quick and concise as well.
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Rejection Letter For An Applicant Who Will Not Get An Interview
Dear < Applicantâs First Name> ,
I would like to thank you for taking the time to apply for the < role title> at < company name> . It was great to find out about your achievements, skills and qualifications.
There were a large number of applications for this particular role, and it was difficult to choose between the many experienced and quality applicants and we regret to inform you that you were not selected by our team to go forward.
However, we will still be keeping your details in the event that other openings arise in future, which we believe you would be a better fit for.
Thank you once again for your interest in < company name> and we wish you all the best in your job search.
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Candidate Rejection Email Template: After The Final Interview
Email Subject Line: Your application to
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.
If you are looking for more time saving recruitment email templates, make sure to check out our Time-saving Email Templates for HR & Recruitment Teams resource. This includes templates for every stage of the hiring process such as first touch sourcing email templates, recruiting email templates, interview email templates, hiring email templates, onboarding email templates and new hire announcement templates.
Rejection Letter To A Candidate Who Has The Potential For A Different Role In The Company
Sending a rejection letter to a candidate who unfortunately lacks the qualifications, but has the potential for another role, sends a message to that candidate that they do have a place in the company . It also sends the message that your company values their candidates and appreciates fresh hot talent.
Thank you for your interest in the position at and attending the first round of interviews. We interviewed a number of candidates for the position, and we have decided to offer the position to another applicant.
The interview committee was impressed with your credentials and experience. Wed love to offer you the opportunity to interview for a second job opening as a in our company. Enclosed is a position description for your review.
If this role is of interest to you, please contact and they will schedule an interview at the earliest convenience. We are currently doing first round interviews for this role.
Thank you so much for taking the time to come to to meet our interview team. We enjoyed meeting and getting to know you.
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What Should I Include In A Rejection Email
A thorough rejection email should include the following elements:
A thank you Always thank an applicant for their interest in the company and any time they spent completing an application or interviewing with staff. In addition to being polite, this message also shows applicants your organization values others time.
Personalization Use the applicants first name and the title of the position. If possible, include a note from the conversation or mention a specific positive attribute you appreciated.
Feedback Applicants often value input from employers theyve interviewed with because it provides insight into areas of improvement and may help them consider the next steps in their job search. For example, if you forgo a candidate in favor of someone with more experience, the applicant may choose to apply for positions better aligned with their career level.
According to an Indeed survey, 86% of job seekers want constructive feedback about their interview performance, but only 57% have ever received it.
Invitation to apply again If you feel a candidate is a good fit for the company in another capacity, let them know you would like for them to apply for other opportunities in the future. However, if you dont feel an applicant is a good culture add or skill match, theres no need to include this invitation in your message.
Personalize Your Candidate Rejection Email
Use the applicants first name and the job role they had applied for. If possible, write something complimentary about a candidates specific skill or something that stood out on their resume. By acknowledging their strengths, you can boost candidates morale and let them know their worth before they doubt their skills.
A bad example: We were impressed with your experience. Thanks for applying!
A good example: The team at was really impressed with your and how you leveraged it to do .
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Rejection Letter After An Interview
A Rejection Letter After an Interview is a formal document written by a company informing an applicant, they have not been chosen for the position. A well-written rejection letter can let applicants know they have not been selected for a position and maintain your brand favorability. Many job applicants are eager to hear from a company after being interviewed, and your brand can lose favor if you simply cut off communication. So, while it may be easier for you to fill the job, writing Rejection letters to unchosen applicants is a more appropriate way to handle the situation.
Write your Rejection letters from a format for this purpose, but be sure to include an area for personalization. Mentioning a specific aspect of the applicants qualifications or a personal interview item can help retain your brands favorability. If you feel like the applicant is a good fit for your company but not for this position, be sure to encourage them to apply for other open positions in the future.
Why You Should Take The Time To Respond
Believe it or not, many job applicants whove been rejected by a company eventually go on to land a job with the company that initially passed on them.
In other cases, hiring managers who have been impressed by second- or- third-place candidates often will network on their behalf with other employers or clients they know are seeking strong candidates for current job openings.
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Examples Of Honest Interview Feedback
When writing your personalized feedback, be careful about the language you use, for example:
You’re not a good fit for this position.
You have strong technical skills, but you need more experience with X program to thrive in this role.
This position is above your level of experience.
To achieve your future career goals, we feel you would benefit from a role with more opportunities for training. Right now, we don’t have the resources to provide that support.
We don’t think you will gel with the rest of the team.
You have admirable career ambitions, but these could make it difficult for you to stay motivated in this position for a long time.
You couldn’t provide examples of when you’d managed a stressful situation.
We were impressed with your ability to share your past achievements however, we were missing concrete examples. We recommend reflecting on how you can demonstrate your skills using specific examples.
Someone Who Applied But Didnt Qualify For An Interview
Subject line: Your application to
Thank you for taking the time to apply to . We appreciate the time and effort you put into applying. We received a vast number of applications for this role. It was a difficult decision, but we won’t take your application further at this stage.
Your skillset is impressive we particularly like your involvement in . However, for this role, we require someone with specific experience in .
Keep an eye out for our future vacancies on LinkedIn . Your valuable skills will be sure to land you a role very soon. Thanks again for your time, and best of luck with your job search.
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Sample Rejection Letter After Application
Thank you for applying for the role of Sales Consultant at SalesBoard. We appreciate your interest in pursuing a career with us.
We have reviewed your application in relation to our application pool and are writing to let you know that we wont be able to invite you to the interviewing round of our hiring process. Due to the number of applications for the role, we will not be able to provide individualized feedback at this time.
We wish you success in your job search and invite you to apply again with SalesBoard in the future.
Give Feedback Or A Reason For Being Rejected
Its tough for a recruiter to take out time and share feedback with every candidate, you can keep the feedback short and crisp. Apart from their interview, here are a few feedback points you can give to the candidates:
- How they can improve their resume or highlight certain aspects more.
- Modifications in their application or submitted assignment
- How they can enhance their subject matter knowledge with a certain course
Apart from giving feedback, always remember to highlight the reason for rejection for the applied role.
A bad example: Unfortunately, you have been rejected from the for the position of at .
A good example: We hope you dont mind if we reach out to you in the future. To help you better understand why you didnt progress to the next stage, here are some feedback pointers we collected from your interview round.
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What Is An Interview Rejection Email
An interview rejection email is a short communication from a hiring manager that states a company isnt moving forward with a candidates application. Not all companies send candidates a rejection email after an interview, and if they do, its typically to inform you of their decision out of courtesy. An interview rejection letter might contain useful information and advice that can help you move forward with your job search. If an employer sends a rejection email, it may be within the two-week period following the interview to inform you of their final decision.
When Do You Send A Job Rejection Letter Email
As quickly as possible. Once the ink is dry on a candidates letter of acceptance, you should be firing out an email to anyone else that applied to let them know that the process has ended.
Thats because, in the past decade or so, applicant expectations have changed drastically. Anyone sending out an email with their resume and references, or filling out a form on an online career page, expects a quick response.
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What Is A Rejection Letter
A rejection letter is an official document sent to candidates who werent considered the best fit for an open position after applying or interviewing. However, it can also be sent in response to applications that werent selected for any reasonthe employers discretion is final.
Rejection letters typically contain the following basic details:
- Contact information for hiring or management staff
- Job title or position
- Date of application or interview
- Reason for rejection
Rejection letters can vary in length depending on how much information you wish to share with a given candidate. You can also include tips for improvement in a polite manner. Some employers prefer to send rejection letters via email, while others opt to send a rejection letter by postal mail for its sense of professionalism.
Showing Respect For Their Time And Energy
Candidates often spend a considerable amount of time and energy on their resumes and applications. By acknowledging their application and informing them of its status in the hiring process, you are letting them know that you appreciate the effort they made. Knowing they could not make the shortlist, they can continue their job search and apply for other opportunities.
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Impacts Your Company Image
There is no secret that unhappy candidates spread their resentment more quickly and to more people than the ones who are satisfied. This has a high chance of hampering the name of your company, which might make you lose out on potential candidates as well. Therefore, it is better to keep your candidates informed.
Application Rejection Email Template:
Thank you for expressing interest in and the position you applied for. While we were impressed with your qualifications, unfortunately, weve decided to move forward with other applicants whose skills and experience better meet our needs at this time.
We sincerely appreciate your interest in and hope that youll stay in touch. Please dont hesitate to reach out if we have another open role that interests you.
To stay up to date on current job openings and ensure youre included in our search for future great candidates, we encourage you to join our talent community and connect with us here: < Link to Talent
Pipeline Nurture Page> .
< Sender Name>
Here are some tips for writing a rejection email following a resume submission or application:
- Do not send the email out immediately after youve decided to reject the candidate. It would help if you let enough time pass for the candidate to know you thoroughly reviewed their application.
- Let the candidate know that they should feel free to apply for other positions they may find at your company.
- Give the candidate a choice to opt into your candidate relationship management program to receive notifications about new, relevant job openings.
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Encourage Them To Apply Again
If the candidate was not a fit for the role, or they are better suited for a different role, you can include a prompt for them to apply for roles within your company in the future. This is a good way to include feedback in candidate rejection emails subtly, as an invitation to apply again implies that they could be suitable for the role in the future.
If you have a recruiting database, you can inform candidates in their job rejection email that youd like to keep their application on the company system. This is optional, and you dont have to include either in job rejection emails to candidates who are not suitable.
Use A Scoring System To Analyze Answers
To collaborate with colleagues on feedback, create an interview matrix and scorecard for the skills you want to assess. Ideally, use a five-point scale to evaluate how well someone meets the requirements.
At Polymer, weve created this template interview scoring matrix:
Make a copy of this template and tailor it to your interview process. Using an interview matrix and scorecard will help keep your interview process structured and consistent. It will also make it easier to write your rejection email if it comes to it.
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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.