Tuesday, February 27, 2024

Sending Rejection Email After Interview

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Rejection Email To A Candidate Who Was A Good Fit

How to Respond to a REJECTION Email | Internship & Job Search Tip

Hi Jane, We really appreciate you applying to the Marketing Manager position at ABC Corporation. We know that many companies are hiring, and thank you for taking the time to visit us and interview with our team. At this time, we have chosen to move forward with a different candidate whose experience more closely matches our needs. We were very impressed by your in-depth knowledge of our product line and believe you would have made a great fit with our culture. Ultimately, the decision came down to the other candidate having a little more leadership experience.We expect to have other positions open soon in our marketing department. We hope that you will not mind us reaching out about any openings that we feel you would be a good fit for. Additionally, we encourage you to apply to any positions you are interested in.The best of luck with your search. We know that you will make a great team member wherever you end up.Warm regards,

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

How To Write Employee Rejection Letter

An employee rejection letter is a letter that is sent to inform an applicant. That they have not been selected for a position within a company. There are many reasons why an employer may choose to send a rejection letter to an employee, including:

  • The applicant was not the best fit for the position: After reviewing all of the applicants. The employer may have determined that another candidate was a better fit for the position based on their qualifications, skills, and experience.
  • The applicant was not the most qualified: The employer may have received a large number of applications for the position. And may have chosen a candidate who was more qualified based on their education, work experience, and other qualifications.
  • The employer decided to go in a different direction: The employer may have had a change in strategy or priorities, and as a result. May have decided to go in a different direction with the position.
  • The applicant was not a good cultural fit: The employer may have determined that the applicant was not a good fit for the companys culture or values.
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    Rejecting Applicants: A Template For The Perfect Rejection Letter

    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.

    Personalize Your Candidate Rejection Email

    Candidate Rejection Email After an Interview (20 Free Templates)

    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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    Tip #: Be Clear About The Bad News

    Make sure the candidate understands that this is a rejection letter. Dont leave any room for the applicant to think they still have a chance to get the job.

    You should deliver this news early on in the email, immediately after thanking them for their application. The clearer your email is, the easier it will be for everyone to move on.

    Here are some examples of clear ways to deliver the rejection:

    • Unfortunately, we are unable to offer you a position.
    • Im writing to let you know that you have not been selected for an interview.
    • Weve decided not to proceed with your application at this time.

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    Tip #: Wish Them Well In Their Job Search

    Whenever possible, you should end your email on a positive note. You can invite the candidate to apply for another job in the future if you feel theyd be a good fit for your company. Alternatively, you can simply wish them well in their future job search.

    Here are some examples of closing sentences you can include in your email:

    • I wish you well in your job search and your future professional endeavors.
    • We encourage you to apply again.
    • Well be posting a few similar positions soon and welcome you to apply again.

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    Job Rejection Email Template 1

    Subject: Interview for < Name of the Role>


    Hi < Name of the Candidate> ,

    Thank you for your application for the at ABC company. We highly appreciate your interest in joining our company and we want to thank you for the time and efforts you invested during the entire interview process.

    Unfortunately, we wont be able to take this forward. Though it was great to interview you, we are looking for a candidate with more expertise in this role.

    We wish you the best and hope youll find the right job soon!

    Thank you,

    Why You Shouldnt Ignore Sending A Candidate Rejection Email

    Don’t Send Thank You Emails to Companies that Reject You after a Job Interview

    Explaining why you are rejecting candidates is never a bad idea. Well tell you why. A well-drafted email to your rejected candidates shows that you value the time and effort they took to apply for a job in your organization. In fact, it can help build and sustain a lasting relationship with those candidates. There are three cases that might happen:

    • If they were skilled but lacked experience, for example, they might apply again in the future.

    • Alternatively, if they were late in your application cycle or are were more suitable for another position, you could contact them when another opening arises.

    • If your candidate reached the last few stages of your hiring process, you could recommend connecting on social media to stay in touch.

    However, if you know you wonât be reconsidering a candidate in the future, itâs best to be honest and avoid alluding to potential prospects. In addition, including a brief personal comment will boost the likelihood of making you look like a nice person.

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    Job Rejection Response Example

    As you craft your response, make sure its relevant, brief, and free of any spelling or grammatical errors. It should be a quick read that the hiring manager can simply scan, then easily return to their work. Heres an example of a strong job rejection response email:

    Dear Mr. Andrews,

    Thank you for letting me know about my status for the Marketing Coordinator role at Smart Solutions, Inc. I appreciate the opportunity to interview and learn more about yourself, the company, and the role.

    While Im disappointed that Im not the best fit for the role, I understand your decision and would appreciate it if you kept my skills and experience in mind for any future roles with your company that you believe I may be a better fit for.

    If you have a moment, I would appreciate any feedback you can provide me regarding my application, resume, or interview. Any details you can provide will help me greatly during my job search.

    Thank you again for the opportunity to interview and meet you. Good luck to you and the rest of the team moving forward.

    Best regards,

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    More Information Follow Up Email After Job Rejection


    Thank you for letting me know about your decision in filing the ROLE TITLE position that I recently interviewed for.

    Its unfortunate that I did not secure the role, though I appreciate your time in interviewing me and considering my application, nonetheless. I learned a lot during the application process, and it has solidified my motivation to one day join the team at COMPANY NAME.

    If you have a moment, Id really love to hear any feedback that you may have in regards to my application. If theres anything that came up in reviewing my CV or in the interview, please let me know. Any comments or details you can provide will be valuable for me to reflect upon to continue to put my best foot forward in future applications.

    Thank you again for your consideration and I hope that our paths will cross again in the future.

    Have a great day,


    To further upskill so you can land that next job, check out my post on some great free course providers that all have printable certificates after completion!


    What To Include In A Job Rejection Email

    Rejection Email After Phone Interview

    When writing your message, thank the person for taking the time to go through the process.

    Tell them that in this instance, they haven’t got the job. Mention that you interviewed numerous candidates. Knowing there was stiff competition can help them feel better about the rejection.

    Next, go into detail with as much specific feedback as you can provide. Nobody enjoys receiving a rejection letter, so it’s important to acknowledge the person’s strengths to boost their confidence.

    Provide ways they can stay in touch and if you want them to apply to future roles, tell them where you will post them.

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    What To Include In A Response To A Job Rejection

  • Respectfulness. The last thing that you want to do when sending a response to a job rejection is come across as entitled, pissed off, or unprofessional. The resounding tone of your reply should be respectfulness.

  • Proper email format. Use proper business email format with any type of professional communications you have. Sending a response to a job rejection is a little less tense than the rest of the interview process because nothing hinges on how its received, but it still requires proper formatting.

  • Appreciation. It seems contradictory to be bestowing such high praise and gratitude towards a company that rejected you. However, theyve extended just as much effort in assessing as you have in trying to get the job. Demonstrate your appreciation for their consideration and time when crafting your response.

  • Your contact information. You havent been offered the position you were vying for, but its always possible that the employer you applied with reached out in the future for a different opportunity. Include your contact information in your response to a job rejection. If a hiring manager needs to fill a different role, it will be easy for them to get a hold of you.

  • When Employers Notify Applicants

    Employers dont always provide applicants with the courtesy of letting them know where they stand in the hiring process, though some do provide status updates to candidates.

    • 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.

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    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,

    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.


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    Personalize Your Interview Rejection Letter

    Thank You Email After Interview 3 Step Template [With Subject Line & Example!]

    While you might use a standard template for all rejection letters, take time to tailor it to the candidate by including their name, the position and something you recall from your conversations. For example: We were impressed with your experience launching your own business. Or, Its always great to meet a fellow state university alum!

    Another way to personalize a candidate interview rejection letter is to offer constructive feedback about their interview performance. This can go a long way toward building a strong employer brand and making the experience worthwhile for candidates.

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    A Professional Yet Kind Rejection Letter Template

    Its never easy telling a candidate they didnt get the job after hours of preparation and interviews.

    Oftentimes, the awkwardness leads to generic emails, like We have chosen not to move forward with your application at this time.

    You might feel like theres simply no good way to tell someone theyve been rejected. Fortunately, thats not true. By wording your rejection letter kindly, youll make it easier for the candidate to hear the news.

    Additionally, if you were impressed by the candidate, you want to keep the door open. Perhaps another position will open up which you believe to be a better fit, or maybe youll reconsider the applicant once shes had more real-world experience.

    Ultimately, theres no harm in taking the time to craft a courteous rejection letter, and theres certainly plenty of benefits to doing so. To write a professional yet kind rejection letter, follow the steps below.

    Polite Follow Up Email After Job Rejection

    Hi ,

    Thank you for your letting me know about your hiring decision. While I am disappointed to hear that I was ultimately not selected for the position, I want to express how much I appreciate the opportunity and the time you took in interviewing and considering my application.

    It was a pleasure to be considered for the role, and it has made me even more passionate about this line of work, especially what is contributing to the industry.

    If you have any further feedback regarding my application, Id be very open to hear, as I strive to always put my best foot forward in my career and will continue to work towards my goals of working for an incredible company like .

    Thank you, once more, for your consideration and I hope our paths cross again.


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    Whats Next After Sending Your Reply To The Rejection Letter

    After sending your reply to the rejection letter, there isnt much left to do. If you received any constructive criticism from the hiring manager, think about how you can use that to improve for next time. You can add your interviewer on LinkedIn after a job rejection, particularly if you made a strong personal connection or if you have any colleagues in common.

    If you are interested in future roles at the same company, you can set up automatic job alerts on an online job board or you can set a calendar reminder to check the companys website every few weeks. Otherwise, its time to move on with the job search process and send in your application materials to other job openings.

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