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7 Rejection Letter Samples to Send to Unsuccessful Applicants

9 min read · Updated on August 15, 2024

Simplify the candidate rejection letter process with these templates.

Whenever you hire a new employee, it almost always means you selected them over other applicants. Obviously, the courteous thing to do is to let each of the other candidates know you've decided not to offer them employment. 

But how should you notify them that they've been passed over for the position? 

For many companies, the answer is simple – send them a clear and professional rejection letter that confirms your decision. 

Why send out a job rejection letter?

Obviously, writing rejection letters is not the easiest thing to do, and sending them out to applicants does take up precious time. However, there are good reasons why companies send them. 

First, a polite rejection notice is considered good etiquette since it lets the candidate know the job has been filled. That confirmation shows you respect their time enough to help them avoid wasting it on a job that's no longer available. It also helps avoid any candidate confusion by helping them understand why they weren't selected for hire.

Companies that develop a habit of sending out formal rejection letters can also help themselves by promoting their own commitment to respectful professionalism. This can leave a positive impact on the rejected candidate, as well as anyone else they might talk to about their job search experience.

Why use template rejection letters?

Template rejection letters can be a great way to save time and ensure a consistent approach to your communication with unsuccessful candidates. They can help you provide uniform answers to explain why a candidate was rejected and advice you think may help the candidate as they continue their job search. Well-constructed rejection letters that offer helpful feedback to candidates can help to soften their disappointment while providing useful information that can benefit their careers .

How to write a rejection letter

So, how do you write a positive and helpful employment rejection letter? The following tips can help you t determine what to include in your applicant rejection letters, along with the best tone and method for addressing rejection in the clearest and most concise manner possible.

Don't delay the rejection

Once you've decided to move forward with a specific candidate, notify rejected applicants as soon as possible. Remember, they may also be pursuing other open positions, so you're doing them a favor by letting them know your company's job has been filled.

Send by email

Today, it's standard practice to send a candidate rejection letter via email rather than by regular mail service. While a mailed letter might seem more formal, most candidates will appreciate receiving the news as soon as possible – and email is always quicker.

Try to be as positive as possible

The rejection will be disappointing for the candidate, so there's no need to pile on with negative feedback or other criticism.

Keep your rejection letters short

No candidate wants to read through a lengthy explanation about why they didn't measure up to expectations. At the same time, though, your letter should include enough detail to ensure that you explain the decision. As a rule, keep your letter limited to no more than three short paragraphs as follows:

Thank them for their interest and let them know you've decided not to hire them. 

Next, include some positive affirmation by focusing on something that impressed you during their interview before you cite a reason they've been rejected. If you might consider them for a different job in the future, tell them that too. 

Finally, wish them well in their efforts to land the right job in the future.

Seven rejection letter samples

Below, we've included seven example job rejection letter templates that you can customize and send to unsuccessful applicants. This selection of templates covers a variety of different approaches for rejecting candidates, so you can choose one or several depending on your company's needs.

1.     Generic rejection letter template

Dear Mr / Ms [Applicant's name],

Thank you for submitting your application and resume for our [title of the position they applied for] position. We deeply appreciate you taking the time to reach out to us. However, after reviewing your application, we have decided not to move forward with your application.

As you probably know, we received a tremendous amount of interest in this position, so this was an extremely difficult decision for our hiring team. Unfortunately, we concluded that your impressive array of skills and achievements were not what we were looking for at this time.

We wish you the best of success in your future career endeavors.

[Your name and company name]

2.     Application rejection letter template

Thank you for submitting your application. We appreciate your interest in a position as a [job title] in our company and the effort you invested in reaching out to us. Unfortunately, our review of the many applications and resumes we received in response to our job posting has moved us to select another candidate for the role.

We do want to commend you for your impressive skill set and accomplishments, and hope you will consider a different role with us at some future point in time. We will keep your resume on file and may reach out to you if we have another opening for a job that better aligns with your unique talents.

We wish you luck and much success in your job search efforts.

Warmest regards,

3.     Screening stage rejection letter template

Thank you for your resume and application submission and for participating in our initial screening process. Unfortunately, our screening suggests that you may not be the best fit for this position or our company at this time. As a result, we have decided to decline moving forward with our interview process.

We should note that your skills, experience, and other qualifications are very close to what we need for this position. However, our screening results found that [provide reason for rejection, such as failed background check, failed drug test, etc.]. Those results led us to focus on other candidates to fill this position.

Again, we applaud your credentials and wish you nothing but the best in your job search efforts. Good luck throughout your career.

Best regards,

4.     Early-stage interview rejection letter template

We truly appreciate you taking the time to meet with our hiring team to interview for our open [title of the job] position. I speak for everyone on the team when I say that we were really impressed with your overall performance and believe that you have a lot to offer to any company that hires you. Regrettably, however, we have decided to decline moving forward in our interview process.

While your interview was solid and compelling, and your resume qualifications are close to what we were looking for, we have decided to hire another candidate whose skills more closely align with our needs for this position. Make no mistake, though – this was a difficult decision.

Since we were so impressed with your candidacy, we will keep your resume on file and contact you if any other opportunities arise in the future. Until then, we wish you the best of luck in all your endeavors and hope for your continued career success.

5.     Final stage interview rejection letter template

Thank you so much for your time and attention throughout our application and interview process. We appreciate the patience you extended to everyone on our team during all [number of interviews] of your meetings with us. Unfortunately, after reviewing the results of our assessments of every candidate for the position, we have decided not to offer you the role.

Everyone on our team agrees that your skills and experience are beyond question, so this decision is in no way a reflection on your qualifications. Our decision was based solely on an evaluation of every candidate's experience and how well we believe they might fit with the specific needs of that open position. Regrettably, that decision process led us to another candidate.

We would appreciate it if you would allow us to contact you if or when another position opens that we believe might be a better fit for your core competencies. In the meantime, we want to extend our best wishes for your future success.

With our best regards,

6.     Post-phone call rejection letter template

Dear Mr /Ms [Applicant's name],

This letter is to follow up on our recent phone call with you confirming that we will not be hiring you for the position of [name of position the applicant applied for]. I wanted to personally contact you and let you know how much we all appreciated having the opportunity to get to know you throughout our interview process.

I  would like to point out how impressed we were with your qualifications and interview skills. We all recognize the potential value our company could enjoy if you were a member of our team.

Thank you for your interest in our company. We wish you luck in your career journey.

7.     Rejection letter template advising candidate to reapply in the future

Thank you so much for interviewing for our position as a [job title]. Your qualifications are impressive, which made our hiring decision extremely difficult. However, the team here has decided to offer the job to another candidate.

Still, we want to let you know that we recognize your talents and are confident you would do well in a different role within our organization if you focused on developing [cite a skill that the candidate needs to enhance]. With those added skills , we would be eager to consider you for a different role in our company.

Good luck to you in your job search!

Simplify your efforts to follow-up with rejected candidates

It's never easy to craft a letter letting job candidates know that they've been rejected. Still, it's something that every company should do, and it's helpful to streamline the process as much as possible. By using some variation of these rejection letter templates and customizing them to fit your unique needs, sending out these notifications can be quicker and easier than ever before.

Looking to avoid a job rejection letter by bolstering your resume? Get a free resume review from our experts today!

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Writing a Rejection Letter (with Samples)

• Sarah Green Carmichael

A quick no is better than a long maybe.

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How To Write a Professional Rejection Letter (+ FREE Samples)

If you’re human (and we know you are, or HR wouldn’t be your calling), rejection letters are never easy. Here’s the good news. Handled well, a rejection letter can leave candidates feeling good about themselves and your brand. And that’s a win-win.

What is a rejection letter?

Why (and when) should you provide a rejection letter?

• 34% of candidates do not hear back from employers two months after applying for a role 
• Only 7% of candidates say they hear back from an employer if they don’t get the job – the other 93% are ghosted
• Candidates who receive notifications throughout the hiring process rate the candidate experience 50% higher than those who receive no communications (including hearing whether they did or did not land the position) 
• Candidates who receive timely feedback are 52% more likely to engage with an employer again  
• Over 69% of job seekers will share negative candidate experiences online.

Did you know? Research from Kindess.org reveals that kindness is the foundation of job satisfaction and employee happiness. Showing candidates respect, communicating clearly and timeously, and providing an efficient hiring experience influence how candidates view your organization and what they share online. Yes, rejection letters are difficult to write, and we naturally want to avoid them, but what can show more kindness than a respectful, empathetic rejection letter? 

The benefits of candidate rejection letters

For candidates.

• Conveys respect and appreciation for the effort the candidate has put into their application
• Closes the loop on the process, ensuring that the candidate is not left wondering about the outcome 
• Can lead to a lasting positive impression of the company, even in rejection.

For employers

How to write a rejection letter.

• Deliver the news
• Give the main reason
• Offer hope.

HR tip Offering hope does not mean giving false hope. Hope is simply a good piece of advice that they can use going forward. It’s a way of subtly implying there are many opportunities out there

Checklist: Writing a rejection letter

Legal considerations and tips

• Ensure that the language used in the letter cannot be construed as discriminatory based on race, gender, age, disability, or any other protected class.
• It’s usually safer not to provide specific reasons for the rejection to prevent misinterpretation or legal action.
• Treat all candidates who are rejected at the same stage in the process similarly to avoid claims of unfair treatment.
• Keep records of all communications with candidates and internal decision-making processes for accountability and in case of legal challenges.

3 types of rejection letters + free templates

Did you know? 87% of candidates change their mind about a company they didn’t like if they had a positive candidate experience . – Deloitte research

1. Pre-screening rejection letter

Sample pre-screening rejection letter, 2. post-screening rejection letter, sample post-screening rejection letter, 3. rejection letter after interview, sample rejection letter after interview, the dos and don’ts of writing a rejection letter.

• Send the rejection letter as soon as the decision is made
• Maintain a professional and polite tone throughout the letter
• Thank the candidate for their time and interest in the position
• Offer constructive feedback if appropriate and feasible
• Encourage the candidate to apply for future opportunities if you believe they could be a good cultural fit
• Be succinct yet thoughtful in your message
• Ensure the rejection is communicated privately
• Keep the language neutral to avoid any misunderstandings

• Give false hope. Avoid language that could be misinterpreted as an invitation to apply for the same role again
• Provide too much detail about the selection process or why others were chosen
• Be generic. Tailor the letter to address the candidate by name, avoiding overly generic templates
• Dont delay sending the rejection notice unnecessarily
• Use language that might come across as insensitive or personal
• Invite further negotiation or discussion about the decision. The letter should be conclusive
• Compare the recipient to other applicants or disclose information about them
• Share the candidate’s status or your feedback publicly or with other candidates.

Mastering the rejection letter

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Applicant rejection letter sample

Save time writing your application rejection letter, or email, with this all-purpose template. Just copy, paste, and customize for your specific needs. This sample job application rejection letter can be used to reach out to job applicants seeking employment that will not be receiving an interview or moving to your second stage. This rejection letter template can be repurposed to address specific issues with a candidate's resume, or as a blanket resume rejection letter after an interview for all disqualified candidates. When writing a letter of rejection for a job, be sure to be concise, clear, and positive.

Hi [ first name ],

Thank you for your interest in joining the [ company name ] team. We wanted to let you know that although your resume and cover letter were very competitive, our hiring team reviewed your application and did not select it for further consideration.

We will, however, keep your resume on record and get in touch with you about future opportunities that may be a better fit for your skills and experience.

We wish you all the best in your job search and hope we will have the chance to consider you for another role in the future.

[ Sender Name ]

• For a more formal rejection letter, see our sample job rejection letter template  or our job application rejection email template .
• Tutorial:  How to reject candidates without burning bridges

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How to Write Professional Yet Kind Rejection Letters [4 Templates]

Published: April 28, 2022

It's never easy notifying someone that they didn’t get the job.

This often leads to generic emails, or worse, complete silence – that’s where a rejection letter template can come in handy.

While it’s never fun to do it, there are kind yet professional ways to reject an applicant that preserve your employer brand .

How to Write a Rejection Letter

You might not think twice about a rejection letter once you send it. But the truth is, your rejection letter is a reflection of your company. If it’s poorly written, that leaves a negative impression of your company that could easily spread to other candidates.

This is why writing a thoughtful rejection letter is key. It allows you to maintain a good relationship with the applicant, even if they were not a good fit for a particular role. Who knows, you may want to circle back to them if another position opens up.

When that comes up, you want a candidate to be excited about the prospect of working with you – and how you communicate plays a pivotal role in this.

It's critical you remain positive with your language and focus on language from the job description itself.

In addition, keep in mind that a rejection letter is a fantastic opportunity for the candidate to receive positive feedback and learn how to do better in the future. Consider how you can include specific and valuable feedback.

A rejection letter can be broken down into three sections:

Paragraph One

Your first paragraph should be completely personalized and include the applicant’s name and the position for which they applied. Next, thank the candidate for their interest in your company and for taking the time to interview.

Finally, it's critical you tell the candidate within the first paragraph you've decided to move forward with another candidate.

You can let them down kindly by including a compliment in the rejection, such as "While your qualifications are quite impressive …"

Paragraph Two (Optional)

The second paragraph is where the personalization really comes in. What you write will depend on your experience with the candidate and how far into the process they got.

For instance, if you’re rejecting a candidate after the first round, you can keep this section brief and jump to paragraph three. However, for a candidate who reached the final round, you’ll likely want to give more context to the reason for the rejection.

The candidate took time to prepare for your interview process, so if you were impressed by them during the interview, it could make a huge difference to let them know.

Simply include one strength of theirs you remembered from the interview process, like "Our team was particularly impressed with your writing skills."

To truly add value, you'll also want to include constructive feedback to help your candidate identify areas of improvement. Take detailed notes during the interview (or ask the hiring manager to do so) and when you reject your applicant, provide one or two areas of improvement.

Focus on one aspect of the job description you feel the candidate didn't quite match.

Say the role required expertise in data analytics, but the applicant wasn’t strong in this area. You might say, "At this time, we're looking for candidates with a deeper understanding of data analytics…"

If you were impressed by the candidate and genuinely feel they’d be a good fit for your company down the road, leave the door open by telling them you'll put them into your contact database and reconsider them in the future.

Additionally, if it was a difficult decision, tell your candidate – it can help soften the blow.

Paragraph Three

Conclude by wishing the candidate luck in their job search, and thanking the applicant again for considering your company.

Standard Rejection Letter

Dear [Name],

Thank you for interviewing for [position] on [date of interview] and taking the time to learn about our company. After careful consideration, we have selected another candidate for the position.

We do hope you’ll keep us in mind when we advertise roles in the future and encourage you to apply again.

We wish you the best of luck in your job search and thank you for your interest in our company.

Feedback Rejection Letter

Thank you for interviewing for [position] on [date of interview]. It was a very tough decision but we have selected another candidate for the position.

Our team was particularly impressed with your [skills], but we felt you lacked experience in [skill/experience]. We'd recommend [taking a course/obtaining a certificate/gaining project experience] to improve.

We would like to stay in touch with you for future opportunities that might be a good fit. Please let us know if you're interested in remaining in our talent pool.

Thanks again for taking the time to apply and come in to meet the team. We wish you the best of luck in your job search and thank you for your interest in our company.

Redirection Rejection Letter

Thank you for interviewing for [position] on [date of interview]. After careful consideration, we have decided to move forward with another candidate.

Our team was particularly impressed with your [skills], but we felt you lacked experience in [skill]. However, we believe your skillset would align better with [position] and would love to consider you for it.

Please let us know if you would be interested in discussing it further.

We’d like to thank you again for your time and wish you the best in your future endeavors.

Short Rejection Letter

We thank you for your interest in the company and we wish you the best of luck in your job search.

Notifying a candidate that they have been rejected is never easy. By writing a thoughtful letter fit for the situation, you leave the door open for future collaboration and leave a positive impression of your company.

Editor's Note: This post was originally published in Oct. 2018 and has been updated for comprehensiveness.

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How to Write a Job Rejection Email (Template & Examples)

By Ammar Ahmed

Published: January 31, 2024

Rejecting a job applicant is a delicate task, and it’s important to get it right. This article is here to guide you through the process. We’ll cover the best ways to communicate a job rejection with kindness and clarity. This guide offers practical tips and templates to help you handle these difficult conversations with professionalism and empathy. 

What Is the Purpose of a Job Rejection Email?

A job rejection communicates a decision while maintaining a positive relationship with the candidate. This email is an essential part of the recruitment process, reflecting the company’s professionalism and respect for the applicant’s efforts. It closes the application process, giving closure to the candidate and preserving the possibility of future interactions.

The Importance of Sending a Job Rejection Email

In today’s competitive job market, how a company handles job rejections can be as impactful as how it manages job offers .

Here are some reasons to send courteous and professional job rejection emails:

Positive Candidate Experience

Although rejection is never pleasant, a well-crafted email can leave candidates feeling respected and valued. It demonstrates that the company acknowledges the time and effort put into the application process. 

This thoughtful approach can turn a potentially negative experience into a constructive one, leaving candidates with a favorable impression of the organization. They’re more likely to reapply for future positions or recommend the company to peers, knowing that their efforts won’t go unnoticed.

Reputation Management

The practice of sending job rejection emails is pivotal for reputation management. In today’s interconnected world, a company’s recruitment practices are often as visible as its products or services. A respectful rejection email can enhance the company’s image as a considerate and ethical employer. 

This positive perception can spread through word-of-mouth and social media , bolstering the company’s reputation in the job market.

Transparency

Transparency is a key element in modern HR practices, and sending a job rejection email is a direct demonstration of this value. It shows that the company is open and honest in its communications, even when the message might be difficult. 

This transparency is appreciated by candidates, who often face uncertainty and anxiety during job searches. Receiving a clear and direct response allows them to understand where they stand and focus their efforts on other opportunities.

Closing the Loop

Finally, sending a job rejection email is essential for closing the loop in the recruitment process. It offers a sense of resolution to candidates, who otherwise might be left wondering about the status of their application. 

This closure is not only beneficial for candidates but also for the company, as it prevents the need for follow-up inquiries and allows both parties to move forward. Moreover, it keeps the door open for future interactions, as candidates who are treated with respect and professionalism are more likely to reengage with the company when other opportunities arise.

How to Tell Someone They Didn’t Get the Job

This section provides a detailed guideline on how to tell someone they didn’t get the job, ensuring the message is conveyed with professionalism and empathy.

• Clear and Concise Subject Line: The subject line of your job rejection email should be straightforward yet sensitive. Phrases like “Job Application Update” or “Regarding Your Application for [Position Name]” are appropriate. It’s crucial to avoid ambiguity, ensuring the candidate is not misled about the email’s purpose.
• Personalized Greeting: Begin the email with a personalized greeting, using the candidate’s name. A personalized approach shows the candidate that they are not just another number in the process, but an individual whose application was considered seriously.
• Gratitude and Acknowledgment: Acknowledge the time and effort the candidate invested in applying and interviewing. This appreciation helps soften the blow of rejection and leaves the candidate with a sense of respect and value.
• Reason for Rejection: Providing a reason for the rejection can be beneficial, but it should be handled delicately. General factors like a highly competitive applicant pool or the need for specific skills that were not a strong match can be cited. If appropriate, gently mention a lack of fit with the company culture . However, ensure that the reasons are constructive and not personal.
• Encouragement and Constructive Feedback: Offer encouragement by highlighting positive aspects of the candidate’s application or interview. If suitable, provide constructive feedback, focusing on areas for improvement. This can be invaluable for the candidate’s professional growth. The key is to be honest yet tactful, ensuring the feedback is useful without being disheartening.
• Closing Statement: Conclude the email with a positive note. Wish them success in their future endeavors, leaving them with a sense of goodwill and optimism. This closing can help maintain a positive relationship with the candidate, who may be a perfect fit for a different role in the future.

Related Article: Asking for Feedback After a Job Rejection: Do’s and Don’ts 

Job Rejection Email Templates

Crafting a well-structured job rejection email is crucial in maintaining a professional and empathetic approach to recruitment. Below are templates for different scenarios, designed to assist HR professionals in effectively communicating job rejections.

Declined Interview Email

Sometimes, a candidate may not be the right fit even before the interview stage. In such cases, sending a declined interview email is necessary.

Here’s a template:

Subject: Update on Your Application for [Job Title] at [Company Name]

Dear [Candidate’s Name],

I hope this message finds you well. Thank you for your interest in the [Job Title] position at [Company Name] and for the effort you put into your application.

After careful review, we wanted to inform you that we will not be proceeding with an interview at this time. This decision was challenging due to the high caliber of applicants we received. Please know that your qualifications were impressive, and we appreciate the time you invested in reaching out to us.

While we are unable to offer an interview currently, we would like to keep your resume on file for future opportunities that may better align with your skills and experience. We encourage you to apply for any future positions at [Company Name] that interest you.

Thank you again for considering a career with us. We wish you the best in your job search and all your future professional endeavors.

Warm regards,

[Your Name] [Your Position] [Company Name]

Job Rejection Email After Interview

After conducting interviews, it’s important to communicate with candidates who won’t be moving forward.

Subject: Your Interview for [Job Title] at [Company Name]

I hope this email finds you well. We want to extend our sincere thanks for taking the time to interview with us for the [Job Title] position. We truly appreciated the opportunity to learn about your skills and experiences.

After careful consideration and thorough review of all our candidates, we have made the difficult decision to move forward with another applicant whose qualifications more closely align with our needs for this particular role. This was not an easy choice given the impressive talents of all our interviewees, including yourself.

We are grateful for the interest you have shown in [Company Name] and for sharing your professional aspirations with us. Although this specific position was not the right fit, we were impressed by your [mention a specific strength or quality of the candidate], and we encourage you to apply for future openings at our company that align with your skills and career goals.

Thank you again for your time and effort, and we wish you all the best in your continued job search and future professional endeavors. Please feel free to stay in touch.

[Your Name] [Your Position]

Related Article: Job Rejection After an Interview? Here’s How to Handle It

Job Rejection Email for Internal Candidates

Rejecting an internal candidate requires a delicate approach, as these individuals are already part of your organization. Such emails should focus on maintaining a good working relationship and encouraging their continued growth within the company.

Subject: Regarding Your Application for [Job Title] Within [Company Name]

I hope this message finds you well. I want to start by expressing our sincere appreciation for your ongoing contributions to [Company Name] and for expressing interest in the [Job Title] position.

After thorough consideration, we have decided to move forward with another candidate for this role. This decision was particularly difficult given your valuable work and dedication to our team. We were impressed by your [mention any specific strengths or contributions of the candidate] but ultimately felt that another candidate’s specific skill set was better suited to the needs of this position.

We truly value your commitment to [Company Name] and encourage you to continue seeking growth and development opportunities within our organization. Please know that this decision does not diminish the importance of your role and your accomplishments here.

We are more than willing to discuss your career path and future opportunities within [Company Name], and I am personally available to provide guidance or support in your professional development.

Thank you again for your interest in the [Job Title] position, and we look forward to your continued success and contributions to our team.

Job Rejection Email for Post-Internship Candidates

Interns often hope their internship will lead to a permanent position. When this isn’t possible, it’s crucial to communicate this delicately. Here’s a template that will help you acknowledge their contributions and encourage them in their future endeavors.

Subject: Follow-Up on Your Application for [Job Title] at [Company Name]

I hope you are doing well. Firstly, I want to thank you for your hard work and dedication during your internship with us at [Company Name]. It was a pleasure having you as part of our team and witnessing your growth and contributions.

Regarding your application for the [Job Title] position, after much consideration, we have decided to move forward with a candidate who has specific experience and qualifications that align more closely with our current needs. This decision was not easy, especially given your commitment and the skills you demonstrated throughout your internship.

We recognize and appreciate the effort you put into both your internship and your application. While this specific role was not the right fit, your potential did not go unnoticed. We encourage you to continue developing your skills and would be delighted to consider you for future opportunities that match your qualifications and career aspirations.

Please keep in touch and consider [Company Name] for future applications. We wish you all the best in your academic pursuits and upcoming professional endeavors.

Personalized Job Rejection Email Example

Personalizing a job rejection email, especially when offering feedback, is crucial in showing respect and care for the candidate’s professional development.

Below is an example of a personalized job rejection email that includes specific feedback:

Subject: Regarding Your Application for the Marketing Manager Role at Zenith Innovations

Dear Emily,

I hope this email finds you in good spirits. First and foremost, thank you for the time and energy you dedicated to the interview process for the Marketing Manager position at Zenith Innovations. We were particularly impressed by your enthusiasm for digital marketing and your innovative approach to brand strategy, evident in your successful campaign with ABC Corp.

After a thorough review of all our candidates, we have decided to move forward with someone whose background in international market expansion more closely aligns with our current strategic goals. This decision was by no means an easy one, especially given your strong expertise in domestic market strategies.

I would like to offer some specific feedback to assist you in your career journey. Your experience in developing comprehensive social media campaigns and managing a dynamic team is commendable. However, for a role like Marketing Manager at Zenith, a deeper understanding of global marketing trends and experience in navigating diverse international markets could greatly enhance your candidacy for future opportunities. Additionally, while your creative approach is a significant strength, expanding your skill set in data analytics could provide a more balanced strategy perspective, which is highly valued in our company’s marketing approach.

We truly appreciate your interest in Zenith Innovations and the unique ideas you brought to the table during our discussions. While this particular role wasn’t the right fit, your talent and passion for marketing are clear, and I have no doubt you’ll find a position that suits your impressive skill set. Please feel free to stay in touch, and should a suitable role arise in the future, I hope you will consider reapplying.

Thank you once again for considering a career with us, and I wish you the best of luck in your ongoing job search. If you would like to discuss your application or our feedback further, please don’t hesitate to reach out.

Jonathan Smith Director of Human Resources Zenith Innovations [email protected]

Best Practices for Crafting Compassionate Job Rejection Emails

Crafting a compassionate job rejection email is a critical aspect of the recruitment process. Below are best practices for creating job rejection emails that are empathetic and professional.

It’s respectful to inform applicants of their status as soon as a decision has been made. Timely communication demonstrates that your company values the candidate’s time and effort. It also helps candidates to move on quickly in their job search, potentially reducing the emotional impact of the rejection.

Provide Constructive Feedback

Offering constructive feedback shows that you have taken the time to evaluate the candidate’s application thoroughly and are interested in their professional growth. Feedback should be specific, actionable, and framed positively. However, it’s important to balance honesty with sensitivity, ensuring that your comments are helpful and not discouraging.

Encourage Future Applications

If you see potential in a candidate for future roles, explicitly encourage them to reapply. This can be particularly important for candidates who were strong contenders but weren’t the right fit for the current role. By inviting them to apply for future positions, you maintain a relationship with them and create a pool of pre-vetted candidates for your company. This gesture can also boost the candidate’s confidence and willingness to re-engage with your organization.

Legal and Compliance Considerations

When crafting job rejection emails, it’s vital to be mindful of legal and compliance considerations. Avoid statements that could be interpreted as discriminatory or that imply an unlawful basis for the decision. Stick to factual, job-related reasons for the rejection. It’s advisable to consult with your legal team to ensure that all communications are compliant with employment laws and regulations.

The Future of Job Rejection Emails

The future of job rejection emails is set to evolve significantly with advancements in technology and a greater focus on candidate experience. Let’s explore how these changes will shape the way companies communicate rejections.

Personalization through AI

AI can analyze a candidate’s application and generate a customized response that addresses specific aspects of their profile. This technology can identify the key strengths of the candidate and tailor the message to provide relevant and individualized feedback. 

The use of AI in crafting personalized rejection emails not only enhances the candidate experience but also reflects a company’s commitment to thoughtful and respectful communication. As AI technology becomes more sophisticated, we can expect even more nuanced and personalized interactions in the recruitment process.

Automated Feedback Systems

Automated feedback systems represent another innovative trend. These systems can provide more detailed and constructive feedback to candidates by analyzing their interviews or assessments using predefined criteria. By offering insights into areas of strength and those needing improvement, automated feedback systems help candidates in their professional development. 

This technology ensures that each candidate receives valuable feedback without significantly increasing the workload for HR professionals. As these systems develop, they could become a standard feature in the recruitment process, benefiting both candidates and employers by fostering transparency and growth.

Integration with Learning Platforms

An emerging concept is the integration of job rejection emails with learning platforms. For instance, a rejection email could include links to online courses or workshops that align with the areas of development identified during the application process. 

This approach positions the company as an enabler of professional growth, extending the relationship beyond the recruitment process. It demonstrates a commitment to the long-term success of all candidates, enhancing the company’s reputation as a supportive and developmental organization.

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Find a Job You Really Want In

When you’re looking for potential candidates for an open job position, the inevitable downside is rejecting applicants who may not be qualified or fit for the job. Depending on your organization, you should consider sending rejection letters to those who do not qualify for the job. Although it may not seem important, sending a rejection letter can positively reflect on you as an organization and help the candidate move on to continue their job search elsewhere. The candidate you’re interviewing has gone through the trouble of applying for the job at hand, taking a phone screen, and sometimes an in-person interview. This can include preparation, anxiety, and time on the candidate’s end. So, even if they don’t land the job , they deserve closure on their experience with your company. Your rejection letter should be straightforward and notify your applicant of their status following their interview. Below, we discuss the best practices of rejection letters and how to write one effectively with a template and example. Key Takeaways: Make sure you send the letter as soon as you decide the candidate is no longer being considered for the position. Clearly state that you are no longer considering them for the position in the first couple sentences of the letter. Offer positive feedback to help them improve on any weaknesses they had in the application or interview. In This Article    Skip to section Why Send a Rejection Letter How to Write a Rejection Letter Rejection Letter Examples Rejection Letter Tips Types of Rejection Letters Providing Feedback in the Rejection Letter Sign Up For More Advice and Jobs Show More Why Send a Rejection Letter

Rejections can be difficult to receive from the candidate’s perspective. Nobody likes being told no, and when it has to do with your skills or experience, the blow can be even more hurtful. However, not hearing anything at all is the worst possible experience a candidate can have with an organization.

Burning a bridge this way is easily avoidable with rejection letters. Rejection letters can be crafted individually, but many organizations opt to use a template. This is perfectly acceptable, as the intent of a rejection letter is really to let the candidate know they did not receive the job.

Remember, you never know who knows who. That person you decide to reject without a response could be the child or friend of a candidate you may be extremely interested in. This individual might have a wide reach on a digital platform or be connected to others in your industry who may look at your company differently based on this person’s experience.

That’s why it’s important to treat everyone you interview with respect, no matter the outcome of the interview. Being respectful to your candidates includes sending a rejection letter.

How to Write a Rejection Letter

Create an informative subject line. If the rejection letter is being sent by email, writing a simple subject line can help it sound out in the candidate inbox. You won’t want this letter getting lost in their inbox so make sure to include your company name and the position title so they know where the email is coming from and the purpose of the email.

Thank the candidate for their time. The first paragraph of the letter start by thanking them for their time. Depending on the hiring process and where they are, they have taken time out of their busy schedule to meet with you. Thank them for submitting an application or for interviewing with you. Make sure to be specific to show that the letter is personalized and not generic.

Tell them you are no longer considering them for the position. The next part of the letter should clearly state that you are no longer considering them for the position and you are moving forward without them. This should be close to the beginning of the letter.

You can also offer a reason for why you are no longer considering them. This can help a candidate learn from any mistakes and improve for any future positions. Briefly describe what you are locking for in a candidate and what they were lacking such as experience or skills.

Offer positive feedback. To leave a good impression with the candidate, offer some positive feedback on what you liked about them. This can also give them a better understanding of their strengths and what they are able to highlight on for the future. This is important is you are considering them for any other positions in the future.

Encourage them to apply for more positions. By encouraging them to apply for other positions with the company can help build connections and a relationship with the candidate. They may not have been qualified for the position they applied for, but they may be right for another position.

You can also explain that you will consider them for any future opportunities. If you think that they will be a good fit for the company culture and environment, let them know that. This will also help keep the tone of the letter more positive.

Sign off. End the letter on a positive message thanking them again for their time and you can even wish them good luck in their efforts.

Rejection Letter Examples

Below are a few rejection letter templates that you can use as a starting point for your rejection letter templates. You may choose to use different ones for different candidates, depending on how far along they may have been in the interviewing process.

Short and sweet is acceptable for phone-screen candidates, but for those who have come in for an in-person interview or multiple interviews, it’s best to try and tailor your rejection letter with constructive feedback.

Dear Sophia, Thank you so much for taking the time to interview with our team for the Marketing Manager position at Apple, Inc. It was a pleasure to learn more about your background, experience, and accomplishments. Unfortunately, at this time, we have not selected you for further consideration. Please know that the candidate pool at Apple, Inc. is always highly competitive, and we often must make choices between many highly qualified candidates. However, we would like to keep your resume on file for any future job openings that may suit your expertise. We are happy to answer any questions or give you further feedback regarding your application or interviews. Thank you for your interest in Apple, Inc., and best of luck in your job search. We know you have a bright future ahead of you. Regards, Leslie Stanton

Hi Chelsea, Thank you for your interest in Salesforce and the time you’ve spent applying and interviewing for the Digital Marketing Manager position. Unfortunately, we have decided to move forward with another candidate, but we wanted to thank you for allowing us to learn more about your background , experience, and accomplishments. We anticipate having more job openings in the next few months. We hope you’ll consider us again if you find another job opportunity you’re interested in. We wish you the best of luck in all of your future endeavors. Joshua Tree

Dear Mr. Glass, I want to personally thank you for your interest and commitment to the job opening at Lucky Middle School. Unfortunately, we have decided to select a different candidate at this time. While your education qualifications meet our criteria, we have chosen a candidate who has more hands-on experience. Please know we will keep your resume on file for future job openings and opportunities that you may be qualified for. After you have gained some additional education experience through student teaching or an additional position, we hope you will re-apply for the vice-principal position at Lucky Middle School. I truly thank you for your time, interest, and effort and wish you the best in all of your future career endeavors. If you have any questions or would like to discuss this email further, please give me a call at 505-346-000. Sincerely, Jenny Lopez, Superintendent

Rejection Letter Tips

As mentioned above, many companies use a rejection letter template for their candidates who didn’t land the job. Using a template is an efficient and effective way of sending out rejection letters to your candidates. Consider personalizing each slightly and following these best practices.

Let candidates know as soon as possible. Many organizations will wait until they’ve found their dream candidate before letting other candidates know they haven’t landed the job. However, this isn’t necessarily the best way to approach this.

Typically you’ll have a good idea as to whether or not the person you’ve interviewed will be acceptable for the job. If you know the person isn’t the candidate you’re looking for, let them know as soon as you can.

If you have candidates in the running, it’s also okay to let them know they’re being considered in a smaller candidate pool. Giving candidates updates is the best way to make a great impression .

Personalize the rejection template. Templates are ideal for rejections because not only will they save time and effort, but they can ensure you cover all of the important points in the letter without needing to start fresh every single time.

However, companies should consider personalizing their letters with the candidate’s name, and any other feedback you feel may be relevant or helpful. Take accountability for the rejection rather than hiding behind the company name.

Any personal details you can add will help soften the blow and show the candidate that you truly did appreciate the time they gave to you and your company.

Get straight to the point. Rejection is hard enough as it is, so there’s no need to elaborate on the point. Make sure your template is short and sweet. One to two paragraphs should be able to include all of the important information. Let your candidate know they won’t be moving forward, and be sure to appreciate their time.

Be honest. Many times candidates will ask for the reasoning behind their rejection. However, if you’re honest off the bat, then you can minimize the number of times this happens. Coordinate with HR to understand what kind of feedback you can offer the candidate.

Taking the time to offer this will give a great impression on the company and you. Also, if you give them constructive feedback, they may be able to adjust to becoming more successful at their next interview.

Types of Rejection Letters

Here are some reasons a rejection letter might be sent:

Internship rejection. This is for when an applicant isn’t a good fit for the internship . Some reasons could be mismatched time commitment or unrealistic compensations.

Unqualified candidate. This will be when the applicant or candidate is rejected because they lack the necessary qualifications that are required for the position.

Post-interview rejection. This letter will be sent after the interview if the candidate demonstrated poor communication skills, or left a negative impression during the interview.

Internal candidate rejection. This will be for an internal candidate who applied for a position within the company that they are not qualified for.

Late application. If an applicant applied too late to be considered for the position. They may be qualified but they missed the deadline. If the candidate is still interested, you may assist them with resubmission for a future position.

Mismatched applicant. The candidate may not be the right fit for the position they applied for, but they may be the right fit for another position.

Providing Feedback in the Rejection Letter

Although it’s not expected, providing feedback can be invaluable to candidates who are anxious to improve their chances of getting a future job. Without feedback, it’s nearly impossible to improve your interview experiences or understand what additional qualifications you may need to land the job of your dreams .

Candidates deserve feedback, and by giving it, your company’s reputation could improve drastically.

So, what is the best way to provide candidate feedback? While you may want to soften the blow of criticism, it’s important not to dilute your words. However, you want to have a good balance of honesty and respect. The best way to provide valuable feedback to your candidates is to consider the following:

Be respectful. Even if your candidate was brash or showed up in an unprofessional outfit, you owe them respect. Rather than taking a dig at them directly, use simple suggestions to let them know what your reasoning was to go in a different direction.

Don’t dwell on the topic while providing this feedback; a simple mention should be enough to inform the applicant.

Be genuine. Feedback is never required, so offering feedback should come from a genuine place. If it’s coming from any other place, the candidate may be able to feel that and develop a sour view of your company. If you treat the candidate with respect, they will be more likely to recommend you to others or even leave a good Glassdoor review.

Focus on the job. Rather than focusing on unimportant details, try to tailor your feedback directly to the job or career this candidate is interested in. When it’s directly related to the job, it will benefit the candidate the most.

Be constructive and clear. Don’t be vague in your feedback. Candidates require actionable and constructive feedback that they can work on immediately. Being too vague in your feedback can leave the candidate feeling even more confused and possibly give them additional anxiety before their future interviews.

Provide examples, if possible. Be sure that you pick our specific details as to why they may not have answered a question adequately or what exactly they may be missing in their experience skill set. This will allow them to focus on key parts of their resume to be more likely to get a job in the future.

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Caitlin Mazur is a freelance writer at Zippia. Caitlin is passionate about helping Zippia’s readers land the jobs of their dreams by offering content that discusses job-seeking advice based on experience and extensive research. Caitlin holds a degree in English from Saint Joseph’s University in Philadelphia, PA.

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Rejection letter or email to applicants - Letter Sample

This applicant rejection letter sample or rejection email template can save you a lot of time when sending responses to job applicants who did not qualify for your open positions. writing and sending a clear and positive rejection letter is crucial for ensuring a great employer branding and improving your candidate experience. this means that a rejection letter can have a direct outcome on your future hiring success.

How to send a rejection letter or rejection email

What is a rejection letter or email to applicants, the importance of a rejection letter or email to applicants, how to use this ejection letter sample or rejection email template, template for a rejection letter or email to applicants.

Use this rejection letter sample or rejection email template to save time. This rejection letter sample or rejection email template contains all the most important elements that a good rejection letter should have. Use this rejection letter sample or rejection email template and feel free to customize it to fit your own needs. 

Need more HR and recruiting templates like this rejection letter for applicants?

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Rejecting Applicants: A Template for the Perfect Rejection Letter

You never know—one 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 you’re 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, it’s essential to be kind. Check yourself before you respond to any applicant, no matter what their stage. Here’s 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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Best practices for rejecting applicants.

If you can create a template to use and regularly modify for each of your candidates, it will make each rejection letter a bit easier and a bit more straightforward. Consider the following best practices as you go and create something that works perfectly for you and your team.

1. Let them know quickly

Many people like to wait until they’ve found or hired the best candidate before notifying any other candidates that they won’t be moving forward. Don’t do that. As soon as you know that the person you’re reviewing or talking to isn’t the best candidate for your team, let them know. Depending on where they are in the interview process, this can be via email or phone. If they’re just in the beginning stages of application review or a phone screen, you’re good to email. Beyond that: give them the courtesy of a phone call.

2. Personalize your rejection

Templates make things much more manageable and assure that you address everything that you need to in each rejection. Leave sections in your templates for personalization. Mention the candidate’s name in the opening and sign the message with your own. Take ownership over the rejection , rather than just hiding behind your company’s name. If you’ve spoken with them or they’ve gone through the process, mention something from your conversation if you can . Providing personal details helps the candidate feel like they are more than just a number to you and can soften the rejection blow.

3. Make it short and sweet

No one wants to read a novel about why they aren’t 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 won’t 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.

4. Be honest

If you can be honest in your rejection, people won’t have to reach back out and ask why they aren’t moving forward. Take time to chat with your HR or People team about what you can or can’t share regarding constructive insights. Try to offer as much information as you can, though. It will help create a better impression of your company with the candidate and help them move forward. The more insights you can offer, the more potential they have for their next interview to be the one that works out.

Ask for insights on your process

Just like they’re curious about what could have gone better, you should be too. Ask people that run through your process what they liked and didn’t like. Ask them what felt awkward or if there was anything that you could have improved. By asking for insights, you show them that you value their experience, but you also get the opportunity to hear different perspectives on how you could improve your interview process.

Rejection Letter Templates

Now that we’ve broken down the things to consider and include when writing a rejection letter, here are three templates for you to use. The type of response you send after the phone screen versus after a conversation with them should be different. Similarly, you should call them if you’ve had an interview or taken a substantial amount of their time.

Template to send to a candidate that has applied but hasn’t yet reached the phone screen:

Hey there [Name],

Thanks so much for taking the time to apply for [The Role] at [Your Company]. We really appreciate your interest.

We’ve had a chance to review your qualifications, and while you have an impressive background, we have ultimately decided to move forward with other candidates at this time.

I’m happy to stay in touch should anything change or other opportunities with [Your Company] come about that might fit your background.

Thank you again for your time and interest in [Company]—best of luck in your search.

Thanks, [Your Name]

If you’ve reviewed their credentials, scheduled a phone screen, and then decided that they aren’t a good fit, the template changes slightly:

Thank you for taking the time to speak with me and for allowing us to consider you for a position with [Company]. While you have an impressive background [note something that you liked about your conversation], we have ultimately decided to move forward with other candidates for the role.

I’m happy to stay in touch should anything change or other opportunities with us come about that might fit your background as we continue to scale.

Again, thank you so much for your interest in [company], and best of luck with your search.

When rejecting a candidate after a longer-form interview or conversation, it’s a best practice to reach out over the phone. Lead your discussion off by letting them know that you won’t be moving forward.

Continue by saying that you appreciate their time and energy and keep them in mind for future roles. If you’d like to, follow up with them via business email with something like the following:

Hey there [name],

Thanks for speaking with me. I wanted to reiterate that I’m grateful for the time and energy you put into the interview process. While it didn’t work out for this role, I’m happy to keep you in mind for future positions at [Company].

Please let me know if there’s anything else I can help with, and good luck in your job search.

Thanks, [your name]

Keep it human

Everyone knows the Golden Rule: treat others as you’d like to be treated . That goes doubly when you’re rejecting candidates in a hot job market. Give people their answers quickly and keep it short and sweet. If they ask for feedback on what they could have done better or how they could change their resume, give them as much information as you can. Similarly, ask for their insights on what you could have done better. It never hurts to improve your processes, even if you aren’t moving forward with them.

Treat your candidates like humans. Personalize the templates that you use, and be as open and receptive as possible. Building relationships rather than breaking them is one of the best ways to continue to ensure your business’s health and stability.

3 Templates for the Perfect Rejection Letter

We prepared craft templates that work the best for your company and help your candidates still feel valued, even in rejection.

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Mercer is the Head of Support at Appcues, a yoga fanatic, and strives to make the world a little bit happier one customer at a time. You can find her at mercenator.com and on Twitter at @mercenator .

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Sample Job Rejection Letters

A LinkedIn survey found that 94% of talent would like to get interview feedback .

Make sure you provide a great employer branding experience by communicating with your candidates when they haven’t been successful in applying for a job.

When you send a candidate  rejection letter, it puts your company in a good light.

This will encourage candidates to reapply for another position, speak to their friends or leave good reviews about your business.

The sample job application rejection letters below will give you a good start when communicating with candidates who haven’t made the grade. Use these candidate rejection letter templates and personalize them according to your company. Before we get into the “you didn’t get the job” email samples, here are some tips for writing job applicant rejection letters.

Job applicant rejection letter tips

• Keep it straightforward. Don’t make the applicant letters long-winded. Keep it professional and to-the-point.
• Personalize your applicant rejection letters. Use the candidate’s name and position and, if they attended an interview, make a comment about their performance.
• Be gracious. As well as being professional, you should also be gracious. The person applied for a job at your business because they wanted to work with you, so make sure that your applicant rejection letter is respectful and considerate.
• Be honest. It may be tempting to say things you don’t mean in your applicant rejection letter. So, keep things simple. For example, don’t include that you want the candidate to apply for more openings going forward if you know that the person isn’t a good fit for your business.
• Be swift. When you know an applicant isn’t suitable for the role, don’t wait a long time before sending a rejection letter. Do it as soon as possible, so they will concentrate their efforts elsewhere.
• Cushion the blow. When you have to give the candidate constructive criticism, start off with something positive. You can talk about things you were impressed with and then go into the skills or qualifications they were lacking. Always end on a positive note by wishing them well.
• Always remember your brand. The applicant rejection letter could be your last chance to convey a positive impression of your business. This will either make your applicant feel favorably towards your business or hard done by. Always think about your reputation when communicating. This should be no different with an applicant rejection letter.

The structure of the job applicant rejection letter

You should have a structure for all of your job candidate rejection letters. This will enable you to say what you need to quickly and efficiently as well as sticking to your company’s brand. Use the following information when formatting a job applicant rejection letter:

• ‍Address. Start the sample letter for rejecting a candidate with the official address of your business in the top right hand corner. You need to include your address only if you’re sending a physical letter. ‍
• Date. A few lines under the address, include the date. You don’t need to do this if you’re sending an email.‍
• Inside address. The candidate’s address goes a few lines underneath the date. ‍
• Subject. Use a subject line  that is short and to-the-point. For example, the candidate’s name – job application.‍
• Salutation. How formal or informal your salutation is will depend on your company and whether you’ve met the applicant. If you’ve met them in an interview and have developed a rapport, you can go on a first name basis, for example, “Dear Jane.” ‍
• Opening paragraph. In the opening paragraph, convey that you appreciate that the candidate took the time to apply for the job and, if applicable, attended the interview.‍
• The body. Use this part of the job candidate rejection letter to inform the applicant that they were not successful at this time. You can give reasons or just let them know that other candidates were more suitable and matched the job description better .‍
• Last paragraph. How you use this last paragraph depends on your company’s policies. Some companies use it to give more detailed advice about the application while others simply note that, if the job applicant wants more detailed feedback, they can make a request.‍
• Closing. Keep this short and to-the-point. Thank the candidate for their time and wish them the best in their future job search.‍
• Your name and signature. You need to include your name and signature in the last part of the letter. Also, include your contact information just in case the applicant wants more information. In addition, include a signature if you’re sending a physical letter.

Job candidate rejection letter samples and templates

Job rejection letter sample 1, the standard sample rejection letter from an employer to an applicant who will not get an interview..

Dear < Applicant’s first name >,

I would like to say thank you for taking the time to apply and meet with our team about the <role title=””> at <company name=””>. It was great to find out more about what you have achieved, as well as your skills and qualifications.</company></role>

Regrettably, you were not selected by our team to go forward. Please remember that competition for jobs at <company name=””> is very high and it is often difficult to choose between many experienced and quality applicants.</company>

We will be keeping your details on file in case any openings come up in the future that we believe you would be a better fit for.

Please feel free to contact me if you would like detailed feedback about the selection process.

Many thanks again for your interest and application to <company name=””> and all the best with your job search.</company>

< Sender’s name >

Job Rejection Letter Sample 2

Dear Mr./Miss < Applicant’s last name >,

Thank you for applying for the <job title=””> at <company name=””>. We want to thank you for making the effort to apply to our company and we value your interest in becoming part of our team.</company></job>

The number of applications we received for this role was unprecedented and, after careful consideration of every single one of them, it is unfortunate that we have to let you know that you will not be proceeding to the next phase of our selection process. Although your skills and qualifications are remarkable, we have chosen to go forward with another applicant, who is a better fit in terms of experience.

Again, we value your interest in our company and would welcome an application from you in the future, should you come across another role that you think you will be suitable for.

If you need further information or have any more questions, please feel free to contact me by phone at <phone number=””> or email< email address>.</phone>

We wish you all the best with your future ventures.

Job Rejection Letter Sample 3

After a phone interview.

Dear Miss/Mr. < Applicant’s last name >

Thank you for taking the time to speak with me on the phone for the position of <job title=””>.</job>

Our company has received a high number of applications and we have contacted a number of applicants. We would like to let you know that, although your qualifications and skills were very impressive, we have decided to go forward with other candidates whose experience and skills better meet the needs of our organization at this time.

Thank you again for your interest in <company name=””>. I wish you success in your career search.</company>

Job Rejection Letter Sample 4

After a face-to-face interview.

Thank you for taking the time to interview with <company name=””> for the <position name=””>.</position></company>

We value your interest in our company and this role. I am writing to inform you that we have chosen an applicant who is the closest match for the job requirements and description of this role.

We very much appreciate you taking the time and making the effort to attend the interview. We would like you to consider applying for future openings at our company.

Once again, thank you very much for your time.

Job Rejection Letter Sample 5

Dear Miss/Mr. < Applicant’s last name >,

I appreciate you taking the time and making the effort to meet with our team to talk about the <position> at <company>.</company></position>

Your time, enthusiasm and interest in this position are much appreciated. I would like to inform you that the position has been filled by another candidate, whose qualifications, skills and experience most closely matched the requirements in the job description.

However, your application will be kept on file and you will be considered for future openings, if they are a good fit.

Again, it was good to meet with you and I wish you all the best in your future job search.

Job Rejection Letter Sample 6

Thank you for providing us with the opportunity to meet and interview you for <job position=”” title=””> with our company. We value your interest and enthusiasm in joining our team and we enjoyed getting to know more about you.</job>

It can be difficult to choose among brilliant candidates who we interview, especially when we have many who are so qualified for this particular role. Even though we would love to welcome every single person we interview to our team, in the end we need to choose an applicant who we know most closely fulfills the requirements of the position’s job description.

Although your qualifications, experience, skills and education are very impressive, we have chosen to go forward with another candidate who better matches and meets the needs of this role. Our decision was based on small nuances, but you were still a very exceptional candidate. We do hope that you keep us in mind and apply again in the future for a role you believe would be a good fit, as we appreciate your expertise in our industry. You were one of the few top candidates and it was a pleasure to meet you.

If you need more information or have any questions, I would be happy to speak with you. You can contact me by email at <email address=””> or phone at <phone number=””>.</phone></email>

Once again, thank you for the time, effort, energy and enthusiasm you have invested in this process and we wish you all the best in your personal and professional endeavors.

Job Rejection Letter Sample 7

This job applicant rejection letter is used for after a second interview.

Thank you for investing the time to go through our two-stage interview selection process for the position of <job title=””>. Our team really enjoyed meeting you and discussing various aspects of the < industry>.</job>

We have now had the time and opportunity to consider every candidate. You were one of the candidates most highly regarded for this position. However, on this occasion, the team felt that another candidate’s experience and skills were a better match for the position. We want to take this time to encourage you to continue to check our vacancies for future positions that match your skills and experience.

We wish you all the best in your future endeavors and the next part of your career. Thank you again for your interest in <company name=””>.</company>

Job Rejection Letter Sample 8

After assessment test.

Dear <applicant’s first=”” name=””>,</applicant’s>

Thank you for taking the time to meet with me and the team for <job title=””> at <company name=””>. It was a pleasure to learn more about your accomplishments and skills.</company></job>

We have now had the chance to review all applicants and, unfortunately, we regret to inform you that, at this time, we have decided not to proceed with your application. This has been a tough decision as the applicant standards have been very high. However, we have found that, during the test, other candidates had higher verbal reasoning skills. We would like to give you the advice to gain more experience in this field and to submit another application in the near future when more vacancies become available.

Thank you once again for your interest in <company name=””> and we wish you all the best in your job search and career.</company>

Conclusion: Job applicant rejection letter sample

Use the job applicant rejection letter templates above by customizing them according to the different stages of the hiring process .

Want templates for job descriptions to attract the best candidates?

Click here for Fountain’s job description templates , which include bank teller, delivery driver, retail cashier and more. You can even use our interview preparation checklist to prepare in advance for your interviews with each candidate.

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How To Reject A Candidate And Write A Job Rejection Letter (Template)

Josh Spilker is a writer and editor with more than 15 years of experience covering technology, recruiting, and the future of work.

Even when declining a candidate, you'll want to maintain a positive relationship for future opportunities and to maintain your pipeline. In this article, we’ll discuss the best way to decline a candidate and the right words to use in a job rejection letter.

Unfortunately, you cannot accept every candidate for a job. For the candidate, their job search will continue while you continue to interview other job candidates and make the hire that is right for you.

Some decisions are easier than others; often right away you know that a candidate will not make it through the screening process or you may even have a system in place to screen those candidates before they even reach your review.

Other job seekers are much more difficult to decline: they may have impressed the hiring manager with great ideas or new projects to try during the job interview. This is to be expected; after all you want someone that is brilliant to be in your role.

But in reality, you’ll be sending a rejection email to almost everyone that you interview and talk to.

However, rejecting and declining candidates is not something that should be done lightly; instead, it should be filled with gentleness and respect.

According to the 2018 Talent Board Candidate Experience Report , the type of rejection you send a candidate can impact their future in your talent pipeline and whether or not they refer others. In that survey, 63 percent of candidates surveyed received automated email replies, 21 percent received personal emails and only 7 percent received a personal phone call.

Candidate perceptions of the company jumped when companies called versus sending an automated email.

In many cases, you’ll want this candidate to be part of your talent pipeline for other opportunities and even be a referral source for their network.

To maintain that relationship, be considerate not only with the words you use but also in your timing.

When Rejecting A Candidate...

1) decline at the right stage.

Once you’ve made a decision about a candidate, promptly let them know. Yes there is that waiting game if you’ve made an offer to a candidate and are awaiting a reply. But if you know a candidate is not the right fit for the position earlier in the process, decline them at that time.

2) Provide helpful feedback

If you are rejecting a candidate after an interview stage, this is an opportunity to provide feedback about their skills, experiences and why it would not work at your current company. If you are impressed by a candidate, offer to stay in touch for future opportunities.

By taking great notes or using follow-ups used in your Applicant Tracking System, you can personalize your feedback for the specific candidate.

Specific feedback will be harder and impossible if the applicant does not make it past the initial screening to the interview stage.

3) Stay in communication

It is okay to share with candidates about how long you expect the hiring process to last and even how many candidates you are considering. Of course, use your company guidelines and best practices before oversharing with candidates.

4) Get their opinion

Enhance your own process while also building trust with the candidates and improving your employer brand. Many companies use a candidate experience survey or will share their opinion on Glassdoor or another review site. Take the feedback with a grain of salt--obviously the candidate could be disappointed that they did not receive a position--but many candidates will provide good feedback to preserve the relationship moving forward.

5) Keep them in your pipeline

This could mean adding the candidates to a newsletter of your current job openings, stay in touch on social media or connect them with other recruiters you know in the industry. This will maintain a positive relationship and burnish your employer brand. Use Google Calendar or your ATS to set reminders on when to contact different applicants and for what roles.

How To Write The Job Rejection Letter

1) Remember the purpose

In this case, the medium is the message. Sending a form letter shows your intent and purpose: it’s clear they were not a great fit for the job.

A more personalized, longer note shows that you were more invested in the candidate.

But remember the purpose is the same: to decline the candidate, but in a respectful way.

2) Consider the tone

Use kind words when declining them for the position. Be mindful of the phrases that you employ:

A phrase like “declining at this time” preserves your employer brand and opens them up to future opportunities with your company and preserves their place in the timeline.

You may also want to encourage them to apply for other openings you have if you actually mean it. This is a great phrase if you really mean it. Do not offer this to every applicant or candidate if you sincerely do not believe they could be a fit for your company later on.

3) What to include

How many details to include will depend on the type of position that you were hiring for.

One option may include the aspects of the person you did end up hiring. There is no need to name the person, but you can list the skills and experiences that the new hire has as informative to the declined applicant.

You avoid focusing on the negative aspects of the candidate but are offering a few pointers on how they can improve.

4) How do you leave a positive impression?

Your main goal is to not burn the bridges to your company, but provide an on-ramp for future opportunities or for the applicant to have a positive experience in that they will share with their friends or colleagues about other opportunities at your firm.

Mass-Email Job Rejection Letter Template

You may need to dismiss several candidates at once, especially if it’s position where you conducted volume hiring.

Try our Google template that you can copy and paste for future use.

This template will help you save time and give you a starting point for your future communications. Please change the text to fit your specific situation and company needs.

Hello [first name],

We appreciate your enthusiasm for joining [company name]. We are writing to tell you that despite the fact that your resume and cover letter were extremely relevant to our needs, our management team assessed your application and did not choose it for further consideration.

Nonetheless, we will keep your resume in our database and connect with you about future job openings that may be a more suitable match for your abilities and work history.

We wish you the best in your search for a new position.

[Sender Name]

[Company Name]

Personalized Job Rejection Letter Template

You may need a more personalized approach if you are rejecting a candidate that you have had more time with or are further in the process. If a candidate is one of your finalists, you may want to call them especially if they were expecting an offer.

Consider tailoring this email specifically to your conversation and include tidbits about what was mentioned in the interview. It’s important to take good notes during an interview, especially if it’s a top candidate. This will help you make your decision based on facts rather than any biases that you have.

Access the Google Doc template.

Dear [candidate name],

Thank you for making the effort to meet with our group about the [position] at [company name]. It was a joy to become familiar with your achievements and work experiences.

However, the hiring team has decided not to move forward with your candidacy at this time.

As you may guess, the number of applicants at [company name] is constantly competitive and that we regularly need to decide between highly qualified people like yourself. Since we've had the opportunity to learn more about you, we will keep your resume in our database for any future open roles.

If you have any specific questions about the interview or our decision, do not hesitate to reach out.

Again, thank you for applying to [company name] and discussing this position. Good luck in all of your future endeavors.

Conclusion: Communicate, Don’t Ignore

One of the worst feelings from an applicant is to have no communication at all from the company. There are many great reasons why this may be the case, but hearing nothing could be as disappointing as a rejection. People like to know where they stand, and not to be left in a lurch regarding their search for employment.

There are many moving pieces on your end, but remember the long game: these candidates are connected to others in their field and you want to leave a strong, positive impression about your brand. Quick, concise and relevant details will help your reputation moving forward and build your talent pipeline over time. You may be reaching back out to this person in the future--you never know!-- and want to ensure they had a great experience with your company.

• How is your communication with candidates?
• What tips do you have for declining candidates?
• Do you think it is important to maintain good relationships for your talent pipeline?

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Letters , Rejection Letters

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

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

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.

HR Director for employment section

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.

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 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.

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.

Response to Rejection Letter

Polite Employment Rejection Letter

Example of Polite Rejection Letter

Job Offer Rejection Letter

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.

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:

• 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.

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Home » Employer Resources » Employer SEO articles » Writing a rejection letter to a candidate (with samples)

Writing a rejection letter to a candidate (with samples)

“I love writing rejection letters”, said no recruiter ever.

Although sending rejection letters is no fun, it is an essential part of the candidate experience and should be done thoughtfully. That being said, we understand that it can be difficult to find the right words to deliver bad news. If you often find yourself in this situation and struggle with checking off rejection letters/emails from your to-do list, then this article is meant for you.

How to write a rejection letter for each stage of the hiring process?

Since candidate expectations differ at each stage of the hiring process, we will take a look at how to send a rejection email for each step.

1. Rejection letter at the application stage

At this stage, you may not have had a lot of interaction with the candidate. So, it’s okay to keep the rejection email brief but considerate. For example:

Subject: Your application for <job title> at <your company name>

Hi <first name>,

We appreciate you taking the time to apply for <position name> at <company name>. At this moment, however, we have decided not to go ahead with your application.

The team was impressed with your skills in <> However, we are currently looking for someone with experience in <>.

We will keep your resume on file and we hope it’s okay to reach out to you if a suitable position is available in the near future. In the meantime, we encourage you to check our careers page for any future openings that might be the right fit for you.

Thank you again for your time and we wish you all the best in your future endeavours.

<Your name>

If you do not plan on reaching out to the candidate in the future, make sure you don’t mention it just to ease the rejection blow.

If you have received a huge number of applications and can’t send a personalised rejection email to each candidate, then you could follow the rejection email template below.

While the above rejection email may not be personalised, it can still make a good impression as the candidate wasn’t kept waiting endlessly and can now move on to other opportunities.

2. Rejection letter after shortlisting for assignment/phone interview At this point in the selection process, you get a bit familiar with the candidate. So, the rejection letter should come with some specific feedback to help the candidate understand why you did not proceed with the application. Most candidates would also appreciate the feedback as it could help them prepare for the future job interviews.

Thank you for taking the time to apply for <position name> at <company name>. The team has enjoyed learning more about you. However, unfortunately, we won’t be able to move ahead with your application.

The team was impressed with the UX-friendly wireframes that you created and your attention to detail in the assignment. At this moment, however, we are looking for someone with project management experience.

Although we were not able to proceed with your application, we will keep your resume on file and we hope it’s okay to reach out to you if a suitable position is available in the near future. In the meantime, we encourage you to check our careers page for any future openings that might be the right fit for you.

Thank you for your time again and we wish you all the best in your future endeavors.

3. Rejection letter after the final interview 

If the candidate has made it to this stage, they have put in a lot of time and effort into the process and their expectations are high. So, this email should be personalised with concrete feedback. 

If you believe that the candidate can be a right fit further down the line, then you could go with the following format.

We really appreciate you taking the time to speak with us on <date>. The team enjoyed learning more about your background and skills. However, unfortunately, we will be moving ahead with another candidate.

We received applications from many qualified candidates and it was difficult for the team to reach a decision. We were really impressed with your design skills and resilience in helping an organisation grow over three years. However, we felt you might be more inclined towards design than social media. We are looking for someone who is very quick with copywriting and passionate about social media, and we felt that was lacking during the interview.  

Hope this feedback helps. If you would like more feedback, I would be happy to get on a call with you to discuss it further.

Although we were not able to proceed with your application, we will keep your resume on file. If you are open to it, we would like to reach out to you if the right position is available in the near future.

The above rejection email template could help you in building your talent pipeline and acquiring talent down the line. On the other hand, if you are unsure about a future opening for the candidate, then you could send a personalised email and wish them luck in their future endeavours.

If there has been a lot of back and forth between the candidate and you, then the best way to deliver the news might be a phone call. In addition to a phone call, you could follow-up with an email.

Subject line: Thank you, <first name>. Hope to see you at <company name> in the near future

We really appreciate you applying to the <job title> position at <company name>. The team has enjoyed learning about you over the past 3 weeks. Although we were not able to proceed with your application, we will keep your resume on file. If you are open to it, we would like to reach out to you if a suitable position is available in the near future.

Things to keep in mind while writing a rejection letter:

1. Don’t put it off

No one likes to be kept waiting for what seems to be infinity. Make sure that you let the candidate know as soon as the hiring committee has reached a decision.

2. Avoid sending generic emails

Even though you may be sending out 50 rejection emails for each position that you fill and it might be difficult to spend much time on each rejection letter, try to personalise them whenever possible. 

While rejecting a candidate might seem like an unpleasant experience, it can help you forge a strong employer brand and build a talent pipeline. So, make sure that you step into the candidate’s shoes and write a compassionate rejection letter. 

Now that you know how to write a more thoughtful rejection letter, are you ready to receive more applications for your job post?  Then, check out Fresher Jobs on Internshala where we send you an AI recommended list of right candidates for your opening so that you can hire the best fit for your company. 

Image credits: Photo by Ivan Samkov from Pexels

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How to write a job rejection email (templates included)

A corporate job typically gets 250 applications. Of these applicants, about 2% to 6% are called in for an interview. Of course, the offer is made to just one.

This means that there are about 249 candidates who get rejected each time you post an ad. Chances are you’re going to have to write a  job rejection email or two.

Now, no HR professional wants to break the bad news of rejection their candidates. But informing them about their application status is important. It helps them to track their application to closure.

Otherwise, they might end up investing more time on your job listing with follow up emails or calls – only to learn that they aren’t being considered anymore. Bad candidate experiences like these can negatively impact your employer branding .

Here’s where well-written and thought-out job rejection emails come in handy. They are great tools to update your candidates’ on their application status.

Let’s now look at the job rejection email templates you can send to your applicants. You’ll need a different kind of rejection based on the different hiring stages where they end their application.

1. Post-application job rejection email template

The application stage is quite an early stage in the hiring process . At this point, all that the candidates have done is sent you their resume along with any other preliminary information you might have asked for.

Generally speaking, candidates aren’t very invested at this stage. They’re not expecting to be hired on the spot and they haven’t spent too much time in the application.

This means that a rejection at this point is usually not as discouraging as getting rejected in the more advanced hiring stages.

For these candidates, send a brief job rejection email such as:

Hello [first name] , Thank you for applying to be an [role] at [company name] . While we were really impressed by your resume and you clearly show the potential of doing some great [job core responsibility like customer service, writing, testing, etc.] , we sadly can’t move forward with your application at this point. But please feel free to re-apply when you see another relevant listing at [company name] . Thank you for applying. We appreciate your effort. [your name]

Always use the candidate’s name when delivering the rejection news as this little trick personalizes the email and it doesn’t read like a robotic mass mail.

A simple response, closing out the process is all it takes to provide a polite rejection letter at this stage.

2. Post-screening job rejection email template

The screening stage is an intermediate stage in the hiring process. Usually, at this point, you would have engaged the shortlisted candidates to work on some sample specs, had a phone call with them or got them to undertake a few pre-hiring assessment tests .

Candidates at this point feel that they’re in that zone where they have a good chance at landing the job.

So they’re somewhat hopeful and have also typically invested reasonable time and effort into getting closer to getting the job. This means that rejection at this point means more than what it does at the application stage.

Send a more thoughtful job rejection email to these candidates, such as:

Hi [first name] , Thanks so much for [sending over the trial specs or taking up the assessments tests or for participating in the screening call] to be our next [role] at [company name] . We really enjoyed reviewing your performance, and while you certainly have the skills to make it big in a [marketing or writing or customer service] role and also carry a right attitude, we sadly can’t move forward with you at this point. But please do re-apply when you see another relevant listing at [company name] . Thank you for applying. We really appreciate your effort. [your name]

Consider including personalized feedback where possible. This will help you author a polite rejection letter that candidates respond well to.

3. Post-interview job rejection email template

The interviewing stage is the most advanced stage in the hiring process. The candidate job rejection email after an interview is one of the most important, especially if you’ve had them participate in a job trial day .

Usually, at this point, your candidates have already invested a lot of time and effort to get the job and will feel much more confident and closer to getting the job. This means getting rejected after the interview can be disheartening.

Candidates don’t just lose all their time and effort, but they also experience discouragement of making it so far and still not getting hired.

To these candidates, it’s important to send a detailed job rejection email like:

Hey [first-name] , Thanks so much for interviewing to be our next [role] at [company name] . We thoroughly enjoyed talking to you about your skills, experience, and job expectations. What really stood out was your [one quality about the candidate or a complex project they might have handled or any constructive feedback they can use] . We can already tell that you have a great career ahead, but unfortunately, we can’t move forward with you this time. We went with the candidate who [explain the criteria on which the candidate lost out, for example, going with a candidate who had more experience, an additional skill, or better cultural fit]. But we’d love to have you re-apply when you see another relevant listing at [company name] . Thank you for applying at [company name]. We really appreciate your effort. [your name]

Notice that this email offers specific feedback to the candidate.

Often, this is the only way to compensate these candidates for making it this far and to give them some value in return for the time and effort they invested throughout the hiring process.

Besides, this also helps them with their future interviews.

3 principles to write polite rejection letters

Generally speaking, better job rejection emails create a better candidate experience . Every candidate will respond differently to rejection. However, there are some general best practices to abide by when writing your own job rejection letters and emails.

When using these job rejection emails samples to write yours, remember:

• Convey empathy: Show the candidates that you know how it feels to be getting such an email. A little empathy goes a long way when improving the candidate experience.
• Show gratitude: Thank the candidates for applying. You may not always be able to compensate candidates for their time, so demonstrating your gratitude for their time and effort is important.
• Be personal: Customize your emails, so they feel like one-on-one conversations rather than a bulk update.

Why you should send unsuccessful candidates rejection emails

First, it is helpful to understand why you should send rejection emails at all.

Research suggests that more than half of job candidates have to wait weeks or more to get a response from prospective employers. Some never hear anything. This makes them feel disrespected and as if their time has been wasted.

Sending a rejection email is a nice way to recognize unsuccessful candidates and all the effort they put into applying. It also prevents them from having to wait around while wondering what will happen next.

Your rejection email can also be a chance to encourage them to apply again if you want them to.

In short, sending unsuccessful candidates rejection emails makes the experience more positive for them. Not only is this the kind thing to do, but it is also suitable for your business.

Candidates who have a positive relationship with employers are more likely to apply to future open positions, refer friends, and write positive reviews on websites such as Glassdoor.

In other words, you are expanding your future hiring pool by sending rejection emails.

Tips for sending better rejections emails

Sending a rejection email is always a good thing. However, sending the well-written email is even better. Many recruiters make the mistake of sending cold and mechanical emails.

These are some tips for making your emails warmer and more human:

• Thank them: It is common courtesy to thank unsuccessful candidates for their applications. Consider expanding on this by thanking them for considering you (hiring is a two-way street). Also, acknowledge the time and effort they put in.
• Make it personal: Whenever possible, make the email a little personal. Consider including a brief note referencing the conversation and highlighting a strength the person demonstrated.
• Provide feedback: Offer some helpful feedback on why the person was not accepted. Ideally, this should be specific, constructive, and actionable. Providing even basic explanations can make the rejections more satisfying than merely telling unsuccessful candidates that they didn’t get the job.
• Encourage future applications: If the person was the right candidate, encourage him or her to apply again. Consider making this more positive by writing something such as, “we hope you will be open to us reaching out about other opportunities.” This is a great way to make the email more positive.

Examples of great emails to unsuccessful candidates

Following the above tips will help to make your rejection emails more effective.

Below are some examples of well-written rejection emails to unsuccessful candidates that you can use as inspirations.

Rejection email to a candidate who was a good fit

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, John Doe Marketing Director

Rejection email to a candidate who was not a good fit

Hi Jane, We 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. Although you have some great skills and experience, we have decided to move forward with a different candidate whose experience more closely matches our needs. Again, we really appreciate your time and effort. If you would appreciate additional feedback, please don’t hesitate to ask. The best of luck with your search. Warm Regards, John Doe Marketing Director

Key takeaways from these examples

The above two rejection email examples apply some of the aforementioned tips.

Useful tip:

While unsuccessful candidates will always be disappointed, that doesn’t mean that the rejection email needs to be devastating.

In the example for a good candidate, the hiring manager highlighted a specific strength (that she had done significant research into the product line).

He also made clear that the reason for selecting another candidate was because of the other applicant’s leadership experience.

Following this by encouraging future applications also helps keep the door open. Since she was a good candidate, the hiring manager indicates that he is considering reaching out about other openings.

This is more positive than merely asking the person to check back for other opportunities. However, you should only include this type of language if you mean it.

He also concludes with a positive note that she will make a good fit somewhere. While this isn’t going to salve the wound from rejection completely, it does help.

The example for the poorly fit candidate is shorter and more to the point. As with any other type of communication , it is best to say less when you don’t have positive things to say. There is no reason to kick the candidate when he or she is already down.

The hiring manager thanked the candidate in the same language as the first example. Regardless of whether someone was a good candidate or not, he or she put time and effort into applying, and that deserves gratitude. Conversely, the explanation is much shorter because the hiring manager has less to say.

Additionally, the hiring manager offers a chance to get some additional feedback. This is not necessary and should only be offered if you genuinely want to be helpful.

However, this can be a best practice when hiring. Providing feedback gives a good image of your company.

By offering a chance for feedback rather than just giving it, the hiring manager puts the control in the candidate’s hands. If he or she does not need to hear why the interview went poorly, he or she doesn’t have to.

The value of better recruitment

Talent is one of the most valuable resources for any organization. After all, it is the people working on your team that make it successful.

Improving your recruitment processes can help you to accelerate your business’s success.

Sending well-written and construction emails to unsuccessful candidates is a good way to enhance your recruitment efforts.

Another way is to use Recruitee. This talent acquisition platform will help you organize and streamline your recruitment process.

‍ Learn more about how Recruitee can help your team today.

Adrie is a content strategist at Foleon, and the former Head of Content & Branding at Recruitee!

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WTO / Letters and Emails / 10 Sample Job Candidate Rejection Letters

10 Sample Job Candidate Rejection Letters

You are bound to receive various job applications from aspiring employees as an employer. If the particular job candidate does not qualify for the job position, it is necessary and respectful to inform them to continue with their job search. The best way to do that, as an employer, is by using a job rejection letter.

You will formally tell the candidate that they did not get the job with a job rejection letter. This will help create a good impression for you and your company or business. It will also improve your company’s brand and hiring experience. Therefore, it is best to write and send this job rejection letter as soon as possible.

The letter should always be positive and also encouraging for the aspiring employee. Apart from this rejection letter, you can also write them a job rejection email to save time and get the message faster. However, you will have a personalized and more professional way of informing the aspiring candidate that you are not considering them for the job with a letter.

A job rejection letter is usually a formal letter written by an employer and sent to a job applicant who did not qualify for the job position they applied for. This letter is also known as an employment rejection letter or a candidate rejection letter. It is essential to write this letter to inform the aspiring employee if they are still being considered in the hiring process.

You should send a job rejection letter immediately after realizing that the job candidate does not fit the job requirements. This should be within a week of interviewing them.

Free Sample Letters

As an employer, delivering rejection news can be challenging, but utilizing these samples offers several technical benefits. They provide a structured framework to ensure clarity and professionalism in your communication, save you time by offering pre-drafted templates, and serve as a guide to crafting thoughtful and respectful rejection letters. Explore the following templates and streamline your candidate rejection process today.

Significance of a Job Rejection Letter

An employer needs to write a job rejection letter for different reasons. It offers constructive and essential feedback that is useful for job candidates searching for other jobs. It also indicates to the aspiring employee how much you respect their effort, which helps to avert any negativity towards the company and its brand. With this letter, you will reduce the check-ins from job candidates who want to know about the status of their applications.

As an employer, you can help to ease the future hiring process by being in contact and on good terms with a candidate whose skills you might need in your company in the future. You will have connections to them and even have their resume, making future hiring processes more accessible and faster. Finally, not only sending a rejection letter but sending it early will help improve your company’s image.

Writing a Job Candidate Rejection Letter

A job rejection letter is essential, as it benefits the job applicant and helps improve the image and brand of the company. Therefore, you need to write a positive and impactful job rejection letter as an employer.

Here is how to write this letter:

The letter’s header is the first part written in a job rejection letter. It usually contains the following information: the date when the letter was written, the name of the candidate, the contact details of the candidate, a subject line, followed by greetings. You should always include a greeting to indicate your respect for them.

The subject line should be brief, informative, and easiest to spot in the letter.

“Subject: (Name of Organization)—Job Position.”

Introduction

For the introduction of the letter, you will need to include the following information:

• Thank the candidate for applying: You should thank the candidate for their time and efforts to apply for the job.

“Thank you for taking the time to send in your application documents and attend the job interview for the job position.”

The body part of the letter is the most important and must contain the details highlighted below.

• Give them the total number of candidates who applied : You can inform them of the number of candidates who applied for the job. You can choose to mention “a large group of candidates” instead of giving an exact number.

“With the opening in the marketing and sales department, we received about 120 job applications here at ABC Company.”

• Tell them they are not selected: Inform the candidate that they were not chosen for the job. It would be best to inform them that they are no longer considered. It is best to say “declined” rather than “rejected.”

“We really appreciate the effort, but unfortunately, your application was declined, and hence you were not chosen for the position.”

• Explain why you didn’t select them: Give clear reasons why you did not choose them. This information should not be negative but should instead focus on what made you choose your final candidate. In addition, you can provide them with positive feedback on what they can do better next time.

“As a company, we are looking for a candidate with a higher education level than what your application documents indicated about you. That was the main reason why the final candidate was selected for the job.”

• Explain the positive qualities you observed during the interview : It is also essential to include the positive qualities that the candidate had during the interview. This will help them highlight their qualifications and strengths as they apply for another job.

“However, the hiring team appreciated your leadership qualities and team member abilities. You will be a great employee when it comes to handling projects that involve many people who require supervision.”

• Encourage them to apply again in the future : You should end the body part of the letter by encouraging them to apply again shortly. You should explain why you will consider them for future opportunities. Ensure your tone is positive ad sincere as you write this information.

“With your set of skills, abilities, and qualifications, our company will consider you in the future when international projects are launched. So please feel free to apply for a job with us again in the future.

The conclusion of a job rejection letter should include the following details: closing the letter with a positive note, signing off, and writing your name as the employer, your designation, and your contact information at the end. The ending should be positive and appreciative.

“Thank you once more for your time, and we wish you good luck as you embark on searching for a new job.

Job Rejection Letter Templates

Here is a template and sample you can use as a guide when writing a job rejection letter:

template 01

[Name of the candidate] [Contact details of the candidate]

Subject: [Name of Company] – Job Position

Dear [Name of candidate]

[Start by thanking them for their time and appreciate the effort they took to apply for the job position].

We received [state the number of applications] for the [state the job position] here at [name of company]. Sadly though, [inform them that were not selected as the final job candidate for the job]. [Provide brief but detailed reasons why they were not selected].

However, [mention their positive skills, education level, and qualifications] observed during the interview [praise and give them positive feedback]. [Also, encourage them to apply in the future for other job positions at the company].

Once again, thank you for your time and effort, and we wish you all the best in your future activities.

[Employer’s name]

[Job title]

template 02

[Your First and Last Name] [Your Company and Title] [Your Company’s Street Address]

[Candidate Name, First and Last] [Candidate Street Address] [Town,State,Zip Code]

Dear [Candidate Name],

Thank you for your interest in the [Insert Name of Position Here] position with [Insert Company Name Here]. As you know, we interviewed a number of candidates. It was a very difficult decision to make. We regret to inform you that you have not been selected for the position.

Thank you for taking the time to interview with us. The team appreciates your time. The candidate that was selected demonstrated [Insert Skill 1 Here] and [Insert Skill 2 Here]. We believe these are qualities of a good [Insert Name of Position Here] candidate.

We want to wish your luck with your ongoing job search. Thank you for your interest in [Insert Company Name Here].

[If you are sending a handwritten letter, this should be signed]

[Insert Your First and Last Name]

[Insert Your Title] [Insert Company Name]

Sample Letter

Within this section, you will find a free sample letter designed to extend thoughtful guidance when communicating a job rejection to a candidate. The provided sample serves as a guide, offering a framework for crafting personalized and empathetic rejection letters. 

Subject: Job Application Update – Marketing Specialist Position

Dear Jonathan Smith ,

Thank you for taking the time to send in your application documents and attend the job interview for the Marketing Specialist position at Zenith Innovations. We genuinely appreciate your interest in joining our team.

With the opening in our Marketing and Communications department, we received applications from over 150 talented candidates, reflecting the high level of interest and expertise in the field. Each application, including yours, was reviewed with great attention.

We wanted to inform you that, after careful consideration, your application has been declined for the Marketing Specialist position. This decision was not easy, and it reflects more on the specific needs of our team at this time than on your qualifications.

One of the key factors in our decision was the search for a candidate with an advanced degree in Digital Marketing, which we found essential for this role. This was a primary criterion that guided our final selection.

However, it is important to mention that your application stood out in several ways. During your interview, we were particularly impressed by your leadership qualities and your ability to work effectively as a team member. Your approach to handling projects involving supervision and coordination demonstrates a strong potential for leadership roles.

We encourage you to consider applying for future opportunities with Zenith Innovations. Your skills and experiences are valuable, and we believe there could be a role that aligns more closely with your profile in the future. Please keep an eye on our careers page for upcoming opportunities that might be a better fit.

Thank you once again for your interest in Zenith Innovations and for the effort you put into your application. We wish you the best in your job search and professional endeavors.

Alexandra Hughes

Human Resources Manager

Zenith Innovations

The provided rejection letter serves as a model for crafting professional and empathetic job rejection communications. Its clarity is evident from the outset with a straightforward subject line, crucial for sensitive contexts like job rejections. The letter maintains a balanced tone, acknowledging the recipient’s efforts in the application and interview process while providing detailed feedback on the decision, fostering transparency and offering valuable insights for future job searches.

A notable feature is the letter’s focus on personalization, addressing the candidate by name and referencing specific details from their application and interview. This thoughtful touch elevates the communication, making it more considerate and less like a standard template. The conclusion maintains a courteous and optimistic tone, thanking the candidate for their interest, expressing appreciation for their efforts, and wishing them success in their future endeavors.

In summary, this rejection letter is an excellent template for crafting respectful, informative, and empathetic communications. It effectively balances organizational requirements with consideration for the candidate’s feelings, making it a valuable guide for those tasked with writing rejection letters.

Letter Writing Tips

There are some special considerations that you should always have in mind when writing a rejection letter. You will write a proper and positive letter to the job candidate with these tips.

Here are some of the tips you need to consider:

It would be best to always thank the job candidate when writing a job rejection letter. Appreciate them for applying for the job. Also, you can thank them for taking the time to attend the job interview.

Personalize the letter

As an employer, you should personalize the job rejection letter. This will ensure it sounds more truthful and authentic. Also, it is more beneficial to you if you do not send an aspiring employee a “cold” rejection letter.

Give feedback

The job rejection letter must not only stop at informing them that they were not picked for the job. You should provide the job applicant with feedback regarding the decision you made. The feedback should be about what caused them not to qualify and highlight the qualities suitable for another job.

Frequently Asked Questions

In a rejection letter, you should include the following information: the date when the letter was written, the full name of the job candidate, thank the candidate, provide the number of job applications that arrived at the company, give the reasons why you cannot hire them and wish them well as they continue with their employment search.

To politely reject a candidate, you should first appreciate their effort to apply for the job. The next step is to thank them and provide them with valid reasons why they were not picked for the job position. Finally, your rejection letter should be brief and contain sensitive words that will not sound abusive to the candidate.

When you sign a rejection letter, ensure a polite tone to leave the candidate with a good impression. Also, always be thankful for the efforts before signing off the company’s name and letterhead.

For your subject line, when it comes to writing a job rejection letter, you will need to include the name of the candidate, the position title, and the name of the company.

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• ESL Teacher

ESL Teacher cover letter example

Introduction of an ESL teacher cover letter

Esl teacher cover letter body.

ESL teachers need to command the English language not just in the classroom, but also in their cover letters. They must demonstrate their fluency and teaching prowess, ensuring that every word they write reflects their ability to effectively communicate and educate.

Crafting a cover letter as an ESL teacher is a bit like crafting a lesson plan. both require clarity and a strong understanding of language to truly engage and inspire.

To make your cover letter stand out, highlight your language skills, creative teaching methods, and passion for connecting cultures through language. Show how you can make a difference in your students' lives by helping them understand and use English confidently.

ESL teacher full text-only cover letter example

Dear Ms. Allen,

I am writing to apply for the ESL Teacher position at ELS Language Centers in Seattle, Washington, as advertised on your website. With my TEFL certification and three years of experience teaching English to non-native speakers, I am confident in my ability to contribute to your esteemed language program.

During my time at The Language Company in Boston, Massachusetts, I developed and implemented engaging curriculum for students ranging from beginners to advanced learners. I also gained valuable experience in adapting teaching methods to suit various learning styles and cultural backgrounds.

I am particularly drawn to ELS Language Centers' comprehensive approach to language instruction and your commitment to preparing international students for success in American universities. My experience working with diverse student populations has given me a deep appreciation for cultural exchange, which I believe is essential in language education.

I would welcome the opportunity to discuss how my skills and passion for teaching can benefit your students at ELS Language Centers. Thank you for your time and consideration.

Sincerely, 

Sections of an ESL teacher cover letter

Your ESL teacher cover letter is an opportunity to demonstrate why you’re the best teacher for the job. Make sure each section builds your case for why you deserve the role.

• Header . Start by listing your contact details and the date to establish a professional impression.
• Greeting . If you can, address the hiring manager by name to show your effort in personalizing your application.
• Introduction . Begin with enthusiasm for the ESL teaching position and briefly outline why you’re interested.
• Body . Emphasize your teaching expertise and pertinent experiences. Provide examples of accomplishments that align with the school's needs.
• Conclusion . Summarize your qualifications and express your continued excitement about the role.
• Signature . End with a courteous sign-off and your full name.

Using no more than one page , keep your cover letter brief and concise. Talk about your teaching expertise and passion so it aligns with the school’s mission. Leverage your cover letter to showcase your command of the English language while communicating why you’re the ideal teacher for the classroom.

Need more inspiration? View our other related cover letter examples from the education field.

• Teacher cover letter example
• Teaching assistant cover letter sample
• Substitute teacher cover letter example
• Elementary teacher cover letter sample
• High school teacher cover letter example
• Adjunct professor cover letter sample
• Special education teacher cover letter example

For more general information and details that cover every section, view our article on how to write a cover letter .

When opening your cover letter, highlight some compelling aspects of your experience to immediately build credibility and position you for the role. For example, if you have specialized experience or well-respected certifications, mention it right away.

The last thing you want is a boring cover letter that sounds like everyone else’s. Be specific about what you bring to the role and be direct about your interest. Focus on demonstrating how your work delivers real, impactful results aligned with the school’s needs.

To Whom It May Concern.

I am writing to apply for the ESL teacher position at your school. I believe I have the necessary qualifications and experience for the role. I look forward to the opportunity to contribute to your team.

In the body of your cover letter, follow a clear template.

• Emphasize your teaching skills and relevant experiences.
• Demonstrate how your teaching style aligns with the school's values and culture.
• Conclude with a memorable statement that reinforces your enthusiasm for the role.
• Finish with an engaging call to action that encourages the hiring manager to reach out to you.

First body paragraph: your suitability for the role (skills & experience)

Start your cover letter with a strong introduction by highlighting your teaching skills and relevant experience that match the needs of the ESL role.

Here’s how to showcase your expertise in your cover letter.

• Educational background . Emphasize how your degrees or certifications have enhanced your teaching abilities and understanding of language acquisition.
• Teaching experience . Share significant teaching experiences and collaborations, focusing on your adaptability and problem-solving skills in the classroom.
• Language skills . Discuss your proficiency in English and any innovative teaching methods you’ve used.
• Achievements . Highlight specific accomplishments or successful projects that demonstrate your impact as an ESL teacher.

Second body paragraph(s): alignment with the organization

To effectively incorporate a company's values and mission into your ESL teacher cover letter, start by researching the organization's core principles and goals. Reflect on how your own teaching philosophy and experiences align with these values.

For instance, if a school emphasizes fostering global citizenship and cultural exchange, you might highlight how your experience with diverse student groups has deepened your appreciation for cultural diversity and how you actively integrate this into your lessons.

This demonstrates your alignment with the school's mission and shows how your personal experiences complement their priorities.

Call to action & conclusion: finish off strong

To close, summarize your enthusiasm for the role and briefly reiterate how your skills align with the school's mission. Express interest in discussing how you can contribute to the school's success.

The key is to highlight your eagerness to contribute and invite further conversation while leaving a positive final impression.

Finish by signing your name . This step is more than a formality—it's your final opportunity to leave a lasting and professional impression.

How to write an ESL teacher cover letter with no experience

Even if you lack direct experience, highlight your enthusiasm for teaching and your willingness to learn. Emphasize transferable skills, such as strong communication and adaptability, and showcase any relevant coursework or volunteer work. Your passion and potential can make a strong impression.

Key takeaways

Craft your ESL teacher cover letter with clear language to showcase your teaching skills and fluency. Show how your teaching philosophy fits with the school’s values and mission to emphasize your potential impact. Keep your cover letter concise, no more than one page, and ensure each section builds a compelling case for why you’re the best candidate. Close by summarizing your enthusiasm for the role, expressing a desire for further discussion, and leaving a professional sign-off.

Explore our ESL teacher cover letter builder —a user-friendly tool that helps you craft a standout, polished cover letter to elevate your job application and increase your chances of securing interviews!

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