You have had a position open in your company for a long time now. You begin the recruitment process, accept applications, and finally comes the day- the interview! It is as chilling for the recruiter who is overwhelmed by a huge number of candidates for a position as it is for an applicant who wants to get a new job. You may come across some great faces with amazing skills, knowledge, and experience and feel like approving all of them. But you must not forget that the position requires only one out of them or only a few. In that case, you need to pen down a rejection email. Let’s see How to write a Rejection Email?
Rejection emails are the emails that you send to those candidates who could not make it through the recruitment process to secure themselves a job in your company. While it is not obligatory and you may feel like not informing the candidate at all if he or she is not selected, you should still send him an email informing him of his rejection. This is a small world and you never know when you may be needing the same person you turned down before. So, you must write a rejection email to all those candidates who aren’t selected. After all, the bad news is way better than no news at all.
To know everything about how to write rejection letters to candidates, keep reading till the end!
How To Write A Rejection Email?
Writing a rejection email can be tricky. How do you tell someone they’ve been turned down and still stay polite and cordial? Well, there’s a trick you need to follow. And that is follow the given following steps one by one and then write a rejection email. Even though you’re giving the person a red flag, you can still do it politely, with no hard feelings and the person wanting to apply again.
Here are the fantastic four things you need to keep in mind while writing a rejection email:
A Sincere “Thank You”
Always express gratitude for an applicant’s participation in the organization and whatever energy they invested in filling out an application or interacting with employees. This letter is not only courteous, but it also tells candidates that your company appreciates other people’s efforts.
Customization
Use the candidate’s 1st name as well as the role’s description. Add a notation from the interaction if feasible, Ir indicates a particular constructive trait you admire.
Constructive Feedback
Candidates welcome feedback from firms they’ve spoken with since it can enable them to identify regions for development and plan their future actions in their career hunt. If you pass on a contender in favor of somebody with greater knowledge, the person may decide to seek opportunities that are more appropriate for their degree of expertise.
Invite For A Second Application
If you believe an applicant would be a perfect match for the organization in a different position, tell them you’d prefer them to reapply for forthcoming positions. There’s no requirement to add this invite in your email if you don’t think a candidate is a suitable cultural or talent fit.
Format
Before you begin writing a rejection email, you must follow a proper format. Especially, when it’s a formal letter, you ought to follow certain basic rules and guidelines before you begin writing the letter. A proper format not only helps you portray your thoughts clearly and concisely but also offers your readers exactly what you’re trying to convey.
Follow the given format before writing any rejection email sample:
Ref: Write the subject line no longer than a sentence.
Date:
The Human Resources Manager
Name of Company
Address
Greetings(Dear sir/ma’am)
Body of the letter
- Say thank you
- Address the candidate by his name, customize the letter.
- Give constructive feedback.
- Invite for a second application.
Thanking you,
Salutation(Yours faithfully/yours sincerely/ regards/best regards/warmest regards/)
Signature
Name
Designation
Rejection Email Samples
Samples and examples are always a good way to know how to structure your approach before you set your fingers to the keys. They give you a particular outline regarding the whole formatting of the letter from start to finish.
Follow the succeeding rejection email samples which will serve you do good in every possible situation:
Sample 1
Subject line: Your application for a marketing supervisor at ABC Organization.
September 17, 2021
The Human Resource Manager
ABC Organization
Jane and Cornelia Street
5th Avenue
New York
Hello, Tom.
Thank you for your consideration in the role of Marketing Supervisor at ABC Organization. We thank you for coming to our headquarters and interviewing our staff.
We have decided to move forward with another application that has more management expertise at this moment. Nevertheless, your experience and business expertise pleased us, and we believe you would be a perfect fit for our corporation’s environment.
In the following days, we’ll be offering a couple of marketing openings, and we expect you’ll reapply again. Nonetheless, we bid you all the success in your professional efforts.
Thanking you,
Warm regards,
Catherine Chao
Human Resources Manager
Sample 2
Subject line: Your application for a marketing supervisor at ABC Organization.
September 17, 2021
The Human Resource Manager
ABC Organization
Jane and Cornelia Street
5th Avenue
New York
Hello, Tom.
Thank you for your consideration in the role of Marketing Supervisor at ABC Organization. We thank you for coming to our headquarters and interviewing our staff.
Although your background of abilities wowed us, we decided to move forward with another applicant who has greater management expertise. Nonetheless, we bid you all the success in your professional efforts.
Thanking you,
Warm regards,
Catherine Chao
Human Resources Manager
Sample 3
Subject line: Your application for a marketing supervisor at ABC Organization.
September 17, 2021
The Human Resource Manager
ABC Organization
Jane and Cornelia Street
5th Avenue
New York
Hello, Tom
Thank you for scheduling a meeting with our team to discuss the marketing supervisor position at ABC Organization. It was fascinating to hear more about your abilities and achievements.
Sadly, you were not chosen for continued evaluation by our staff.
I’d like to point out that the employment struggle at ABC Organization is often fierce, and we frequently have to make tough decisions among many qualified individuals. We’ll keep your CV on record for upcoming postings that best match your description now that we’ve had the opportunity to learn more about you.
If you have any particular queries about your candidacy or screenings, I am pleased to address them.
Thank you once more for your interest in ABC Organization and we wish you all the greatest success in your life ahead.
Thanking you,
Warm regards,
Catherine Chao
Human Resources Manager
Sample 4
Subject line: Your application for a marketing supervisor at ABC Organization.
September 17, 2021
The Human Resource Manager
ABC Organization
Jane and Cornelia Street
5th Avenue
New York
Hello, Tom
Thank you for your interest in working for ABC Organization as a marketing supervisor. We value your involvement in our organization as well as your dedication to sound medical care system improvement.
We had over 200 candidates for the post, and it was an extremely tough recruitment procedure. Even though your skills pleased us, we have concluded not to proceed with your candidacy. We respect your passion for working with us, nevertheless, and bid you the greatest of success in your career quest.
Thanking you,
Warm regards,
Catherine Chao
Human Resources Manager
Sample 5
Subject line: Your application for a marketing supervisor at ABC Organization.
September 17, 2021
The Human Resource Manager
ABC Organization
Jane and Cornelia Street
5th Avenue
New York
Hello, Tom
Thank you so much for taking the time to speak with Cynthia and me regarding our regional marketing supervisor post last week. We appreciated the interview and were pleased by your skills, particularly after learning about your efforts with the Humane Society.
We had an extremely tough group and had to consider making difficult selections, so I’m afraid I won’t be able to advance you to the following phase of screenings for this job. But I have no hesitation that in the appropriate situation, you’ll be a valuable contributor to a business, and I wish you well in your career hunt. I also suggest you return to our site regularly, as our requirements may alter and a post that best fits your talents and experience may become available.
Thanking you,
Warm regards,
Catherine Chao
Human Resources Manager
Sample 6
Subject line: Your application for a marketing supervisor at ABC Organization.
September 17, 2021
The Human Resource Manager
ABC Organization
Jane and Cornelia Street
5th Avenue
New York
Hello, Tom
I’m emailing to provide an insight on our regional marketing supervisor recruiting procedure, and I’ll begin with the bad news: we’re not going to be able to give you a job right now. This was a truly tough choice, so I’d like to elaborate.
First and foremost, our group was blown away by your performance in every step of the procedure. You possess a unique blend of candor, directness, and analytical acumen, and it is evident that you are well-versed in this subject. Honestly, I felt like I learned something new from each of our meetings that I could employ in my career.
I appreciate all of your work and exertion, as well as your diligence, during this whole procedure. I understand that this has been an especially stressful period for all of us.
I’m optimistic you’ll seek a good match in your quest, and I’ll also keep looking for opportunities that might be helpful to you and inform you if I find anything good. Meanwhile, I’m delighted our roads met, and I hope we’ll be able to reconnect.
Thanking you,
Warm regards,
Catherine Chao
Human Resources Manager
Sample 7
Subject line: Your application for a marketing supervisor at ABC Organization.
September 17, 2021
The Human Resource Manager
ABC Organization
Jane and Cornelia Street
5th Avenue
New York
Hello, Tom
It was a joy to encounter you, and I appreciate your enthusiasm for ABC Organization and the pleasant conversation we had earlier. Regrettably, I am a bearer of sad tidings.
Your expertise and goals did not exactly match what we were seeking after thorough consideration. At this moment, we have chosen to pursue other applicants. We know you have a lot of choices when it comes to finding a group where your capabilities and abilities can flourish, so we acknowledge you taking the time to think about us.
While this is currently a no, it may not be indefinitely. We believe you might be an excellent fit for future positions and will contact you back if we find a nice match, and we wish to meet up soon.
Thank you once more for your efforts and dedication. We wish you all the greatest success in your career hunt.
Thanking you,
Warm regards,
Catherine Chao
Human Resources Manager
Sample 8
Subject line: Your application for a marketing supervisor at ABC Organization.
September 17, 2021
The Human Resource Manager
ABC Organization
Jane and Cornelia Street
5th Avenue
New York
Hello, Tom
It was wonderful to meet you, and we appreciate your interest in working for ABC Organization.
We were blown away by your abilities and achievements. However, after much thought, we’ve decided to move forward with another candidate for the marketing supervisor position because they have more experience with supervision in marketing that more closely matches our hiring requirements.
Your abilities and experience wowed our group. While we can’t offer you anything right now, we believe you’d be an excellent fit for potential future vacancies and will contact you again if we uncover one.
Thank you for taking the time to interview with us; we wish you luck in your career search.
Thanking you,
Warm regards,
Catherine Chao
Human Resources Manager
Sample 9
Subject line: Your application for a marketing supervisor at ABC Organization.
September 17, 2021
The Human Resource Manager
ABC Organization
Jane and Cornelia Street
5th Avenue
New York
Hello, Tom
It was a joy to encounter you early this week at your interview. Your expertise, competence, and presentation intrigued us, however, we decided to go with another candidate.
I’m sure you’ll be upset by the news. Your talk was well received by the hiring committee, who appreciated your thoughts on our business.
We are going through a transition and are looking for people that have a solid technical foundation. I am confident that your expertise, skills, and credentials will assist you in locating a career that will allow you to reach your objectives.
I bid you the best of luck with your job hunt and vocation path. If you’d want to talk more about this, please don’t hesitate to approach me.
Thanking you,
Warm regards,
Catherine Chao
Human Resources Manager
Sample 10
Subject line: Your application for a marketing supervisor at ABC Organization.
September 17, 2021
The Human Resource Manager
ABC Organization
Jane and Cornelia Street
5th Avenue
New York
Hello, Tom
Thank you for making the trouble early this week to meet with me. We regret to inform you that your request will not be considered at this moment.
I’d like to take a minute to clarify why. We’re now looking for applicants with a variety of abilities to help us move our company ahead. However, your talents, expertise, and manner pleased me particularly, and I’d like to keep in touch.
You may find me on LinkedIn, where we can keep in touch. You can also find out about any new job openings at the companies.
Thanking you,
Warm regards,
Catherine Chao
Human Resources Manager
Closure
So, that’s how you write a rejection email without making it the worst reading one for your reader. Remember, the first thing to do is to always make sure to inform the candidate who hasn’t been selected. Follow the format, take inspiration from the samples, and begin to write your letter with a “thank you”, address the candidate by the name, provide feedback and request to apply again. And you’re done!
Frequently Asked Questions
How to email an applicant and tell them they’ve been rejected
- Make use of the individual’s name.
- Thank them for applying.
- Begin with the bad news (and make no apologies for selecting the most qualified candidate).
- Make it personal.
- If you say you’ll give feedback, make sure you mean it.
- Encourage them to submit another application.
- The finish on a professional note.
- All emails should be proofread.
What is the best way to compose a polite rejection letter?
- Warmly thank the candidate. Cold: Thank you for applying to COMPANY’S POSITION. Instead say: We are grateful that you took the time to think about us. We realize there are a lot of firms hiring right now.
- Keep the door ajar. Cold: Your application will be kept on file if another position becomes available. Instead say: We hope it’s okay if we contact you again in the future.
- Make an effort to provide a satisfactory explanation.
- Choose a strength.
