Turning down job applicants is part of the hiring process. It doesn’t have to be difficult, but the way we approach it often makes it uncomfortable than it already is. For starters, we don’t always take time out to send a candidate a rejection letter or rejection email that they deserve. It can be an extremely positive step if we take time out to establish the company as an employer to work for. In fact, sending rejection letter to candidates can foster a positive working relationship with recruiters as well as job applicants who would consider applying for future roles.

Furthermore, by sending rejected candidates a rejection email or rejection letter, you’re also providing feedback received from the hiring committee. Below is a list of sample rejection letters you can use for various scenarios.

Candidate Rejection Email Samples

1. This is a standard email template you can use to send a rejection email after an interview, to be thorough about the rejection.

Dear [candidate name],

Thank you for taking the time to meet our team and about the [job title] role at [company name]. It was a pleasure meeting with you to learn more about your skills and accomplishments.

Unfortunately, we have offered the position to another applicant whom we think best meets our needs for the position. We will be keeping your resume on file for future openings that better suit your profile.

If you have any questions, please do not hesitate to contact me at 123-456-7890.

Regards,

Anna Versai

2. This is a standard email template you can use to send a rejection email after an interview, to be thorough about the rejection.

Dear [candidate name],

We have received your application for [job title] role with [company name], and appreciate you taking the time to express your interest. Although we are impressed with your skills and accomplishments, we have decided to pursue other applicants whom we believe more closely match the requirements for the position and needs of the company.

Thank you for your interest in [company name] and best wishes in your future endeavors.

Regards,

Anna Versai

3. This is a standard email template you can use to send a rejection email after an interview to offer a different job in your company.

Dear [candidate name]

Thank you for taking the time to meet our team and about the [job title] role at [company name]. It was a pleasure meeting with you to learn more about your skills and accomplishments. Unfortunately, we have offered the position to another applicant whom we think best meets our needs for the position.

We were impressed with your skills and accomplishments. We’re offering you the opportunity to interview for [another job title] role in our company. Enclosed is the job description for your review.

If you decide that you’re interested in taking with opportunity, please call or email and we shall schedule an interview at your earliest convenience.

We wish you the best for your future success. Thank you for your interest in [company name].

Regards,

Anna Versai

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