How To Write a Rejection Letter Plus a Free Template

Hiring is a complex process. From sifting through applications to conducting interviews, it requires a significant amount of time, resources, and emotional investment. At the end of this process, unfortunately, not everyone can get the job. Writing a rejection letter is the final step and, though it might seem straightforward, it's an important part of maintaining your company's reputation and fostering goodwill with potential future candidates.

A rejection letter informs applicants that they have not been selected for the position. It’s important to remember that this letter is a direct reflection of your company and its culture. Crafting a considerate and professional rejection letter can help preserve your relationship with the applicant and leave a positive impression.

Here's a guide on how to write a professional and considerate rejection letter:

The Basic Elements of a Rejection Letter

  1. Address the Candidate Directly: Begin your letter by addressing the candidate by name. This personal touch shows respect for the time they put into the application process.
  2. Thank the Candidate: Acknowledge the effort they put into applying and interviewing for the position.
  3. Deliver the Decision: State clearly, but kindly, that they have not been selected for the role.
  4. Offer Constructive Feedback: If appropriate and manageable, consider providing feedback on why they weren't chosen. Keep it professional, honest, and helpful.
  5. End on a Positive Note: Thank the candidate again and wish them the best in their job search.

Now that we understand the structure, here is a rejection letter sample for guidance:

Rejection Letter Template

[Your Name]

[Your Title]

[Your Email Address]


[Applicant's Name]

Dear [Applicant's Name],

I hope this message finds you well. I wanted to personally thank you for taking the time to apply for the [Job Title] position and for your interest in our company.

After careful consideration, we have decided to move forward with another candidate for this role. This decision was not made lightly, and it doesn’t in any way reflect your qualifications or your ability to excel in your career.

While our team was impressed with your skills and experience, we found a candidate whose qualifications fit the role's requirements more closely. [Include personalized feedback here, if feasible.]

We appreciate the effort you put into your application and the time you took to interview with us. We would like to keep your resume on file for future opportunities that may align with your skills and experience.

Thank you again for your interest in [Your Company Name] and for understanding our decision. We wish you all the best in your future professional endeavors.

Kind Regards,

[Your Name]

Remember, this template is a guide and should be customized to fit your company's style and the specific circumstances of each candidate's application. It is always essential to maintain a professional and empathetic tone when delivering disappointing news.

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