Create an Effective Employment Regret Letter Template for Your Applicants

Are you in the process of hiring new employees but dreading the thought of having to write rejection letters? Are you worried about sounding insincere or unprofessional? Don’t stress, we’ve got you covered! Introducing the employment regret letter template, a comprehensive guide on how to draft rejection letters that are both empathetic and professional. Whether you’re a recruiter, hiring manager, or small business owner, this template will equip you with the tools necessary to communicate rejection in a respectful manner. Plus, you’ll have access to real-life examples that you can edit as needed to fit your unique circumstances. With this resource at your fingertips, you can focus on finding the perfect candidate without the burden of feeling guilty about rejecting others. Say goodbye to the awkwardness and hello to a more streamlined hiring process. Let’s get started!

The Best Structure for Employment Regret Letter Template

In today’s world, companies receive hundreds of job applications for a single position. As a result, it is not uncommon for some candidates to receive rejection letters. While it’s not always easy for company representatives to write this type of letter, it’s crucial that they do so in a way that not only communicates their decision but also offers some level of closure and feedback to the applicant. In this article, we will explore the best structure for writing an employment regret letter template.


The first paragraph of your letter should start by addressing the candidate directly. Introduce the letter by stating that you appreciate their interest in your company and the time they took to apply. Be clear in your intent to inform them of the decision that your company has made, so they are not left waiting in anticipation.

The Body

In the second paragraph, go straight into communicating regret over the company’s decision not to invite the applicant for an interview. It is essential to maintain a professional tone while acknowledging that you had many excellent candidates for the position. It’s also helpful to remind the applicant of the essential qualities that the company is looking for in the ideal candidate.

Refrain from providing too much feedback, but if possible, specify why the candidate did not get the job. Perhaps another applicant had more experience or an alternative set of skills you were seeking. Be specific, concise, and constructive, even if it might sting a little in the short term.

The next paragraph should serve as a final farewell. Thank the applicant again for their interest in the company and remind them that you have their resume and will keep it on file for future opportunities. Here, you’ll want to convey that the applicant is still in good standing and encourage them to apply for future open positions.


In conclusion, writing an employment regret letter can sometimes be challenging. Still, it’s an essential component of your hiring process and should be done correctly. The best structure for an employment regret letter template is to begin with an introduction that expresses appreciation and clarity in stating your decision. Follow up with a body paragraph that politely states the reason for the denial of employment within the company and finally, end with a conclusion that leaves the door open for future opportunities.

Remember to keep the tone of your letter both professional and courteous. If written with care, an employment regret letter can help the applicant feel as if they were heard and respected throughout the hiring process and keep them encouraged to apply for jobs with your company in the future.

Sample Employment Regret Letters

Apology for Rescinding Offer

Dear [Candidate Name],

We regret to inform you that we have rescinded our job offer due to unforeseen changes in the company’s budget. We apologize for any inconvenience this may cause and understand your frustration with this situation.

We appreciate your eagerness to join our team, and we hope that you will find a suitable opportunity soon. We wish you the best of luck in your future job search.


[Your Name]

Regret after Interviewing

Dear [Candidate Name],

We appreciate your interest in the position and taking the time to meet with our team. After careful consideration, we have decided not to move forward with your application. The competition for the position was fierce, and we chose another candidate whose experience and skills better match our requirements.

We would like to thank you for your efforts and encourage you to stay in touch with our company. If any future job opportunity fits your profile, we would gladly consider your application again.

Best Regards,

[Your Name]

Apology for Delay in Hiring Process

Dear [Candidate Name],

We apologize for the delay in responding to your job application and keeping you waiting for further steps. Our recruitment process has been busy, and we needed more time to evaluate the candidates.

We appreciate your patience and interest in our company. Please know that we are committed to considering your application thoroughly and with our best attention. We will provide you with an update on your status as soon as possible.


[Your Name]

Decline after Background Check Report

Dear [Candidate Name],

We regret to inform you that we will not move forward with your application. We received the background check report, and based on its results, we cannot offer you the position.

We appreciate your interest in our company, and we want to assure you that our decision follows the protocols and our internal policies. We understand that this may be disappointing news, and if you wish to provide any further information or discuss the report outcome, please do not hesitate to contact us.

Best Regards,

[Your Name]

Withdrawal of Job Offer

Dear [Candidate Name],

We regret to inform you that we are withdrawing the job offer we extended to you last week. Unfortunately, circumstances have changed and we can no longer move forward with your employment.

We would like to express our sincere apologies for any inconvenience this may have caused. We understand that this can be frustrating and disappointing and wish you the best of luck in your job search.


[Your Name]

Regret after Skill Test

Dear [Candidate Name],

Thank you for taking the skill test as part of our application process. Unfortunately, we regret to inform you that we will not move forward with your application.

We appreciate your interest in the position and the effort you put into the test. However, we have reviewed the results, and we feel that they do not align with our expectations. We encourage you to continue honing your skills and developing your career, and we wish you every success in your future endeavors.

Best Regards,

[Your Name]

Apology for Canceling Interview

Dear [Candidate Name],

We apologize for canceling the interview scheduled for [Date and Time]. Due to unforeseen circumstances, we had to reschedule and will contact you soon to arrange a new date.

We understand that this can be frustrating, and we appreciate your understanding. We look forward to meeting you soon and getting to know you better.


[Your Name]

Tips for an Employment Regret Letter Template

An employment regret letter is a formal document that an employer writes to inform a job applicant that they have not been selected for a position in their company. Although it is never easy to convey this news to someone, taking the time to craft a well-written and professional regret letter can help to protect your company’s reputation and avoid potential legal consequences. Here are some tips for creating an effective employment regret letter template:

  • Be clear and concise: The regret letter should state the reason for the decision in a clear and concise manner. Explain why the applicant was not selected for the position and avoid vague language that could be interpreted in different ways.
  • Be empathetic: While you want to be clear about the decision, you also want to be empathetic. Receiving a rejection letter can be discouraging, so it is important to communicate your appreciation for the applicant’s interest and time spent in the application process.
  • Be professional: The letter should be written in a professional tone and format. Use proper business language and spell the applicant’s name correctly. Avoid any unprofessional terms or references.
  • Offer additional feedback: Consider offering additional feedback to applicants if they request it. This could help them improve their skills and qualify for future positions in your company.
  • Encourage the applicant: Sometimes, rejection can be a motivating factor for applicants to work harder and improve their skills. Encourage them to continue pursuing their goals and thank them for their interest in your company.

In summary, an employment regret letter is an essential document for any employer wishing to maintain a professional and positive reputation. By following these tips, you can create an effective and respectful regret letter that can help to build your company’s goodwill while supporting applicants to achieve their professional goals.

Employment Regret Letter Template FAQs

What is an employment regret letter?

An employment regret letter is a formal letter sent to a job applicant informing them that they were not selected for the position they applied for.

Why is it important to send an employment regret letter?

Sending an employment regret letter shows professionalism and respect for the applicant’s time and effort. It helps to maintain a good relationship with the applicant and can leave a positive impression on their experience with the company.

What should be included in an employment regret letter?

An employment regret letter should include a clear statement of regret for not being able to offer the applicant the position, a brief explanation of the reason for the decision, and any next steps or opportunities for the applicant to apply for future positions.

Can an employment regret letter be personalized?

Yes, an employment regret letter can be personalized to include specific details about the applicant’s skills and qualifications. However, it is important to maintain a professional and respectful tone throughout the letter.

When should an employment regret letter be sent?

An employment regret letter should be sent as soon as possible after the decision has been made. It is best to inform the applicant as soon as possible to avoid leaving them in limbo or feeling uncertain about their status.

Is it necessary to provide feedback in an employment regret letter?

While it is not necessary to provide feedback on the applicant’s performance or qualifications in an employment regret letter, it can be helpful to offer constructive criticism and suggestions for improvement. This can be done in a respectful and tactful manner.

Can an employment regret letter be a form of discrimination?

No, an employment regret letter is not a form of discrimination as long as the reason for the decision is based on valid and non-discriminatory criteria such as skills, qualifications, and experience. It is important to avoid any language or tone that could be perceived as discriminatory or biased.

Sincerely Yours

We hope this information helps you in crafting a professional employment regret letter that will make a lasting impression. Remember, the key is to communicate your regret with empathy and gratitude for the opportunity. Thank you for reading! We invite you to check out some of our other articles on job hunting and career development. Come back soon and keep exploring our website for more helpful tips and guidelines!