Employment Rejection Email Sample: How to Write a Professional Rejection Letter

Are you tired of receiving Employment Rejection emails that leave you feeling lost and confused? Look no further, as I have compiled a list of various Employment Rejection email samples to guide you through the process. Whether you’re the employer or the candidate, rejection can be a sensitive matter that requires tactful communication. With these examples, you can easily adapt and customize them to suit your needs and use them as a template for future reference. Get ready to ease your mind and enhance your communication skills with these Employment Rejection email samples.

The Best Way to Structure Your Employment Rejection Email Sample to Boost Your Professionalism and Protect Your Reputation

When it comes to the hiring process, it can be disheartening to send a rejection email to a candidate who you know has worked hard to put their best foot forward in their application. However, rejecting candidates is a necessary part of the process, and how you approach it can make all the difference in protecting your reputation as a professional and maintaining a positive relationship with candidates who may be a good fit in the future.

To ensure that your employment rejection email sample is both professional and empathetic, there are a few key elements to consider when structuring your message:

Start with a Positive Opening

While the ultimate goal of your email is to let candidates know that they have not been selected for the role, it is critical to start your message on a positive note. Thank your candidate for their time, effort, and interest in the position, and acknowledge any specific accomplishments or qualifications that made them stand out as a candidate.

Get Straight to the Point

After your opening remarks, it is best to get straight to the point and let your candidate know that they have not been selected for the role. This can be a difficult message to deliver, but it is better to be clear and straightforward rather than leading them on or providing false hope.

Provide Insightful Feedback

While you do not need to go into exhaustive detail about why the candidate was not selected, consider providing some positive and constructive feedback that can help them in future job searches. Highlight specific areas where they excelled and provide suggestions for areas where they could improve, while emphasizing that these are not criticisms but rather opportunities for growth.

Offer Encouragement

Ending your message on an encouraging note can help to soften the blow of rejection and keep the door open for future opportunities. Offer your candidate best wishes in their job search and let them know that you will keep their application on file for future positions. Remind them that just because they were not selected for this particular role does not mean that they are not a talented and qualified candidate.

By following these guidelines when structuring your employment rejection email sample, you can ensure that you are delivering a clear, professional, and compassionate message that both protects your reputation and leaves the door open for potential future opportunities with the candidate.

Employment Rejection Emails for Different Reasons

Thank You for Applying


We appreciate the time and effort you invested in your application for the position advertised on our website. While your qualifications and experience were impressive, we regret to inform you that we have chosen to pursue other candidates.

Please do not be discouraged, and continue to seek new opportunities in your career path.

Thank you again for your application and interest in our company.

Best regards,

Position Filled

Dear [Applicant],

Thank you for taking the time to apply for the [Job Title] position at [Company Name]. After careful consideration, we have decided to extend the offer to another candidate who more closely aligned with our current needs.

Again, thank you for your application, and we hope you will keep us in mind for future opportunities.

Best regards,

Requirements Not Met

Greetings [Applicant],

Thank you for applying for the [Job Title] position at [Company Name]. While your skills and experience are impressive, we have found other candidates whose qualifications better matched the job requirements.

Please do not be discouraged and keep up the good work. We wish you success in your career endeavors.

Best regards,


Dear [Applicant],

Thank you for your application for the [Job Title] position. We appreciate your interest in our company. While your qualifications and experience are impressive, we have decided not to move forward with your application as we believe you may be overqualified for the position.

We encourage you to continue your job search and hope you will find the right opportunity soon. Thank you again for your interest and for considering us as your potential employer.


Not the Right Fit

Greetings [Applicant],

We appreciate the valuable time you invested in interviewing for the [Job Title] position at our company, as well as your interest in our organization. As we carefully evaluate our candidate pool regarding the suitability for the open position, we have decided to move in a different direction.

We sincerely appreciate your effort and hope that you will continue to actively pursue your career goals.

Thank you for your time and commitment.

Best regards,

Internal Promotion

Dear [Applicant],

Thank you so much for applying to the [Job Title] position. We were impressed by your background and experience. Unfortunately, we regret to inform you that we have decided to promote someone who already works within our organization.

Your application was impressive, and we are grateful for the time you have taken to apply. Please know that this decision was not taken lightly, and that we are extremely grateful for your interest in our organization. We hope that we will have the opportunity to work together in the future, should other opportunities arise.

Take care,

Required Visa or Work Authorization

Greetings [Applicant],

Thank you for your interest in our company and taking the time to apply for the [Job Title] position. We are writing to inform you that, unfortunately, we cannot sponsor visa or work authorization for this position.

We appreciate your consideration of our company and wish you all the best in your future career endeavors. If there is anything else we can assist you with, please let us know.

Thank you again for your interest in our organization.


Tips for Writing an Employment Rejection Email Sample

Rejection emails are a necessary part of hiring. While it may not be easy to turn someone down, it’s important to do so respectfully and professionally. Here are some tips for crafting an employment rejection email sample that leaves a positive impression on the job candidate.

Be timely: Time is of the essence when sending out rejection emails. Once you have made your decision, it’s important to promptly inform the candidate of their status. This shows that you respect their time and effort in the application process.

Personalize the message: Generic rejection emails can come across as cold and impersonal. Take the time to personalize your message by including the candidate’s name and acknowledging their specific qualifications and strengths. This shows that you have taken the time to consider their application.

Be concise: While it’s important to acknowledge the candidate’s efforts, it’s also important to keep the message concise. Avoid going into too much detail or providing feedback on the hiring decision. Keep the message brief, polite, and professional.

Express gratitude: Expressing gratitude is an important part of any rejection email. Thank the candidate for their interest in the position and for taking the time to apply. This shows that you appreciate their efforts and may encourage them to apply for future job openings at your organization.

Offer feedback: While it’s not necessary to provide feedback on the hiring decision, providing constructive feedback can help candidates improve their future job applications. If you do decide to offer feedback, be specific and polite in your approach.

End on a positive note: Ending the message on a positive note can leave a lasting impression on the candidate. Wish them the best of luck in their job search and emphasize that while they were not the right fit for this particular position, they may be a good fit for future openings.

Remember, rejection emails are not easy to write. However, taking the time to craft a professional and respectful message can help you maintain a positive reputation and may encourage candidates to apply for future job openings. Use these tips to create an employment rejection email sample that is both brief and gracious.

FAQs about Employment Rejection Email Sample

What is an employment rejection email?

An employment rejection email is a message sent by an employer or hiring manager to inform a candidate that they were not selected for a job position they applied for.

Why do employers send rejection emails?

Employers send rejection emails to inform candidates about the status of their job application, provide closure to the hiring process, and maintain a positive image of the company to job seekers.

What should an employment rejection email contain?

An employment rejection email should contain gratitude for the candidate’s interest in the position, a courteous and professional tone, a clear and concise message about the job status, and suggestions for future job opportunities within the company.

How should a candidate respond to an employment rejection email?

A candidate can respond to an employment rejection email by expressing their appreciation for the opportunity to apply, asking for feedback or constructive criticism, and acknowledging any future job opportunities.

Is it necessary for employers to provide feedback in a rejection email?

No, it is not necessary for employers to provide feedback in a rejection email, but it can be helpful and appreciated by candidates for future job applications.

Can candidates ask for a reconsideration after receiving a rejection email?

Yes, candidates can request reconsideration after receiving a rejection email, but they should provide valid reasons for their request and respect the company’s decision.

Can candidates request to be considered for future job openings after receiving a rejection email?

Yes, candidates can request to be considered for future job openings after receiving a rejection email, but they should show their continued interest and maintain a positive and professional attitude.

Keep Your Head up and Keep Applying!

We hope that reading these employment rejection email samples has been helpful in easing the disappointment that comes with rejection. Remember, rejection is not a reflection of your worth or value as a person. Keep your head up and keep applying. The right opportunity is out there waiting for you. Thanks for reading and be sure to visit our site again for more job search tips and advice!