Intern rejection email sample can be one of the most daunting emails that you have to write in a professional environment. Turning down someone’s application for a job or an important opportunity is never easy, especially when they may be counting on it. Fortunately, you don’t have to start from scratch. There are plenty of resources that you can turn to for inspiration on crafting the perfect rejection email that manages to balance professionalism, empathy, and clarity. In this article, we will explore some intern rejection email sample that you can study, modify and make use of in your own rejection messages. With these examples, you can greatly simplify the otherwise difficult task of writing an intern rejection email and handle it with grace and respect for the applicant. So let’s dive into these samples and see how you can effectively communicate rejection while preserving a positive and constructive tone.
Crafting the Perfect Structure for Your Intern Rejection Email Sample
The task of rejecting an intern is never an easy one, but it’s an unavoidable part of being a supervisor. When it comes to composing your intern rejection email sample, it’s crucial to remember that this is a professional exchange. Your communication with the intern should be respectful, polite, and to-the-point. To make sure you’re delivering your message in the best possible way, here’s a guide to the perfect structure for your intern rejection email sample.
Start with a Positive Tone
When it comes to writing your intern rejection email, it’s important to start on a positive note. Even if you ultimately have bad news to deliver, you want to open your email with a friendly tone to set the right tone. Begin by thanking the intern for their time, interest, and efforts throughout the application process. Then, mention something positive about their application, such as their enthusiasm or a particular strength that stood out to you.
Deliver the Rejection with Empathy
After setting a positive tone, it’s time to deliver the rejection. Keep in mind that this news may come as a disappointment to the intern, so delivering it with empathy is essential. Be honest about the decision, but also convey your appreciation for the intern’s interest and time invested in the process. If you’ve already made a decision, don’t lead the intern on any further or offer false hope. However, also be sure to let the intern know that you will keep their resume on file for future opportunities.
Provide Feedback and Encouragement
After delivering the rejection, provide feedback and encouragement. Although the intern wasn’t selected this time, there may be specific areas or skills that they can work on to improve their chances in the future. Be specific and transparent about the reasons for the rejection. End on an encouraging note by letting the intern know that you appreciate their interest in the position and that you believe they have what it takes to succeed in their future endeavors.
Close with Good Wishes
End your intern rejection email by closing with good wishes. Reiterate your appreciation for the intern’s application, and wish them well on their future pursuits. Sign off with a friendly and professional goodbye that leaves a positive impression of your organization.
By following this structure for your intern rejection email sample, you can deliver the news in a way that is respectful, professional, and empathetic. Remember, rejection is simply part of the application process, but how you handle it will make all the difference in creating a positive relationship with the intern.
7 Sample Intern Rejection Emails with Unique Reasons
Sample 1: Internship position has been filled
Dear Applicant,
Thank you for your recent application for the intern position at XYZ Company. We appreciate your interest in our firm and recognize the effort you have put into applying. We regret to inform you that we are unable to offer you the internship because the position has been filled by another candidate with the required skillset and experience.
We advise you to keep checking our job portal regularly, and we encourage you to consider submitting an application again should a suitable opportunity arise in the future. We wish you all the best in your quest for a promising career.
Thank you,
Sincerely,
Human Resource Department
Sample 2: Unmet application criteria
Dear Applicant,
Thank you for your application for the intern position at XYZ Company. Unfortunately, your application was not considered for the position as you did not meet all the necessary qualifications, such as having a degree in the relevant field and or work experience related to the specific role.
We encourage you to keep developing your skills and experience in your field of interest. We wish you the best of luck in your career journey and hope you find a position that aligns with your expertise and passion.
Thank you,
Sincerely,
Human Resource Department
Sample 3: Limited availability
Dear Applicant,
We have reviewed your application and found that you have the necessary qualifications and background to be considered for the internship opportunity at XYZ Company. However, we are offering internship opportunities to only a limited number of candidates, and we have received numerous applications for our program. For this reason, we regret to inform you that we cannot offer you an internship at this time.
We encourage you to stay connected with our company by following our social media channels and job portals to keep track of internship opportunities in the future. We thank you for your interest and hope that you are able to pursue other internships and gain valuable work experience.
Thank you,
Sincerely,
Human Resource Department
Sample 4: Inconsistent availability
Dear Applicant,
Thank you for applying for the intern position at XYZ Company. We appreciate your interest in our company and appreciate the time and effort you put into submitting an application. However, we regret to inform you that your availability at different times throughout the program does not correspond with the operational needs of the company. Unfortunately, we are unable to offer you a position at this time.
We recommend that you explore other internship options that may have a better fit with your desired schedule. We wish you good luck in your employment search and hope that you find a position that aligns with your goals for professional growth.
Thank you,
Sincerely,
Human Resource Department
Sample 5: Poor interview performance
Dear Applicant,
Thank you for your recent interview for the intern position at XYZ Company. We appreciate your interest in our firm and the time you spent preparing for and attending the interview. However, we regret to inform you that your interview performance did not align with our expectations for this position based on your qualifications and experience. Therefore, we cannot offer you an internship opportunity.
We encourage you to continue pursuing internship opportunities, building your experience, and developing your interviewing skills. With your efforts, you will surely find a position that matches your qualifications and interest.
We appreciate your interest in our firm and wish you the best in your future endeavours.
Thank you,
Sincerely,
Human Resource Department
Sample 6: Visibly below qualifications
Dear Applicant,
Thank you for your application for the intern position at XYZ Company. After carefully reviewing your application and skillset, we regret to inform you that we are unable to offer you an internship as we could not find the qualifications required for this role. Although your application was impressive, we have decided to move forward with candidates possessing a more advanced background and qualifications, which was essential for the role.
We recommend keeping track of our job portal and social media channels for any future internship opportunities that will suit your qualifications and expertise. We wish you all the best in your job search and hope that you find a position that furthers your career goals.
Thank you,
Sincerely,
Human Resource Department
Sample 7: Unprofessional behavior
Dear Applicant,
After reviewing feedback from all members of the hiring team and your supervisors during the interview, we regret to inform you that we have decided not to move forward with your application. During the interview process, there were concerns about your behavior, as everything you said and did was not consistent with a high level of professionalism that is required for this position.
We recommend that you receive feedback on your interpersonal and communication skills as well as professional conduct during job interviews. However, we encourage you to continue pursuing internships that align with your interests and qualifications. We appreciate the time and effort you put into preparing for and attending the interview and wish you the best in your future endeavors.
Thank you,
Sincerely,
Human Resource Department
Related Tips for Writing an Intern Rejection Email
Receiving an internship rejection email can be tough, especially for young and ambitious students who are still at the beginning of their career journey. As an employer or hiring manager, it’s essential to craft a well-written and thoughtful email to help the candidate understand the reasoning behind the decision and provide some constructive feedback. Here are some related tips for writing an intern rejection email:
- Be clear and concise: It’s crucial to keep your email simple, to-the-point, and easy to understand. Avoid using complicated sentences, technical terms, or industry jargon that the candidate may not be familiar with. Your message should be clear and concise, leaving no room for misinterpretation or confusion.
- Provide feedback: While it may be challenging, offering constructive feedback can help the candidate understand why they didn’t get the position and improve their skills for future interviews. Be specific about the areas where they could improve, and offer some actionable tips. This feedback will not only help the candidate but can also help you build a better relationship with them in the future.
- Show empathy: Receiving a rejection email can be discouraging for the candidate, so it’s vital to show some empathy and understanding. Acknowledge their hard work and efforts and explain how competitive the application process was. You want to convey that while they were not selected for the position, you still value their interest and dedication.
- Offer encouragement: Despite not getting the internship, it’s crucial to keep the candidate motivated and encourage them to keep applying and pursuing their career goals. Let them know that they have valuable skills and experience that will benefit them in their career path.
- Provide additional resources: If there are any relevant job openings or events that the candidate may be interested in, be sure to provide them with that information. This gesture can help them broaden their knowledge and even lead to future opportunities.
Overall, crafting a rejection email is a challenging task, but with some thoughtful consideration, it can turn into a positive experience for both the candidate and employers. By following these related tips, you can show your appreciation for the candidate’s efforts and provide them with some valuable feedback that can shape their career journey positively.
Intern Rejection Email Sample FAQs
What should I do after receiving an intern rejection email?
It’s important to stay professional and respond with a polite and gracious email thanking the company for their time and consideration.
Should I ask for feedback after receiving an intern rejection email?
It’s acceptable to ask for feedback on your application, but be open to constructive criticism and use it to improve your skills and qualifications for future opportunities.
How soon can I reapply after receiving an intern rejection email?
There’s no set timeline for reapplying, but it’s best to wait until you have gained more experience and developed your skills before applying again.
Can I respond to an intern rejection email asking for reconsideration?
It’s possible to ask for reconsideration, but only do so if you have new qualifications or experience that was not included in your original application.
What are some common reasons for receiving an intern rejection email?
Common reasons include a large pool of qualified applicants, limited availability of open positions, or a lack of qualifications or relevant experience.
Can I request a follow-up conversation after receiving an intern rejection email?
You can request a follow-up conversation, but do so in a polite and professional manner. Understand that the decision is final and the company may not have time or resources for a follow-up discussion.
Should I include the company in my job search after receiving an intern rejection email?
It’s acceptable to include the company in your job search, but focus on improving your qualifications and experience to make yourself a stronger candidate for future opportunities.
Thanks for giving it a read!
I hope our little discussion on the intern rejection email sample has given you some useful insights. Remember, rejection is not defeat but an opportunity for self-improvement. Keep up the good work and never stop pursuing your dreams. Don’t forget to keep checking back for new articles and updates! Until then, keep hustling and stay awesome!