10 Professional Reject Email Sample Templates For Different Situations

Are you tired of sending rejection emails that sound cold and impersonal? If so, you’re not alone. Crafting a compassionate and respectful rejection email can be challenging, especially if you’re dealing with disappointed applicants. But don’t worry, I’ve got you covered. In this article, you’ll find useful reject email samples that you can use as a template for your own rejections. What’s great about these samples is that you can edit them as needed to make them sound authentic and personal. So if you’re ready to improve your rejection emails and provide a positive experience for your applicants, just keep reading.

The Best Structure for a Reject Email Sample

Writing a rejection email is never an easy task, but it’s a necessary part of any business. As a business owner or hiring manager, you want to make sure that you are not only being fair and respectful of the person who applied for the position or opportunity, but also that you are providing them with clear feedback on why they were not selected. In this article, we’ll outline the best structure for a reject email sample, using the writing style of Tim Ferris.

Introduction

Start off your email with a brief introduction that sets the tone for the rest of your message. Consider including a sentence or two acknowledging the candidate’s application and expressing your appreciation for their interest in your company or opportunity. You could say something like:

“Dear [Applicant’s Name],

Thank you for taking the time to apply for [position/ opportunity] at [company name]. We appreciate your interest in our organization and the effort you put into your application.”

The Body

The main body of your email should contain the specific reason why the applicant is being rejected. Be honest but also tactful and respectful. You want to be clear and direct, but avoid harsh or offensive language. Let them know that it was a tough decision and that you appreciate their effort. You can use this structure to guide you:

First, Express Regret and Gratitude

Begin by acknowledging that you are sorry that their application couldn’t be accepted and thanking them for their interest. For example:

“Although we were impressed with your experience, unfortunately, we cannot offer you the [position/opportunity] at this time. We received a high number of applications, and after careful consideration, we have decided to move forward with other candidates. We are grateful for the time you took to submit your application and for your interest in our company.”

Then, Be Clear and Specific

Next, provide specific and constructive feedback about the candidate’s application. This could be anything from their skills and experience to their interview or sample work. Be sure to balance positive feedback with areas for improvement. For example:

“While your experience and skills are impressive, we were looking for someone with more experience in [specific skill/aspect of the job]. Additionally, we noticed that your [specific part, e.g. resume, cover letter, work samples] lacked [particular aspect, e.g. detail, organization, alignment with the job requirements].”

Finally, Encourage Them for Future Opportunities

End your email on a positive note by encouraging the candidate to continue applying in the future and wishing them good luck in their job search. You can say something like:

“We understand that this may be disappointing news for you, but we encourage you to keep pursuing your career goals and to apply to other opportunities with our company in the future, as we are always looking for talented professionals to join our team. Thank you again for your interest in our organization.”

Closing

End your email with a polite closing statement and encourage them to stay connected with your company. Here is an example:

“Best wishes for your future endeavors. Please don’t hesitate to connect with us again in the future. We’ll keep your resume on file and consider it for other positions that open up. Thanks again for your interest in our organization.”

Conclusion

Writing a rejection email may not be easy, but it’s a necessary part of doing business. By following the structure described above, you can write an effective and respectful email that not only provides feedback to the applicant but also represents your company in a positive light. Remember to be clear, specific, and kind, and you’ll be on your way to building a strong and respectful relationship with all your applicants and contacts.

7 Sample Rejection Email Letters

Thank you for your interest

Dear [Name],

I appreciate your interest in our company and your application for the [Position]. However, after careful consideration, we have decided not to move forward with your application. We received many qualified candidates and unfortunately, we cannot offer a position to all of them.

Thank you again for your interest and wishing you the best in your job search.

Best regards,

[Your Name]

Your experience does not match our requirements

Dear [Name],

Thank you for your interest in our company and your application for the [Position]. However, we have decided not to move forward with your application as we are looking for someone with more experience in [specific field].