Have you ever been tasked with writing a rejection email to a job applicant who didn’t make the cut? It’s an uncomfortable situation to be in, but one that every hiring manager inevitably faces. Crafting a respectful and thoughtful message that conveys the decision while also leaving a positive impression on the candidate can be challenging.
That’s why we’ve put together a sample email to applicant not hired to help guide you through this process. Our examples are designed to strike the right tone while still being professional and to-the-point. They can serve as a starting point that you can tweak and customize as needed.
So, whether you’re a seasoned HR professional or a novice hiring manager, take a look at our sample email to applicant not hired and see how it can help you handle this sensitive task with confidence and grace.
The Best Structure for a Sample Email to an Applicant Not Hired
Rejection emails can be challenging to craft, especially if you have to send them to multiple applicants. Knowing how to write a good rejection email is essential as it not only leaves a lasting impression on the candidate, but also shows your company’s professionalism and respect. In this article, we’ll explore the best structure for a sample email to an applicant not hired using the signature Tim Ferris writing style.
1. Start with a Clear Subject Line
The subject line should be clear and concise, indicating that the email is a rejection letter. It’s also good to include the position or job title. For example, “Job Application Status for the Sales Manager Position.”
2. Begin with a Greeting and Thank the Applicant for Applying
It’s important to start the email with a polite greeting and thank the applicant for taking the time to apply for the job. This shows that you appreciate their interest in your company.
3. Provide Feedback
Include some feedback on why the applicant wasn’t selected for the position. This educates the applicant on areas they might need to improve on, providing a beneficial takeaway. Tim Ferris advocates for using the “positive sandwich” approach, starting with positive feedback, the negative feedback, before ending with a positive comment.
4. Offer Encouragement
End with an encouraging sentence, reminding them that their skills are valuable and that there could be alternative opportunities in the future.
5. Conclusion
In conclusion, the best structure for a sample email to an applicant not hired is clear, concise, precise, and courteous. Use Tim Ferris writing style to put it into practice and provide a positive impact to the applicant. Make sure to follow up with any relevant feedback to keep the applicant engaged with the company in the future.
Sample Email Templates to Applicant Not Hired
Thank you for applying to our company, but we have decided to go with another candidate
Dear [Applicant Name],
Thank you for taking the time to apply for the [Job Position] role in our company. We appreciate your interest in our business and the effort you put into your application. We want to inform you that we have decided to move forward with a different candidate for this position.
We want to say that your application was impressive, and we see potential in your skills and qualifications. Unfortunately, we found a better fit for our current requirements. We encourage you to keep applying for similar roles in our company and wish you all the best in your future endeavors.
Thank you once again for applying, and we hope you had a pleasant experience interacting with our team.
Sincerely,
[Your Name]
Thank you for applying to our company, but we’re looking for applicants with more experience
Dear [Applicant Name],
Thank you for considering our company for your career aspirations and applying for the [Job Position] role. We appreciated reviewing your application, but we regret to inform you that we are unable to offer you the position.
The primary reason for our decision is that we are looking for applicants who possess more experience in this field and have advanced qualifications and training. Although we were impressed with your credentials and personality, we think that another candidate is better suited for this position.
You might find other roles with us in the future that match your skillset, and we encourage you to explore those opportunities when they come up.
Thank you again for applying and expressing interest in our company. We hope that you find a suitable role soon that reflects your interests and abilities.
Best regards,
[Your Name]
Thank you for applying to our company, but we have a more qualified applicant
Dear [Applicant Name],
Thank you for submitting your application for the [Job Position] role in our company. We value your interest in our business and appreciate the time and effort you put into your application.
Unfortunately, we have decided to proceed with another applicant who has demonstrated proficiency in the required skills, experience, and qualifications. We understand that this news will be disappointing, but we encourage you not to give up on job searching and explore other available opportunities.
Please bear in mind that while we were not able to offer you this position, you do have the potential to do well in other roles that may become available in our company. Thank you again for applying for this role, and we are looking forward to seeing your name in our candidate pool for future openings.
Best regards,
[Your Name]
Thank you for applying to our company, but we are no longer hiring for the position
Dear [Applicant Name],
Thank you for showing interest in the [Job Position] role. We appreciate you taking the time to submit your application.
Unfortunately, we have closed this job post and will not be proceeding with any of our applicants. We thank you for considering our company for recent opportunities. We encourage you to explore other career channels and are convinced that you will find an open job position matching your skills and experience.
Once again, thank you for your interest and kind understanding.
Best wishes,
[Your Name]
Thank you for applying to our company, but the position has been filled
Dear [Applicant Name],
Thank you for submitting your application for the [Job Position] role in our company. We appreciate the effort you put into crafting your application and taking the time to apply with us.
However, we regret to inform you that the position is no longer available, and we have found a suitable candidate to fill it. We understand that this news is disappointing, but we hope that you persist in your job search and find a position that can best utilize your talents and qualifications.
We appreciate your interest and support for our company, and we look forward to providing new opportunities in the future that can match your skills.
Thank you once again for your effort and interest in our business.
Yours sincerely,
[Your Name]
Thank you for applying to our company, but we are on a hiring freeze
Dear [Applicant Name],
Thank you for considering our company for your career aspirations and submitting your application for the [Job Position] role. We appreciate your interest in the role and the effort you put into crafting your application form.
However, we are writing to inform you that we currently have a hiring freeze in our company, meaning we are not filling any open positions we have right now. We understand the effort you put into applying and are grateful for your interest. We promise to keep you informed of any new developments, and please check our career page regularly for updates on job posts that best match your qualifications.
We appreciate your patience and understanding as we ride through these uncertain times.
Best wishes,
[Your Name]
We wish to keep your profile for future job opportunities
Dear [Applicant Name],
We wanted to reach out and say thank you for taking the time to apply for the [Job Position] role in our company. We regret to inform you that we have decided not to fill the position at this moment. However, we were impressed with your credentials and personality and see a future for you in our company.
We would like to keep your application on file and inform you of new job openings that may best match your skills. If an open position becomes available to align with your qualifications, we’ll get in contact with you for further discussion. If you would like to stay up to date on these future job offerings, please confirm by replying to this email.
Once again, thank you for submitting a great application and your interest in our company. We’re thrilled to have the chance to interact with you and look forward to potential interactions shortly.
Best regards,
[Your Name]
Tips for Writing a Professional Rejection Email to Applicants
Rejecting an applicant is never an easy task, but it is an essential part of the recruitment process. The way you handle rejections can make or break your company’s reputation. We have compiled a few tips to help you write a professional rejection email to applicants.
1. Be prompt
Applicants spend a lot of time and effort in applying for a job. It is important to respect their efforts by responding to them as soon as possible. The majority of job seekers appreciate prompt feedback. Try to get back to them within a week of their application or interview. A delay in responding will not only affect their perception of your company but may also affect your company’s reputation.
2. Use a courteous tone
The language used in a rejection email should be polite, professional, and courteous. Use the applicant’s name and begin by thanking them for their application. Be empathetic and acknowledge their efforts in the application or interview process. Avoid using negative words or phrases that may discourage the applicant, such as “we regret to inform you…” or “despite your qualifications…”
3. Provide constructive feedback
Providing feedback can be helpful, but make sure that it is constructive. Highlight the areas where the applicant did well and areas where they need improvement. This will not only help them in their job search process but also generate good word-of-mouth for your company. Provide feedback that is specific to the applicant’s experience and qualifications.
4. Encourage the applicant to apply again
Rejection is not the end of the road. Encourage the applicant to apply for other positions in your company or keep an eye out for future job postings. This will show that you value their efforts and encourage them to re-apply for other roles. Additionally, it could potentially result in finding the applicant a position with your company in the future.
Conclusion
Writing rejection emails isn’t fun, but it’s necessary. Remember that the way you handle rejections can impact your company’s reputation. Be prompt, use a courteous tone, provide constructive feedback, and encourage the applicant to apply again. This will show that your company is professional, respectful, and supportive of job seekers.
Frequently Asked Questions about Sample Email to Applicant Not Hired
What should I include in a sample email to an applicant not hired?
A sample email to an applicant not hired should include a thank you for their interest in the position, inform them they were not selected, and offer feedback or the opportunity to ask questions, if applicable.
Is it necessary to provide reasons why the applicant was not hired?
No, it is not necessary to provide specific reasons why the applicant was not hired. However, it can be helpful for applicants to receive feedback on their application or interview to improve for future opportunities.
How can I ensure the email is respectful and professional?
To ensure the email is respectful and professional, be sincere in thanking the applicant for their interest and time, clearly state they were not selected, and offer to answer any questions or provide feedback. Avoid critical or negative language.
Should I leave the door open for future opportunities?
Yes, leaving the door open for future opportunities can help maintain a positive relationship with the applicant and show your organization values their talent and potential. Offering to keep their resume on file or inform them of future openings can be a kind gesture.
When should I send the email to the applicant?
It is courteous to send the email to the applicant as soon as possible after the hiring decision has been made. This allows the applicant to move forward and seek other opportunities.
Do I need to send the email to all applicants who were not hired?
While it is not always required, sending the email to all applicants who were not hired is respectful and professional. It ensures each applicant knows where they stand and helps build a positive reputation for your organization.
Should I offer suggestions for improvement in the email?
If applicable, offering suggestions for improvement or constructive criticism can be helpful for applicants to grow and improve for future opportunities. However, be respectful and ensure the feedback is appropriate and relevant to the position.
Thanks for choosing us!
We hope this sample email to applicants not hired was helpful for you in crafting your own rejection message. Remember, it’s important to be respectful and courteous to all candidates, even if they didn’t make it to the next round. Keep in mind that providing feedback can also go a long way in helping applicants grow and improve for future job searches. Thanks again for reading, and don’t forget to check back for more helpful resources!