We understand that receiving a “we regret to inform you” email can be disappointing and demoralizing. It can make you feel like you’ve been rejected, overlooked, or that your hard work was for nothing. However, it’s important to remember that rejection is a natural part of the job application process. And, in some cases, it may not even be a reflection of your qualifications or abilities.
At times like these, it can be helpful to have a sample of a “we regret to inform you” email in hand. This is why we’ve put together a collection of examples that you can use as a starting point for crafting your own message. Whether you need to decline a job offer or notify a candidate that they haven’t been selected for an interview, you’ll find plenty of inspiration in our sample emails.
Of course, it’s important to personalize your message based on the situation at hand. You might need to change the language, tone, or format to suit your needs. But by starting with a template, you’ll save time and energy, while still conveying your message in a clear and professional manner.
So next time you need to write a “we regret to inform you” email, don’t hesitate to consult our samples. You’ll find that with a little bit of editing and tweaking, you can create a message that is both empathetic and effective.
The Best Structure for a “We Regret to Inform You” Email:
When it comes to sending a “we regret to inform you” email, structure is everything. You want to make sure that your message is clear, concise, and empathetic, while also providing any necessary information and expressing gratitude for the recipient’s interest or effort. Here are some tips for crafting the best structure for your email:
1. Start with a Clear and Empathetic Statement: Your subject line and opening sentence should clearly state the bad news and express empathy for the recipient. For example:
Subject line: Rejection of Job Application
Opening sentence: Thank you for your interest in our company and for taking the time to apply for the [position name] role. We regret to inform you that we are not moving forward with your application at this time.
2. Provide a Reason (if Possible): If there is a specific reason why the recipient is not being selected, it’s important to provide that information in a respectful and professional manner. This can help the recipient understand the decision and potentially improve their future prospects. For example:
Reason: “While we were impressed with your experience and qualifications, we received an overwhelming number of applicants for this role and had to make some tough decisions.”
3. Offer Next Steps (if Applicable): Depending on the situation, you may want to provide information about next steps or alternative options for the recipient. For example, if they applied for a job, you could offer to keep their resume on file for future openings or provide information about other positions that they may be a better fit for. For example:
Next Steps: “We encourage you to continue to watch our job postings and apply to any other positions that may be a good fit for your skills and experience.”
4. Express Gratitude: Regardless of the outcome, it’s important to express gratitude for the recipient’s interest or effort. This can soften the blow and maintain a positive tone for future interactions. For example:
Gratitude: “We are grateful for your interest in our company and wish you all the best in your future endeavors.”
By following these guidelines, you can structure your “we regret to inform you” email in a way that is clear, empathetic, and professional. Remember to proofread and edit your message carefully before sending it, and consider offering additional support or resources if appropriate.
7 Regret to Inform You Email Templates for Different Reasons
Rejection Letter: We Regret to Inform You of Our Decision
Dear [Applicant],
Thank you for your interest in the [Position], and for taking the time to apply for the job. After careful consideration, we regret to inform you that we have determined that you are not the best candidate for this position.
Please know that our decision was based on a thorough and thoughtful evaluation of all applicants, and was not a reflection of your qualifications or abilities. We appreciate your interest in our company, and encourage you to apply for other open positions in the future.
Sincerely,
[Company Name]
Apology Letter: We Regret to Inform You of Our Mistake
Dear [Customer],
We are writing to apologize for the mistake we made in processing your recent order. We regret to inform you that due to an error on our part, your order was not shipped as expected and did not arrive by the promised delivery date.
We understand how frustrating this must be, and we want to make it right. We have already taken steps to ensure that this does not happen again in the future, and will be contacting you shortly to arrange for expedited shipping and compensation for the inconvenience.
Again, we apologize for any inconvenience this has caused, and we thank you for your patience and understanding.
Sincerely,
[Company Name]
Refund Letter: We Regret to Inform You of Our Inability to Process Your Refund
Dear [Customer],
We regret to inform you that we are unable to process your refund request at this time. After carefully reviewing your claim, we have determined that the item in question does not meet our qualifications for a refund.
Please note that our refund policy is in place to ensure fairness and consistency for all customers. While we understand your frustration with this decision, we must abide by our policy in this matter.
We appreciate your business, and hope that you will continue to shop with us in the future.
Sincerely,
[Company Name]
Termination Letter: We Regret to Inform You of Our Decision to Terminate Your Employment
Dear [Employee],
We regret to inform you that we have made the difficult decision to terminate your employment with our company. This decision was not made lightly, and followed a series of documented performance issues and disciplinary action.
Please know that we value the contributions you have made to our company, and wish you the best of luck in your future career endeavors. We will provide you with all necessary information regarding your final paycheck and any benefits due to you.
Sincerely,
[Company Name]
Rejection Letter: We Regret to Inform You That We Cannot Accept Your Proposal
Dear [Vendor],
We regret to inform you that after careful review, we have determined that we cannot accept your proposal for the [Project]. This decision was based on a number of factors including budget constraints, timeline, and other competitive bids.
We appreciate the time and effort that you put into your proposal, and encourage you to keep our company in mind for future opportunities. Please do not hesitate to reach out if you have any further questions or concerns.
Sincerely,
[Company Name]
Interview Cancellation Letter: We Regret to Inform You That We Must Cancel Your Scheduled Interview
Dear [Applicant],
We regret to inform you that we must cancel your scheduled interview for the [Position] that was scheduled for [Date and Time]. Unfortunately, due to unforeseen circumstances, we are unable to move forward with our hiring process at this time.
Please know that your application remains on file, and we will reach out to you should any future opportunities arise that we feel are a good match for your skills and experience. We appreciate your interest in our company, and wish you the best of luck in your job search.
Sincerely,
[Company Name]
Rescheduling Letter: We Regret to Inform You That We Must Reschedule Your Meeting
Dear [Client],
We regret to inform you that we must reschedule our meeting that was scheduled for [Date and Time]. Unfortunately, due to unforeseen circumstances, we are unable to proceed with the meeting at this time.
We will contact you shortly to arrange for a new meeting date and time that works for you. We apologize for any inconvenience this may have caused, and we appreciate your flexibility in working with us to find a new meeting time.
Sincerely,
[Company Name]
Tips for Writing a We Regret to Inform You Email
Receiving a “we regret to inform you” email can be tough, but writing one can be just as challenging. Whether you’re turning down an applicant for a job or denying a request, you want to handle the situation professionally and with empathy. Here are some in-depth tips to help you write a “we regret to inform you” email that’s respectful, thoughtful, and clear.
1. Start with a positive tone.
It’s important to frame the email in a positive and respectful manner. Start with a brief expression of gratitude for the applicant’s interest, request, or project. You can say something like: “Thank you for applying for the position,” “We appreciate the time and effort you put into your proposal,” or “Thank you for considering our team to help with your project.” This sets the tone for the rest of the email and shows that you value their efforts and interest.
2. Be clear and concise.
Don’t beat around the bush; get to the point. Be clear and concise about why you’re sending this email and the decision you’ve made. Clearly state the reason for the decision, but remain polite and tactful. For example: “We had many strong candidates, but have decided to move forward with someone else who we believe is a better fit,” or “We regret to inform you that we cannot approve your request at this time because it doesn’t align with our company’s goals.” This informs the recipient of the decision without leaving any room for confusion or misunderstandings.
3. Express regret and empathy.
Show empathy towards the recipient and acknowledge their efforts. A simple statement such as, “We understand that this may be disappointing news,” or “We know how much time and effort you put into this project,” can go a long way in showing empathy and respect. You can also express regret by saying something like: “We regret that we couldn’t offer you the position,” or “We are sorry we cannot fulfill your request at this time.” This shows that you recognize the situation and the impact it may have on the recipient.
4. Offer additional feedback or solutions (if possible).
If appropriate, you can offer additional feedback or solutions that may help the recipient in the future. For example, you can say: “We were impressed with your qualifications and encourage you to apply for similar positions in the future,” or “While we cannot approve your request, we would be happy to explore other options with you that align with our company’s goals.” Offering solutions or feedback can provide the recipient with constructive criticism, which can be helpful in future endeavors.
5. End with a positive note.
Even when delivering bad news, you want to end on a positive note. Thank the recipient again for their interest or efforts and wish them well in their future endeavors. You can add a final sentence such as: “We wish you the best of luck in your job search,” or “Thank you for considering our team and we wish you success in your project.” This shows that you appreciate their interest and that you recognize their potential.
Writing a “we regret to inform you” email can be tough, but it doesn’t have to be unpleasant. By following these tips, you can ensure that the email is professional, empathetic, and respectful. Remember, the recipient may be disappointed, but how you deliver the message can make all the difference.
Frequently Asked Questions about the “We Regret to Inform You” Email Sample
What is a “We Regret to Inform You” email?
A “We Regret to Inform You” email is a notification sent to an applicant who did not get accepted for a particular opportunity, such as a job or scholarship.
Why do organizations send “We Regret to Inform You” emails?
Organizations send “We Regret to Inform You” emails as a courtesy to let applicants know that they were not selected. This allows applicants to move on and consider other opportunities.
What should I do if I receive a “We Regret to Inform You” email?
If you receive a “We Regret to Inform You” email, it is best to acknowledge it politely and thank the organization for their consideration. You can also ask for feedback on your application to improve in the future.
How should I respond to a “We Regret to Inform You” email?
You should respond to a “We Regret to Inform You” email politely and professionally. You can thank the organization for their consideration and ask for feedback if you wish.
Why didn’t I get accepted after receiving a “We Regret to Inform You” email?
There can be many reasons why you did not get accepted for a particular opportunity, such as not meeting the qualifications or competition from other applicants. It is best to ask for feedback to improve in the future.
Can I still apply for other opportunities with the same organization after receiving a “We Regret to Inform You” email?
Yes, you can still apply for other opportunities with the same organization after receiving a “We Regret to Inform You” email. However, it is important to acknowledge the rejection and strive to improve your application for future opportunities.
How can I avoid receiving a “We Regret to Inform You” email in the future?
You can avoid receiving a “We Regret to Inform You” email in the future by thoroughly researching the opportunity and requirements before applying, tailoring your application to the specific opportunity, and seeking feedback on your application to improve in the future.
Sorry to Break the News
We hope this sample of a “we regret to inform you” email template has been helpful to you. We figure that receiving news of a rejection letter is not easy. Nevertheless, keep in mind that there are a lot of opportunities out there, and sometimes we just need to have a little more patience. Thanks for reading through this article, we hope to see you visit us again soon. Who knows? Maybe our future topics will be of more fortune to you.