How to Write a Job Application Rejection Email (With Examples)

After interviewing candidates, it’s good practice to tell them the outcome, whether or not they go on to the next hiring stage. If a candidate didn’t pass the screening, they should be informed so that they are not left waiting for a response. The lack of feedback can leave unsuccessful candidates feeling disheartened. There are many reasons the candidate does not succeed in the application process, sometimes they are overqualified (in this case, click here for the specific email template), or they require better credentials (you can use this template instead).

A job application rejection email template is a handy tool to have on hand to streamline this stage of the recruitment process.

It’s important to know how to reject a job application politely. A job application rejection email is a simple and courteous way to interact with unsuccessful applicants. Sending them preserves the company’s good reputation and professionalism.

By acknowledging the applicant’s effort and expressing sincere gratitude for their time and effort, companies show that they’re taking their recruitment process seriously. This sets a positive tone for the applicant and shows that the company values and respects the people it deals with.

When it is necessary to reject a job application, email the unsuccessful jobseeker the news, and remember to make them feel respected. Try to turn a negative job application outcome into a positive learning opportunity.

Take the time to craft a meaningful and polite response. Here are some of the key elements to include in an email template for a job application rejection:

Personalise

Include the candidate’s name and the position they applied for.

Show gratitude

Thank them for taking the time to apply and express admiration for their skills and qualifications.

Give feedback

Provide helpful comments on why your organisation chose another candidate or why their job application didn’t make the cut. If able, offer advice on possible ways the candidate can improve their job application for the future.

Suggest alternatives

Consider offering the candidate potential openings your company may have later on.

Wish them well

End your job application rejection email with well wishes and any other resources available to the candidate. You may also invite them to apply to your company again in the future.

A template makes the process of notifying jobseekers easier and faster. Here’s a job application rejection email template that you can adjust for your organisation.

By sending polite job application rejection emails, companies engage in a more professional process which leads to stronger applicant relationships and an improved recruitment experience for all involved. In the long run, this will help companies attract and retain the best candidates.