How To Write a Position-Filled Email (With Examples)

Want to professionally, thoughtfully, and empathetically reject job applicants? The following are different types of rejection email templates for each stage of the interview process. These will assist you to turn down job applicants at various stages in the process, whether when they are not called to interview or rejected following an interview.

Use these sample rejection templates as a guide, but they should come with a safety precaution: Handle with care. There’s always the risk of sounding hollow and like a bot when you use one-size-fits-all templates. Opt for messages that mirror your company’s employer brand tone and style, and are similar to human face-to-face conversations.

Lighting Positions & Fill Lights – OnSet ep. 61

How To Write a Position-Filled Email (With Examples)

What is a position-filled email?

A position-filled email is a type of correspondence hiring managers send to everyone who applied to their job opening once they find a qualified candidate. This email lets candidates know that they did not get the role and that the job opening is now closed. Typically, this email explains that the company found a more qualified candidate for their team. You may send this to candidates you interviewed or those who recently sent in an application.

What is the purpose of writing a position-filled email?

Here are a few reasons you might write a position-filled email:

• To be courteous to candidates: Letting candidates know they didn’t get the job can help them move on to other opportunities. This prevents them from spending time reaching out to you when they didn’t get the role.

• To improve your brand’s reputation: Reaching out to candidates shows you appreciate their desire to work for your company. By being respectful of their efforts, you can maintain a good rapport with those who applied.

• To encourage candidates to apply again: If a candidate was promising but not your top choice for a particular position, sending a position-filled email can encourage them to apply another time. You can let them know you’re keeping their resume on file.

• To reduce the number of emails you receive: Sending a position-filled email prevents candidates from following up with you. This can help you keep a cleaner inbox and stay organized.

How to write a position-filled email

Follow these steps to write a position-filled email:

1. Create a few different templates

There may be different scenarios for each position-filled email you send. By writing templates in advance, you can save yourself a lot of time when you want to send out a batch of emails. Here are different templates you can write:

• Promising candidate: When a candidate was one of your favorites but wasn’t your top pick, you can send them an email letting them know they had many of the qualifications you wanted, but someone was a better fit for the role. Use this email to encourage them to apply again and let them know you have their resume on file.

• Unqualified candidate: If a candidate didn’t meet most of your requirements, kindly let them know you were looking for a more experienced candidate. Use this email to wish them luck in their job search.

• Late candidate: A candidate may apply to your job opening after the deadline has passed. This email lets them know that this is the reason you aren’t moving forward with them as a candidate.

2. Keep it generic

Unless a candidate specifically asks for your reasoning, you can keep your reasoning for your rejection generic. Simply let them know you found the right candidate for your team and that you filled the position. You want the email to sound professional and polite. Try to be empathetic of their position, remembering that searching for a job requires time and effort.

3. Show your appreciation

Let the candidate know you appreciate them applying to your company. Wish them luck in the rest of their job search, sharing a few words of encouragement. Its better to be nice rather than mentioning specific reasons you decided to go forward with someone else.

4. Carefully proofread

Since you may use this as a mass email, its important that its free from any errors. Carefully scan it for any grammar, spelling and clarity errors. Ask one of your team members to read it too. Ask them if the tone of the email sounds professional and is appropriate for your company to send.

Position-filled email examples

Here are examples of different kinds of position-filled emails:

Promising candidate example

Here is an example of an email for a candidate you may hire in the future:

Dear Josie,

It was great getting to know you and learn more about your credentials. Unfortunately, we are moving forward with another candidate at this time. We truly appreciate you applying to our company and value what you had to share with us.

We feel that many of your skills and experiences align with our companys needs, which is why we are keeping your resume on file. Please consider applying for future job openings with us. If you have any questions, please reach out directly.

Best of luck with your job search.

Best,
Cindy Meyers
Hiring manager

Unqualified candidate example

Here is an email for a candidate who didnt meet your credentials:

Dear Micheal,

I am writing to inform you that our team is not moving forward with your application. We felt we needed a candidate with more experience for this position.

Thank you for submitting an application for this role. We hope you find a role that better suits your current credentials.

Sincerely,
George Hillson
HR manager

Late candidate example

Here is an email for a candidate who missed your application deadline:

Dear Ari,

Thank you for applying to our position. Unfortunately, we received your application after the deadline. We have offered the role to another candidate. When applying in the future, please be mindful of the closing date of our applications.

Best of luck with the rest of your job search. We hope you find something that matches your professional goals.

Thanks,
Linda Rogers
HR specialist

Date
Applicant Name
Address
City, State Zip
Dear Applicant,
Thank you for your interest in the College of William & Mary and for submitting your
application for the (insert job title) position with (insert department name). We
especially appreciate the time and effort you put into the application process
The interview pool was very competitive. After careful consideration another candidate
has been selected. We do hope that you will pursue future opportunities with the
College of William & Mary. You may learn about these opportunities by viewing our
online employment site at https://jobs.wm.edu. Best wishes,
Sincerely,

“Position Has Been Filled” Email Letter

What is a “Position Filled” Email?

A position-filled email is an email that hiring managers and HR coordinators send to all candidates who applied to their job ad but were not selected for the role.

By informing unsuccessful candidates that the position has been filled, you show them that you value their time. You also allow them to move onto other opportunities without uncertainty.

How to Write a Position Has Been Filled Email?

Writing a good “position has been filled” email requires some thought and planning. Some candidates might have been better qualified than others — should they receive a different letter? Should the tone be the same for everyone? And, is a company obligated to provide reasons behind not selecting a particular candidate?

Here are some tips for writing a “position has been filled” email:

1. Write different templates based on the candidate: Not all candidates are the same, so it’s important to prepare different templates accordingly. You might have some qualified candidates and other unqualified candidates. And, some candidates might have missed the application deadline or failed to show up for the interview.
2. Avoid too much detail: Your email should be short and sweet. You don’t need to offer the company’s rationale in deciding not to go with a particular candidate. Simply inform the candidate that the position was filled with grace and politeness. If they request more detailed reasoning, you can provide that later.
3. Be courteous: Applicants spend a lot of time preparing their resumes and cover letters for a job application. Reviewing the company values and role duties also take time. Make sure you’re respectful and courteous in your email and show the candidates that you appreciate their interest in the position.
4. Proofread for grammatical errors and alignment with company values: Proofread your email before you send it. You might also want to check for company alignment in your email. Use words that are consistent with your brand if possible.

FAQ

What does it mean when a position is filled?