Nobody likes being rejected, and depending on how you craft your message, you could end up with an upset but understanding candidate who becomes a fan of your brand and how you handle candidate communications. Or, you could end up with an angry applicant who takes to sites like Glassdoor to talk about their poor experience.
Regardless, sending rejection letters to applicants who don’t make the final cut is an inevitable part of the hiring process. And since rejection letters impact the candidate experience, employer branding, and long-term talent acquisition strategy, they’re pretty important.
So, how do you craft a polite rejection letter in a way that’s considerate and doesn’t twist the knife any further? Luckily, learning how to write a rejection letter is more about following a good recipe than needing any great creative writing skills.
Having to tell someone “no” or reject their application, proposal, or request is never easy But rejection is an inevitable part of business Whether you’re turning down a job candidate, contract bid, or sales pitch, it’s important to do so with care and professionalism. The way you craft a rejection letter can leave a lasting impact on your reputation and relationship with the recipient.
Here are some tips for writing a tactful gracious rejection letter
Open with Gratitude
Begin your rejection letter by warmly thanking the person for their time effort, or submission. Express genuine appreciation for their consideration. Starting positively sets a respectful tone even though the ultimate message is one they don’t want to hear.
For example:
“Thank you for taking the time to interview for the Sales Associate role here at XYZ Company. We appreciate you considering our organization.”
Provide Context
Give some background for why you have to reject their application, bid, or proposal. This shows that you carefully weighed the decision. Context also helps soften the blow by explaining external factors that influenced the outcome.
If you received strong submissions, explain:
“We had over 100 impressive candidates apply for this position, making the selection process highly competitive.”
Or if budget constraints were an issue:
“While your bid was compelling, unexpected budget cuts unfortunately limit our contracting capabilities at this time.”
Transparency and context help demonstrate the decision was not personal.
Be Specific
Avoid vague rejections that offer no details. Specifically state why the person or submission was ultimately not selected. This constructive feedback shows time was taken to make an informed choice.
For job seekers, cite specific missing qualifications that factored into the decision, like:
“While your background is impressive, we chose a candidate with more experience directly managing large sales teams.”
For proposals or bids, detail objective factors that shaped the outcome:
“Your proposal was robust in many areas. However, the 8-month timeline you outlined exceeded the project timeline we can accommodate based on internal deadlines.”
Being direct yet professional gives helpful insight.
Focus on the Positive
Wherever appropriate, balance the rejection with some positive reinforcement. Mention strengths you saw in the person or their work. Communicate areas that impressed you or opportunities for growth.
For example:
“Your passion for our mission and cultural fit with the team were evident from our discussions. Stay in touch, as there could be other roles well suited to your talents down the road.”
Or for bids or submissions:
“Your team presented an innovative approach in your proposal. Please keep us in mind for future projects, as we were very impressed with your expertise.”
A few sincere positives maintain goodwill and soften the rejection.
Express Care for the Recipient
A rejection can elicit defensiveness, anger or hurt feelings. Where suitable, convey empathy for the impact of the decision. This reflects emotional intelligence and consideration for the recipient’s standpoint.
For example:
“We know how disappointing this news must be after your time and effort spent interviewing. We had many applicants who would have thrived here and had to make difficult choices.”
Showing care for the rejected party’s perspective creates a human connection.
Thank and Encourage
Conclude your rejection letter by thanking the recipient again for their time and interest. Offer an encouraging statement about chances in the future if applicable. This inspires them to move forward constructively.
For example:
“We appreciate you considering XYZ Company and wish you the best. Please apply for other openings that may align better with your skills and experience.”
Or:
“Thank you again for your compelling proposal. We hope there will be other opportunities to collaborate successfully in the future.”
Reaching out further down the road can also revive possibilities once the sting of rejection has passed.
The most thoughtful rejection letters balance honesty with empathy. Avoid form letters or cold, impersonal language. Take the time to craft a letter that clearly explains your decision while preserving relationships. With care and consideration, it’s possible to deliver bad news tactfully.
Write different rejection letters for each stage in the hiring process
You wouldn’t break up with someone you’ve dated for two months the same way as a partner of five years. The same applies here. There should be a different rejection letter template for every stage of the hiring funnel.
The further along the candidate is in the process, the more personalized and detailed the letter should be.
The level of detail in the core message should increase depending on how far the candidate has made it in the process, such as after the initial phone screen or pre-employment skills assessment, after a manager interview, and after a homework assignment.
Let’s take a look at some more rejection letter samples depending on the stage of the interview process the candidate made it to:
Thank you for your taking the time to apply for the [position] role at [company]. Your application was unfortunately unsuccessful. We wish you luck with your job search.
Thank you, [candidate name], for taking the time to meet with [manager name] and share more information about your [job title] skills and experience. Unfortunately, we will not be taking your application to the next round.
While we appreciate your efforts, we have decided to move forward with another candidate who has more experience in [skill/software] for this position.
We wish you the best of luck with your job search.
Great job with your homework assignment, [candidate name]. We can see that your [role/task] skills are really well-honed. You know your stuff!
And while you do have what it takes for this type of position, we have chosen to go with another candidate. It was not an easy decision, but we felt they were a better fit due to their particular proficiency in [skill] and their [another point tied to the job spec]. Unfortunately, your application will not be taken further.
However, we’d hate to lose touch with you, as there may be a future position that matches your fantastic skill set. May we retain your details in our database?
In the meantime, we wish you all the best in your job search and success on your career journey. Feel free to reach out if you have any further questions.
Should we send a rejection email to internal candidates?
Yes, but an internal candidate rejection will be a bit different than one for external candidates in these ways:
- Provide a more detailed explanation of the decision: They’re more familiar with the company’s needs, processes, and necessary qualifications.
- Share detailed, open feedback: If they want to grow in the company, open feedback and detailing their next steps will help them better plan any internal mobility moves and general career growth.
- Strike the right tone: You need to be professional but bear in mind that you already have a relationship with the person.
How To Write A Job Offer Rejection Letter Step by Step Guide | Writing Practices
How do I write a rejection letter?
You can use this basic template to create simple rejection letters: Subject: [Company name] – [Job title] Dear [Candidate name], Thank you for applying for our open [job] position. We appreciate the time you took to [submit an application or come in for an interview]. We have decided to move forward with other candidates at this time.
Should you send rejection letters?
When you’re hiring for an open position, you’ll likely review many resumes and interview several candidates, and you can only hire one person. Sending rejection letters to candidates who you’re no longer considering is an important part of the hiring process.
Should you use a rejection letter template?
This often leads to generic emails, or worse, complete silence – that’s where a rejection letter template can come in handy. While it’s never fun to do it, there are kind yet professional ways to reject an applicant that preserve your employer brand. You might not think twice about a rejection letter once you send it.
How do you close a rejection letter?
Your closing is the last impression you can make on the candidate in your rejection letter. In one or two short sentences, thank the candidate again for their time, and wish them luck in their efforts. Example: “Thank you again for your time, and good luck in your efforts.”
