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3 Job Rejection Email Samples That Can Be Used Today

It is well known that it's not an easy task to write rejections for applications, yet the bad news still has to be delivered. But be careful, using the wrong wording may scare applicants or lead to a damaged employer image. Don't worry! We have three job rejection email samples for you that can be used immediately and we will explain why you should use them.

Business - Job Rejection Email Samples

3 Job Rejection Email Samples

It's understandable that recruiters prefer to focus on hiring rather than rejections. Writing job rejections is always an unpleasant process, but in the age of employer rating sites like Glassdoor it is an important part of recruiting.

As a recruiter, you shouldn't run the risk of damaging your employer image with negative reviews on the web. In order to save you from the unpleasant process of writing a rejection, we have 3 sample job rejection emails for you, so that your candidate can still have a positive candidate journey despite the rejection.

1. Sample rejection email of a general application:

Dear Applicant's name,

Thank you very much for your general application and your interest in our company.

Unfortunately, we have to inform you that we do not have any vacancies at the moment that match your qualifications.

We would like to stay in contact with you and add your promising profile in our talent pool in order to be able to contact you in the future with suitable job offers and to draw your attention to new job offers. If you are interested, please fill out the form via this link: Add the link to your talent pool here

We wish you all the best for the future and hope to hear from you again soon.

Kind regards,

Sender's name

2. Sample rejection email of a specific application:

Dear Applicant's name,

Thank you very much for your application for the job title position and your interest in our company.

Unfortunately, we have to inform you...

...that we have already filled the position with another candidate.

... that we are not able to move forward in the recruiting process with you. Please do not take this as a devaluation of your knowledge and skills. We received a large number of applications and our decision is based on a number of factors.

... that we are withdrawing the advertised position and will not be filling it at this time. We sincerely apologize for this inconvenience.

We would like to stay in contact with you and add your promising profile in our talent pool in order to be able to contact you in the future with suitable job offers and to draw your attention to new job offers. If you are interested, please fill out the form via this link: Add the link to your talent pool here

We wish you all the best for the future and hope to hear from you again soon.

Kind regards,

Sender's name

3. Sample rejection email after a personal introduction:

Dear Applicant's name,

Thank you very much for your application for the job title position and your interest in our company. It was a pleasure for us to get to know you personally.

Unfortunately, we have to inform you...

...that we've chosen another candidate. Please do not take this as a devaluation of your knowledge and skills. We received a large number of applications and our decision is based on a number of factors.

... that we are withdrawing the advertised position and will not be filling it at this time. We sincerely apologize for this inconvenience.

We would like to stay in contact with you and add your promising profile in our talent pool in order to be able to contact you in the future with suitable job offers and to draw your attention to new job offers. If you are interested, please fill out the form via this link: Add the link to your talent pool here

We wish you all the best for the future and hope to get back in touch with you soon.

Kind regards,

Sender's name

Why you should use these sample job rejection emails

Although you are the bearer of bad news, you want to remain in a positive relationship with the applicant. There are three main aspects that we have considered and implemented for this purpose in our email samples:

  • 1. Personalization: Standard phrases such as "Dear applicant" should be avoided. Speak to your applicants by name, thank them for their interest in your company, and refer to the position. 
  • 2. Reason for rejection: Nothing annoys applicants as much as not getting a reasoning for the rejection. In a study of 1,500 respondents, this aspect ranked first among the aggravating factors in the application process. There are various reasons that may have led to the rejection and it may seem difficult to formulate these positively. In our sample, you will find some help for the correct formulation.
  • 3. Stay in touch: This aspect serves both your prospective candidates and your company. The offer to include the candidate in your talent pool enables you to reach out to them for subsequent vacancies and point out new job offers.

We can help you!

Writing and sending rejections presents recruiters with a number of challenges time and again: In addition to finding the right text, difficulties with coordination and timing also play a role. We are there for you! In addition to a talent pool, our software supports you, for example, by enabling you to send a large number of personalized rejections (in compliance with data protection regulations) with just a few clicks. You can request a demo here now!

Check out our page "The Ultimate Guide to Job Rejection Emails" to find further resources on the topic of job rejections.

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Topics: application management