What is an Applicant Rejection Email?
An Applicant Rejection Email is a formal message sent by an employer or recruiter to inform a job candidate that they have not been selected for the position they applied for. It is a crucial part of the hiring process that ensures professionalism and maintains a positive employer brand.
What Should Be Included in a Rejection Email?
A well-crafted applicant rejection email should be professional, polite, and clear. Here are the key elements to include:
Subject Line: Keep it clear and professional (e.g., Update on Your Application for [Job Title])
Greeting: Address the candidate by name for a personal touch.
Thank You Note: Express appreciation for their time and effort in applying.
Rejection Statement: Clearly state that they were not selected for the position.
Reason (Optional): You can briefly mention the reason (e.g., a strong applicant pool, better alignment with another candidate, etc.).
Encouragement & Future Opportunities (Optional): If applicable, invite them to apply for future roles or keep in touch.
Closing & Best Wishes: End on a positive note, wishing them success in their job search.
Here are some Applicant Rejection Email Template:
1. General Rejection Email
Subject: Update on Your Application for [Job Title]
Dear [Candidate’s Name],
Thank you for taking the time to apply for the [Job Title] position at [Company Name]. We appreciate the effort you put into the application process.
After careful consideration, we regret to inform you that we have decided to move forward with another candidate. However, we truly appreciate your interest in our company and encourage you to apply for future opportunities that align with your skills.
We wish you the best of luck in your job search and future career.
Best regards, [Your Name] [Your Job Title] [Company Name]
2. Rejection After Resume Review
Subject: Application Status for [Job Title]
Dear [Candidate’s Name],
We appreciate your interest in the [Job Title] position at [Company Name]. After reviewing your application, we have decided to move forward with candidates whose experience and qualifications align more closely with our needs at this time.
Thank you again for your interest in [Company Name]. We encourage you to keep an eye on future openings that may be a better fit.
Best wishes, [Your Name] [Your Job Title] [Company Name]
3. Rejection After Initial Interview
Subject: Thank You for Your Time – [Job Title]
Dear [Candidate’s Name],
We enjoyed speaking with you about the [Job Title] position and learning more about your skills and experiences.
After careful consideration, we have decided to proceed with another candidate who more closely matches our current needs. However, we were impressed with your background and encourage you to apply for future roles with [Company Name].
We appreciate your time and effort and wish you success in your job search.
Best regards, [Your Name] [Your Job Title] [Company Name]
4. Rejection After Final Interview
Subject: Update on Your Interview for [Job Title]
Dear [Candidate’s Name],
Thank you for taking the time to meet with us and for your interest in the [Job Title] position at [Company Name]. We truly enjoyed getting to know you.
After much deliberation, we have decided to move forward with another candidate who more closely matches our current needs. Please know that this decision was not an easy one, as we were highly impressed with your experience and skills.
We sincerely appreciate your effort and hope to cross paths in the future. Wishing you all the best in your career.
Best regards, [Your Name] [Your Job Title] [Company Name]
5. Rejection with Encouragement to Apply Again
Subject: Thank You for Your Application
Dear [Candidate’s Name],
Thank you for your application for the [Job Title] position at [Company Name]. We truly appreciate the time and effort you invested in the process.
While we have chosen another candidate for this role, we were impressed with your qualifications and encourage you to apply for future openings at [Company Name].
We look forward to staying in touch and hope to consider you for upcoming opportunities.
Best regards, [Your Name] [Your Job Title] [Company Name]
6. Rejection Due to High Number of Applicants
Subject: Application Update – [Job Title]
Dear [Candidate’s Name],
Thank you for applying for the [Job Title] position at [Company Name]. We received an overwhelming number of applications, making the selection process incredibly competitive.
Unfortunately, we have decided to move forward with another candidate at this time. However, we truly appreciate your interest and encourage you to apply for future opportunities with us.
We wish you the best in your job search and professional journey.
Best regards, [Your Name] [Your Job Title] [Company Name]
7. Rejection Due to Cultural Fit
Subject: Thank You for Your Interest in [Company Name]
Dear [Candidate’s Name],
Thank you for taking the time to interview for the [Job Title] position at [Company Name]. We greatly appreciate the opportunity to learn more about your background and experiences.
After careful evaluation, we have chosen to proceed with another candidate whose values and approach better align with our team’s current dynamics. This decision does not reflect negatively on your skills or abilities, and we encourage you to explore future opportunities with us.
We sincerely appreciate your interest and wish you success in your career.
Best regards, [Your Name] [Your Job Title] [Company Name]
8. Rejection for Internal Candidate Selection
Subject: Application Update – [Job Title]
Dear [Candidate’s Name],
Thank you for your interest in the [Job Title] position at [Company Name]. We truly appreciate the time you invested in the interview process.
After much consideration, we have decided to fill this position internally. While we are unable to offer you the role at this time, we were impressed with your background and would love to stay in touch for future opportunities.
We encourage you to keep an eye on our careers page and apply for roles that align with your expertise.
Best regards, [Your Name] [Your Job Title] [Company Name]
9. Rejection Due to Salary Expectations Mismatch
Subject: Thank You for Your Time – [Job Title]
Dear [Candidate’s Name],
We appreciate your interest in the [Job Title] role at [Company Name] and enjoyed learning more about your experience and skills.
After reviewing your salary expectations, we regret to inform you that we are unable to move forward at this time due to budget constraints.
However, we truly appreciate your application and hope to reconnect in the future when a suitable opportunity aligns with both your skills and compensation expectations.
Best regards, [Your Name] [Your Job Title] [Company Name]
10. Polite & Personal Rejection Email
Subject: Thank You for Your Interest in [Company Name]
Dear [Candidate’s Name],
We sincerely appreciate the time and effort you put into applying for the [Job Title] position. It was a pleasure getting to know you during the process.
After careful consideration, we have decided to proceed with another candidate for this role. However, we were very impressed with your qualifications and believe you could be a great fit for future opportunities at [Company Name].
We encourage you to stay in touch, and we hope our paths cross again. Wishing you success in your career journey!
Best regards, [Your Name] [Your Job Title] [Company Name]