A sample rejection letter to applicants should thank the person, clearly state that they were not selected, and close respectfully. Use the template below as a starting point, then adapt it to the role, the stage of the process, and what you can accurately share.
What a rejection letter should do
A rejection letter, sometimes called a candidate rejection email, tells an applicant that an organization will not move forward with their application or candidacy. Its basic job is simple: communicate the decision without leaving the reader to guess. A short, considerate message can also help the applicant understand whether the process is finished and whether any follow-up is expected.
There is no single message that suits every situation. Someone who applied online and was not interviewed generally needs a brief notification. A person who completed several interviews may deserve a more personal note that acknowledges the time they invested. In either case, the message should be truthful, professional, and consistent with the organization’s usual communication practices.
A useful rejection letter normally includes these elements:
- A greeting using the applicant’s name, if known.
- A thank-you for applying or taking part in the interview process.
- A direct statement that the applicant will not proceed or has not been selected.
- A brief, accurate explanation when appropriate and approved to share.
- A courteous closing, without promising future contact unless that promise is genuine.
How to choose the right message
Before drafting, identify where the applicant is in the process. The message should fit the amount of contact the person has had with the organization. A form response sent after an initial application can be concise. A note after a phone screen should acknowledge that conversation. Following a final interview, a more individualized message is usually more considerate because the applicant has spent additional time preparing and meeting with the team.
Consider the following factors when choosing a format:
- Process stage: Match the detail and personal tone to the applicant’s involvement.
- Decision status: Make clear whether the decision is final for this opening or whether the process is still underway.
- Available explanation: Share only a reason that is accurate, appropriate, and consistent with the organization’s process.
- Next steps: Say whether the person may apply for future openings only if that is actually welcome and possible.
- Communication channel: Use a channel the applicant has already used or one the organization normally uses for recruiting updates.
If a decision is delayed rather than final, do not send a rejection message simply to close the loop. Give the applicant an honest status update instead, including a realistic time for the next update when you can provide one.
Rejection Letter Template
Subject: Update on your application for ____________________
Dear ____________________,
Thank you for applying for the ____________________ position at ____________________. We appreciate the time you took to ____________________.
After reviewing your application, we have decided not to move forward with your candidacy for this position.
____________________________________________________________
Thank you again for your interest in ____________________. We wish you success in your search.
Sincerely,
____________________
____________________
Filled-in sample for an applicant
Sample — all names and details below are fictional.
Subject: Update on your application for the Editorial Assistant position
Dear Jordan Lee,
Thank you for applying for the Editorial Assistant position at Cedar Lane Press, a fictional publisher. We appreciate the time you took to speak with our team and share examples of your work.
After reviewing the candidates for this opening, we have decided to move forward with another applicant whose experience more closely matches the needs of the role at this time.
Thank you again for your interest in Cedar Lane Press. We wish you success in your job search.
Sincerely,
Riley Morgan
Recruiting Coordinator
This example gives a brief reason without comparing applicants in detail. If the sender cannot confidently support that explanation, it is better to use a simpler, accurate sentence such as, “We have decided not to move forward with your candidacy for this position.” The organization should not imply that the applicant was deficient when the decision was based on the overall needs of the opening.
How to write a clear and considerate letter
Start with a subject line that helps the recipient recognize the message. “Update on your application for [role]” is clearer than a vague subject such as “Checking in.” In a printable version, replace the sample fields with the actual role and applicant details. Check the name and position carefully before sending; a courteous message can feel impersonal if it contains a mismatched name or title.
State the decision early. Phrases such as “we will not be moving forward with your application” or “we have selected another candidate for this opening” are more understandable than indirect wording like “we are pursuing other possibilities.” Avoid language that makes the outcome sound temporary if it is final. If the organization is still considering the applicant, communicate that status instead of suggesting a decision has been made.
Keep the explanation proportionate. A concise, job-related reason can be useful when it is accurate and the organization is prepared to provide it. A general explanation may be more appropriate when there is no specific feedback to share. Do not invent a reason, make unsupported claims about the applicant, or disclose details about another candidate. When giving feedback, distinguish an observation about the application or interview from a judgment about the person.
Close politely, but avoid creating false expectations. “We wish you success in your search” is a courteous ending that does not promise anything. If the organization genuinely welcomes future applications, it can say so plainly. Do not say “we will keep your résumé on file” unless that reflects the organization’s actual practice and the applicant has been given any required information about it.
Tailoring the message to the hiring stage
For an applicant who was not interviewed, a short note is often enough. Thank the person for applying, identify the position, state that the organization will not proceed, and close. A lengthy explanation can be unnecessary when the organization has not had a conversation with the applicant and has no individualized feedback to offer.
After an initial conversation, mention the meeting or call and thank the applicant for their time. If the decision is based on a job-related requirement, explain it only if doing so is fair, accurate, and suitable to share. For instance, a fictional organization might say it is moving forward with candidates whose recent experience more closely matches a stated requirement. It should not present a vague preference as an objective fact.
After a later-stage interview, consider adding a personal sentence that reflects the interaction, such as appreciation for the applicant’s presentation or discussion of a relevant project. Keep that acknowledgment genuine and avoid praise that contradicts the decision or suggests the applicant was promised the role. A respectful, specific note can recognize the time involved without turning the rejection into an elaborate evaluation.
Common problems to avoid
- Being too vague: “We’ll be in touch” does not tell an applicant whether the process is over. If the decision is final, say so.
- Being unnecessarily blunt: A decision can be direct without sounding dismissive. Thank the applicant and use professional language.
- Giving a misleading reason: Do not claim that a role has been filled, for example, if it has not. Use wording that accurately describes the decision.
- Overexplaining: A long list of perceived shortcomings may be confusing and may not be useful. Share only appropriate, supportable information.
- Making a promise you cannot keep: Avoid assurances about future roles, feedback, or retained applications unless the organization intends to follow through.
- Sending a template without checking it: Review names, role titles, dates, pronouns, and any leftover drafting notes before sending.
Another common misconception is that every rejected applicant needs a detailed explanation. A clear decision and a courteous tone are the essentials; individualized feedback is a separate choice that depends on the circumstances and the organization’s process. If feedback is offered, it should be consistent with what the applicant was told during the process and with what the organization can responsibly share.
Timing, delivery, and consistent communication
Send the message after the decision is settled and the appropriate people have confirmed that it can be communicated. Avoid leaving applicants without an update when the organization already knows the outcome. For a process that is still active, send a status message rather than a rejection. If the timing changes, a brief update can help set expectations without suggesting that a decision has been reached.
Email is a common format for written application updates, but the suitable channel depends on how the process has been conducted and the organization’s normal practices. A rejection after a substantial interview process may sometimes be delivered in a conversation, followed by a written confirmation. Whatever the channel, make sure the applicant receives an unambiguous outcome and knows whether any action is expected from them.
Using a consistent structure can make messages easier to prepare and review, but consistency does not mean every applicant must receive identical wording. Keep the key information stable while adjusting the greeting and acknowledgment to the person’s stage in the process. If several people are sending decisions, agree on the wording and review steps so applicants receive coherent, accurate updates.
Reviewing and keeping the message professional
Before sending, read the letter from the applicant’s point of view. Can they tell which role the message concerns? Is the decision unmistakable? Does the explanation say only what the sender knows to be true? Is there any sentence that could be mistaken for a promise of another interview or future employment? These checks are particularly useful when adapting a saved template for multiple applicants.
Organizations may have established hiring procedures for documenting decisions and communicating with applicants. Follow those internal procedures and limit access to application information to people who need it for the process. Retention and disclosure practices can vary by location and situation, so do not assume one universal rule applies. If the circumstances raise a legal question, ask a qualified professional.
A rejection letter is not a substitute for a fair hiring process. The message communicates an outcome; it does not make an unsupported decision fair simply because the wording is polite. Keep the letter aligned with the actual selection process, use job-related explanations where appropriate, and avoid adding personal opinions that do not help the applicant understand the result.
Frequently Asked Questions
How do you politely reject an applicant?
Thank them for applying or interviewing, state clearly that you will not move forward, and close respectfully. Keep the wording concise and avoid implying that the decision may change if it is final.
Should a rejection letter give a reason?
It may include a brief reason if that reason is accurate, appropriate to share, and consistent with the hiring process. A reason is not needed just to make the message sound complete; do not invent one or disclose another applicant’s information.
How long should an applicant rejection email be?
There is no required length for every situation. A few clear sentences may suit an early application decision, while a later-stage rejection can include a personal acknowledgment and, if appropriate, concise feedback.
Can a rejection letter encourage someone to apply again?
Yes, if future applications are genuinely welcome. Phrase the invitation without promising an interview or a future role, and do not include it automatically if the organization does not intend to honor it.
What should you say after a final interview?
Thank the applicant for the time spent interviewing, identify the role, and state the outcome directly. You can add a genuine acknowledgment of the discussion, but avoid detailed comparisons with the selected candidate.
Is a rejection letter the same as a rejection email?
The purpose is the same: to communicate that the applicant will not proceed for a particular opening. “Letter” can refer to a formal printed document or to the wording of an email; choose the format that fits the organization’s process.