A general rejection letter for employment is a brief, respectful message telling an applicant that they have not been selected for a job. Employers can use a neutral template, personalize it with the candidate’s name and role, and communicate the decision without making promises or sharing unnecessary detail.
What a General Employment Rejection Letter Does
A rejection letter closes the loop after an application, interview, or other stage of hiring. It lets a candidate know the employer has made a decision, rather than leaving them uncertain about whether the process is still active. “General” usually means the wording can be adapted to different candidates; it should not mean careless, cold, or misleading.
The message can be sent by email or letter. For an applicant who was not interviewed, a concise note is usually enough. For someone who completed one or more interviews, a more personal message that recognizes the time they invested is generally more considerate. In either case, the central facts are simple: thank the person, identify the role, state that they were not selected, and close professionally.
What to Include and What to Leave Out
A useful rejection message is clear, courteous, and limited to information the employer can stand behind. Include the following where relevant:
- The candidate’s name and the position they applied for.
- A direct statement that the employer will not move forward with their application for that role.
- A brief thank-you for applying or interviewing.
- A respectful closing and the sender’s name, title, or hiring-team designation.
Do not imply that the candidate was selected if the decision is final, or suggest that another opportunity is guaranteed. Avoid criticism, personal judgments, and explanations that have not been reviewed or authorized. If the organization has an approved process for giving feedback, follow it; otherwise, a general letter need not provide a detailed evaluation.
General 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 share your experience with us.
After reviewing the applications, we have decided not to move forward with your application for this role.
Thank you again for your interest in ____________________. We wish you success in your job search.
Sincerely,
____________________
____________________
Sample (fictional):
Subject: Update on your application for Library Assistant
Dear Jordan Lee,
Thank you for applying for the Library Assistant position at Cedar Grove Community Library. We appreciate the time you took to share your experience with us.
After reviewing the applications, we have decided not to move forward with your application for this role.
Thank you again for your interest in Cedar Grove Community Library. We wish you success in your job search.
Sincerely,
Riley Morgan
Hiring Coordinator
How to Adapt the Letter to the Hiring Stage
Use the same basic structure, but adjust the opening and level of personal detail to match the interaction. A candidate who submitted a résumé only may receive a short acknowledgment. Someone who had an interview can be thanked specifically for meeting with the team. If the candidate completed an assignment or several interviews, acknowledging that effort can make the message feel less automated.
Keep the decision itself unambiguous. For example, “We have decided not to move forward with your application for this position” is clearer than “We will keep your information on file,” which does not explain whether the current application is closed. If the organization genuinely retains applications for future vacancies, explain that accurately and do not present it as a promise of future contact.
Timing, Delivery, and Common Problems
Send the message once the hiring decision is final and the organization is ready to communicate it. For a prolonged recruitment process, timely updates help applicants understand where they stand. Use the channel through which the candidate has been communicating, unless internal policy or the applicant’s instructions specify otherwise. Check names, job titles, and recipient addresses before sending; a mistaken name or confidential information sent to the wrong person can undermine an otherwise professional message.
- Too vague: “We went in another direction” may leave the candidate unsure whether the decision concerns this role. Name the position and state the outcome.
- Too much explanation: An improvised critique can create confusion or conflict. Keep explanations brief and use only accurate, approved language.
- False encouragement: Do not say “we’ll be in touch soon” unless follow-up is actually planned.
- One-size-fits-all tone: A generic message may be efficient, but add an appropriate personal acknowledgment after interviews.
Employers should also follow their own hiring policies and applicable requirements for recruiting communications and recordkeeping. A general template is not a substitute for organization-specific review when a situation raises a legal or policy concern; ask a qualified professional.
General Letter Compared with Personalized Feedback
A general rejection letter confirms the outcome without detailing why one candidate was chosen over another. Personalized feedback, by contrast, may identify a specific skill or qualification relevant to the role. Feedback can be helpful, but it should be offered only when the employer is prepared to provide accurate, consistent, and appropriate comments.
Candidates often ask whether a rejection letter must explain the reason. A standard courtesy message does not necessarily need to give a detailed explanation; the appropriate approach depends on the employer’s policies and circumstances. Avoid guessing at a reason or presenting subjective impressions as objective facts. If the organization has a formal feedback option, say how the candidate can request it rather than implying that the letter itself contains a full assessment.
Frequently Asked Questions
How do I write a general rejection letter for a job applicant?
Thank the applicant, identify the position, state plainly that they were not selected, and close politely. Keep the message accurate and concise, and personalize it when the applicant interviewed.
Should a rejection letter give a reason?
It can, but a detailed reason is not essential to a general notice. Include one only when it is accurate, appropriate, and consistent with the employer’s process.
Can I say we will keep the applicant’s résumé on file?
Yes, if the organization actually retains applications for future consideration. Phrase it as a possibility, not a guarantee of another interview or job offer.
Is it better to call or email a rejected candidate?
Email is practical for many routine application decisions. A direct call may be more personal after an extensive interview process, but the employer should choose a channel it can use consistently and professionally.
Should the letter be sent to candidates who were not interviewed?
A brief email is a considerate way to close the process, especially when the employer has communicated with applicants or invited them to apply. The wording can be shorter than a message to someone who interviewed.