Telling someone they didn’t get the job ranks as one of the hardest messages any hiring manager has to send. The rejection email carries significant weight for both the sender and the candidate. A poorly written email can damage your company’s reputation and hurt the candidate’s feelings. But a thoughtful, well-crafted message can maintain goodwill and leave the door open for future opportunities.
This guide provides 15 practical examples of rejection emails for different situations. Each template offers a unique approach while maintaining professionalism and respect for the candidate’s time and effort. Use these samples as starting points to create your own personalized rejection messages that reflect your company’s values and voice.
“You Didn’t Get The Job” Email Samples
These email samples cover various scenarios you might face when notifying candidates they weren’t selected. Feel free to adapt them to match your specific needs and company tone.
1. Standard Rejection Email
Subject: Your Application for Marketing Manager at ABC Company
Dear Taylor,
Thank you for applying for the Marketing Manager position at ABC Company. We appreciate the time you took to submit your application and participate in the interview process.
After careful consideration of all candidates, we have decided to move forward with someone whose qualifications better match our current needs for this specific role.
We were impressed with your background in digital marketing and your creative approach to campaign development. We would like to keep your resume on file for future opportunities that might better align with your skills and experience.
Thank you again for your interest in ABC Company. We wish you the best in your job search and professional endeavors.
Best regards,
[Signature block: Full name, Title, Company name, Contact information, Company logo]
2. Rejection After Multiple Interviews
Subject: Follow-up Regarding Your Application at XYZ Corporation
Dear Jamie,
Thank you for your time and energy throughout our interview process for the Senior Developer position. We truly appreciate your patience and enthusiasm while meeting with various team members over the past few weeks.
This was a difficult decision as we had many qualified candidates. After thorough consideration, we have selected another candidate whose technical skills and experience more closely match our team’s current needs.
Our team was particularly impressed with your project management abilities and your thoughtful questions about our development process. Your insights about scalability challenges were valuable and demonstrated your deep understanding of system architecture.
We would welcome your application for future positions that might be a better fit. Please keep an eye on our careers page if you remain interested in joining our team.
Thank you again for your interest in XYZ Corporation.
Sincerely,
[Signature block: Name, Hiring Manager title, Department, Contact details, Social media handles]
3. Rejection with Constructive Feedback
Subject: Regarding Your Recent Application to LMN Solutions
Dear Alex,
Thank you for applying for the Customer Service Representative role at LMN Solutions and for taking the time to interview with our team last week.
While we were impressed with your enthusiasm and communication skills, we have decided to proceed with candidates who have more direct experience in technical support environments.
Based on our conversation, I wanted to share that strengthening your knowledge of CRM software and gaining some experience with technical troubleshooting would make you an excellent candidate for similar positions in the future. Many candidates build these skills through online courses or volunteer opportunities.
We appreciate your interest in LMN Solutions and wish you success in your job search.
Kind regards,
[Signature block: Full name, Hiring position, Department, Phone number, Email address]
4. Rejection for an Internal Candidate
Subject: Your Application for Team Lead Position
Dear Morgan,
Thank you for applying for the Team Lead position and for your continued dedication to our company.
After reviewing all applications, we have decided to move forward with another candidate whose leadership experience better aligns with the specific requirements of this role.
Your work as a Project Coordinator has been outstanding, particularly your attention to detail and ability to meet tight deadlines. Your supervisor and I would be happy to discuss your career goals and identify development opportunities that could prepare you for future leadership roles within the company.
Please schedule a time with me if you would like to discuss this decision or your professional growth path in more detail.
Thank you for your understanding and continued contributions to our team.
Warm regards,
[Signature block: Name, Title, Department, Office location, Contact details, Company values statement]
5. Rejection Due to Position Cancellation
Subject: Update on Your Application to PQR Industries
Dear Jordan,
Thank you for your interest in the Financial Analyst position at PQR Industries and for taking the time to share your qualifications with us.
I regret to inform you that we have had to put this hiring process on hold due to recent organizational changes. The position is no longer available at this time.
Your qualifications and presentation during the interview were impressive, and this decision does not reflect on your abilities or potential value to our company.
With your permission, we would like to keep your resume on file for one year. Should the position reopen or should another suitable role become available, we would be pleased to contact you.
We appreciate your understanding and wish you the best in your career pursuits.
Best wishes,
[Signature block: Full name, Human Resources Manager, Contact information, Company website, Disclaimer notice]
6. Rejection for Overqualified Candidate
Subject: Regarding Your Application for Administrative Assistant
Dear Casey,
Thank you for applying for the Administrative Assistant position at DEF Organization. We appreciate your interest and the time you invested in the application process.
Your resume shows an impressive career with significant management experience and advanced skills that go beyond what this entry-level position requires. After careful consideration, we have decided to move forward with candidates whose experience more closely matches the role’s scope and compensation level.
We believe you would quickly outgrow this position, and we want to be respectful of your career trajectory. If we have more senior administrative or management positions available in the future, we would welcome your application.
Thank you again for your interest in our organization. We wish you success in finding a position that fully utilizes your substantial skills and experience.
Regards,
[Signature block: Name, Title, Department, Email, Phone number, Office hours]
7. Rejection with Invitation to Apply for Different Role
Subject: Your Recent Application to GHI Enterprises
Dear Riley,
Thank you for your application for the Marketing Specialist position and for taking the time to interview with our team.
After reviewing all candidates, we have decided to move forward with someone who has more specialized experience in social media marketing. However, we were very impressed with your content creation skills and strategic thinking.
We currently have an opening for a Content Writer position that might be well suited to your skills and experience. This role focuses on creating engaging blog posts, white papers, and web content for our clients. If you are interested, I would be happy to forward your resume to the hiring manager for that position.
Please let me know if you would like to be considered for this role or if you have any questions about the position.
Thank you again for your interest in GHI Enterprises.
Best,
[Signature block: Name, Recruitment Team Lead, Email address, Phone number, LinkedIn profile]
8. Rejection for a Position That Had Many Applicants
Subject: Update on Your Application to JKL Corporation
Dear Quinn,
Thank you for your application for the Graphic Designer position at JKL Corporation.
This role attracted over 300 qualified candidates, making the selection process highly competitive. After careful review of all applications, we have moved forward with candidates whose specific experience in packaging design more closely matches our current project needs.
We were impressed with your creative portfolio, particularly your digital illustrations and brand identity work. Your attention to detail and clean design aesthetic were notable.
We encourage you to apply for future design positions with our company. New opportunities are posted regularly on our careers page.
Thank you for your interest in JKL Corporation, and we wish you continued success with your impressive design career.
Regards,
[Signature block: Full name, Creative Department Hiring Manager, Email, Phone number, Portfolio website]
9. Brief, Direct Rejection Email
Subject: STU Company Application Status
Dear Harper,
Thank you for applying for the Customer Support Specialist position at STU Company.
We have reviewed your application and have decided to move forward with other candidates whose qualifications better match our current needs.
We appreciate your interest in our company and wish you success in your job search.
Regards,
[Signature block: Name, Hiring Manager, Company address, Contact information, Privacy notice]
10. Rejection After a Cultural Fit Assessment
Subject: Your Application to VWX Group
Dear Avery,
Thank you for your interest in the Project Coordinator position at VWX Group. We appreciate your participation in our interview process and team meet-and-greet sessions.
After careful consideration, we have decided to move forward with a candidate whose working style and collaboration approach more closely aligns with our team’s dynamic. This was a difficult decision, as your project management skills and technical knowledge are impressive.
As discussed during your interview, our team operates in a highly autonomous environment with minimal oversight. While your skills are excellent, your preference for more structured workflows and clear guidelines suggested this particular team might not provide the optimal environment for your work style and career growth.
We appreciate your time and interest in VWX Group, and we wish you success in finding a position that offers the collaborative structure where you will thrive.
Kind regards,
[Signature block: Name, Team Lead, Department, Email address, Phone number, Company mission statement]
11. Rejection with Networking Opportunity
Subject: Follow-up on Your Application to YZA Consultants
Dear Dakota,
Thank you for your interest in the Business Analyst position at YZA Consultants and for taking the time to speak with our team.
After reviewing all candidates, we have decided to move forward with someone who has more specific experience in healthcare analytics. While your analytical skills are strong, the role requires specialized knowledge of healthcare systems and regulations.
I noticed from our conversation that you are interested in building your network in the consulting field. I would be happy to connect you with our Analytics Community Group, which hosts monthly virtual meetings for professionals in the field. These sessions might provide valuable insights and connections as you continue your career development.
If you are interested in this opportunity, please let me know, and I will send you information about the next meeting.
Thank you again for your time and interest in our company.
Best regards,
[Signature block: Name, Senior Recruitment Specialist, Professional associations, LinkedIn profile, Company website]
12. Rejection After Skills Test or Assessment
Subject: Assessment Results for Your BCD Technologies Application
Dear Taylor,
Thank you for your interest in the Software Developer position at BCD Technologies and for completing our technical assessment.
After reviewing all assessment results and candidate qualifications, we have decided to move forward with applicants who demonstrated stronger proficiency in backend development and database optimization, which are critical components of this specific role.
Your frontend development skills were notable, particularly your work with responsive design. However, this position requires more advanced experience with server architecture than was demonstrated in your assessment results.
We appreciate the time and effort you invested in our application process. If you continue to build your backend development skills, we would welcome your application for future positions.
Thank you again for your interest in BCD Technologies.
Regards,
[Signature block: Name, Technical Hiring Team Lead, Email address, Company location, Confidentiality notice]
13. Rejection with Request for Feedback on Hiring Process
Subject: Update on Your Application to EFG Solutions
Dear Jordan,
Thank you for applying for the Marketing Coordinator position at EFG Solutions. We appreciate the time you spent interviewing with our team and preparing your campaign presentation.
After careful consideration of all candidates, we have decided to move forward with someone whose experience better aligns with our current project needs.
We value continuous improvement in all aspects of our business, including our hiring process. If you are willing, we would appreciate your feedback on your experience as a candidate. A short survey link is included below, which should take less than 5 minutes to complete. Your insights would help us enhance our process for future candidates.
[Survey Link]
Thank you again for your interest in EFG Solutions, and we wish you success in your job search.
Best wishes,
[Signature block: Name, Human Resources Representative, Email, Phone number, Company values statement]
14. Rejection for Remote Position Due to Location Constraints
Subject: Your Application for Remote Customer Success Manager
Dear Cameron,
Thank you for your interest in the Remote Customer Success Manager position at HIJ Company. We appreciate the time you took to apply and interview with our team.
While we were impressed with your customer service background and problem-solving abilities, we have decided to move forward with candidates who are based in time zones that better align with our client base. As mentioned in our discussions, the majority of our customers are located in the Eastern and Central US time zones, requiring availability during business hours in those regions.
Your customer success approach and communication skills were excellent, and we encourage you to apply for future positions that offer more flexibility in working hours or that target clients in your region.
Thank you again for your interest in HIJ Company.
Sincerely,
[Signature block: Name, Talent Acquisition Specialist, Company logo, Email, Phone number, Social media handles]
15. Personalized Rejection for a Strong Candidate
Subject: Regarding Your Application to KLM Partners
Dear Sam,
Thank you for your interest in the Research Analyst position at KLM Partners. I personally want to thank you for the time you spent meeting with our team and completing the case study analysis.
This was an exceptionally difficult decision. Your analysis of the market trends was insightful, and your presentation skills were outstanding. After much deliberation, we have decided to move forward with a candidate who has more specific experience in the healthcare sector, which is a major focus of our upcoming projects.
Your analytical abilities and clear communication style made a strong impression on everyone you met. With your permission, I would like to keep in touch and alert you to future opportunities that might be a better match for your skills, particularly as we expand our financial services practice area later this year.
Thank you again for your time and the energy you brought to our hiring process. Please feel free to connect with me on LinkedIn to stay updated on future opportunities with our firm.
Warm regards,
[Signature block: Full name, Director of Research, Personal contact information, LinkedIn profile, Professional certifications]
Conclusion: Job Rejection Emails That Build Bridges
Writing rejection emails requires care and thoughtfulness. A good rejection email shows respect for the candidate’s time and effort while maintaining your company’s professional image. The right message can turn a disappointed applicant into a future hire or even a business connection.
Use these samples as starting points, adapting the tone and content to match your company culture and the specific situation. The goal is to leave candidates with their dignity intact and, if possible, with a positive impression of your organization.
Remember that today’s rejected candidate might be tomorrow’s perfect hire, client, or business partner. Taking the time to craft a considerate rejection email is both good business practice and basic human decency.