Rejection letter or email to applicants - Letter Sample

Get your free Rejection letter or email to applicants template

This applicant rejection letter or email template can save you a lot of time when sending responses to job applicants who did not qualify for your open positions. Writing and sending a clear and positive rejection letter is crucial for ensuring a great employer branding and improving your candidate experience, which can have a direct outcome on your future hiring success.

Applicant rejection letter

How to send a rejection letter or email to applicants

What is a rejection letter or email to applicants?

An applicant rejection letter or email is a document an employer sends to job applicants who do not qualify for company's open positions.

A job applicant is a person who applied to your open job position by sending required documents (a resume and or portfolio), but did not qualify for the next phase of selection process.

In other words, you can use this letter for all the job applicants that you will not be interviewing or moving to the next stage of your hiring process.

The importance of a rejection letter or email to applicants

Writing and sending a clear and positive rejection letter is not only a kind, but a proper and professional way to address received applications.

It is also crucial for ensuring a great employer branding and improving your candidate experience.
Applicants appreciate receiving official notification from companies in which they invested the time to apply.

Also, despite popular belief, a candidate’s experience doesn’t end when you decide not to hire them. Candidates that don’t make the cut for this position may be a perfect fit for some other current or future job opening.

Building a good talent pool and being ready to find and hire quality candidates is essential for more productive and faster hiring process.

How to use this template for applicant rejection letter or email?

To help you save time, we have created a standard applicants rejection letter and email template. Use and customize it to suit your needs, and send it via email or traditional mail.

If you want to address candidates who made it to later stages of your hiring process, use the Rejection letter or email to candidates or Post-interview rejection letter or email.

Template for a rejection letter or email to applicants


Dear Mr./Ms. [insert applicant’s last name],

Thank you for your application for the [insert your job position title] at [insert your company’s name]. We really appreciate your interest in joining our company and we want to thank you for the time and energy you invested in applying for our job opening.

We received a large number of applications, and after carefully reviewing all of them, unfortunately, we have to inform you that this time we won’t be able to invite you to the next phase of our selection process.

Though your qualifications are impressive, we have decided to move forward with a candidate whose experiences better meet our needs for this particular role.

However, we really do appreciate your interest in our company. We hope you’ll keep us in mind and apply again in the future should you see a job opening for which you qualify.

If you have any questions or need additional information, please don’t hesitate to contact me by email [insert your email address] or phone [insert your phone number].

We wish you every personal and professional success in your future endeavors.
Once again, thank you for your interest in working with us.

Kind regards,
[insert your first name and last name]
[insert your job position title]
[insert your company’s name]

Need more HR and recruiting templates rejection letter to applicants? Check templates for Human Resources and templates for Recruiters

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