Applicant Rejection Letter Email Template

This email template is used to notify an applicant that their application has been unsuccessful. It's important to remain professional, polite, and considerate, even if the applicant wasn’t selected for an interview. This type of rejection letter helps maintain a positive relationship for future opportunities.

What to Include in an Applicant Rejection Letter

• Subject Line: Be direct and professional (e.g., "Your Application for [Job Title] at [Company Name]").
• Opening: Thank the applicant for applying and showing interest in the position.
• Rejection: Inform them that their application has not been successful.
• Feedback (Optional): Offer brief feedback or reasons for the decision, if appropriate.
• Encouragement: Encourage them to apply for future openings that may be more suited to their skills.
• Closing: Thank them again and wish them the best in their job search.

Top 3 Applicant Rejection Letter Email Templates

1. General Applicant Rejection

Subject: Update on Your Application for [Job Title] at [Company Name]

Dear [Applicant's Name],

Thank you for your interest in the [Job Title] position at [Company Name]. We appreciate the time you spent submitting your application and considering a career with us.

After reviewing your application, we regret to inform you that we have decided to move forward with another candidate for this position. This decision was based on our need for a different skill set at this time.

We encourage you to apply for future opportunities with [Company Name] that may better match your qualifications. Thank you again for your interest, and we wish you the best in your job search.

Sincerely,
[Your Name]
[Your Position]
[Company Name]

2. Applicant Rejection with Constructive Feedback

Subject: Outcome of Your Application for [Job Title] at [Company Name]

Dear [Applicant's Name],

Thank you for applying for the [Job Title] position at [Company Name]. We appreciate the effort and time you put into your application.

After reviewing your qualifications, we have decided to move forward with other candidates who have more closely aligned experience for the role. Specifically, we were looking for someone with more experience in [specific skill or area].

We do encourage you to apply for future roles that match your skills more closely, as we value the talent you bring. We wish you all the best in your job search.

Best regards,
[Your Name]
[Your Position]
[Company Name]

3. Applicant Rejection with Encouragement for Future Roles

Subject: Your Application for [Job Title] at [Company Name]

Dear [Applicant's Name],

Thank you for applying for the [Job Title] position at [Company Name]. We truly appreciate your interest in our company.

After careful review, we have decided not to move forward with your application at this time. While we were impressed with your qualifications, we have selected another candidate who is a better fit for the current needs of the role.

We would love to keep your information on file and encourage you to apply for future positions that may be a better match for your skills and experience. Thank you again for considering [Company Name], and we wish you the best of luck in your job search.

Kind regards,
[Your Name]
[Your Position]
[Company Name]

Applicant Rejection Letter Email Checklist

✅ Politely thank the applicant for their time and interest
✅ Clearly communicate the rejection decision
✅ Optionally, provide brief feedback or reasons for the decision
✅ Encourage the applicant to apply for future roles
✅ Keep the tone professional and respectful

This template ensures the applicant receives a clear and professional rejection while leaving the door open for future opportunities.

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