employment rejection letter

Crafting an Employment Rejection Letter can be as nuanced as writing an Application Letter. Our guide, filled with unique content, provides you with everything you need to navigate this sensitive task. Including a variety of Sample Letter templates and insights into the Employment Form process, we ensure your rejection letters convey respect and professionalism. Learn how to balance firmness with empathy, turning a potentially negative experience into a constructive one.

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Download Employment Rejection Letter Bundle

What is an Employment Rejection Letter?

An Employment Rejection Letter is a formal notification sent by employers to candidates who have not been selected for a position. Its purpose goes beyond simply informing about the decision; it’s about doing so with tact and consideration, ensuring that the candidate feels respected and valued despite the rejection. This communication is crucial in maintaining a positive image of your organization and can influence how candidates perceive future interactions.

Employment Rejection Letter Format


Your Name
Your Position
City, State, Zip Code
Phone Number


Candidate’s Name
City, State, Zip Code


Dear [Candidate’s Name],


Express gratitude for the candidate’s interest in the position and your organization.



Politely inform the candidate that after careful consideration, they have not been selected for the position.

Positive Note

Offer a brief positive comment on their qualifications or interview.


Encourage the candidate to apply for future positions for which they qualify.


Wish the candidate success in their job search and future endeavors.


[Your Name]

 Employment Rejection Letter Sample

An Employment Rejection Letter Sample provides a template for respectfully declining a job application, emphasizing clear communication and kindness, much like a Tenant Rejection Letter ensures clarity and professionalism in property management. You may also see Teacher Employment Form.

Job Rejection Letter from Employee

A Job Rejection Letter from Employee allows individuals to formally decline a job offer, emphasizing the importance of gratitude and respect in the wording, akin to the courtesy extended in an Authorization Letter. You may also see Employment Status Form.

Rejection Letter Sample

This Rejection Letter Sample serves as a guide for crafting a polite and concise rejection notice, balancing the directness of an Letter of Interest with the sensitivity required for delivering unfavorable news. You may also see Employment Application Form.

Rejection Letter Before Interview

A Rejection Letter Before Interview informs candidates of their non-selection before the interview phase, combining the straightforward approach of a Letter of Consent with the empathetic tone needed in delicate communications. You may also see Employee Termination Letter

More Employment Rejection Letter Samples

Employment Rejection Letter Template Sample

File Format
  • PDF

Size: 23 KB


More Employment Rejection Letter Samples

Employment Applicant Withdrawal Rejection Letter Template – This is the type of letter template that job applicants must use if the intent is to withdraw from the offered job position of a company. In the template, there are two varieties that the applicant can choose from. The first variety or letter option is directly for emailing the employer about the applicant’s withdrawal while the second variety is for specifically rejecting the offer of the employer. It is important that the applicant emails the letter immediately as soon as he decides to no longer be considered as a potential job candidate so to allow the employer in contacting other applicants to take over the vacant position or offer rejected by the applicant who sent the letter. You may also see Two Weeks Notice Resignation Letter.

Employment Applicant Withdrawal Rejection Letter Template

File Format
  • PDF

Size: 57 KB


HR Rejection Letter Template – The human resource department of a company is the one responsible for executing actions related to managing people or applicants and employees. Basically, an HR rejection letter template is the suitable template document to use in informing an applicant that his application was not successful and that the position was given to another applicant. The template contains square brackets as placeholders for the data and information which should be placed into each part of the form. Moreover, the information to be collected and must be stated in the letter includes the date when the letter was sent, the name and address of the company, the name of the candidate or applicant with the appropriate salutation, as well as the position being applied for, the name of the department, and the name and title of the HR personnel or staff member who is emailing the letter. You may also see Nursing RN Resignation Letter.

HR Rejection Letter Template

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  • DOC

Size: 3 KB


Job Cancellation Rejection Letter Template – Compared to the other form templates which are for delivering information about an employment rejection, this template is intended for informing an applicant that he is rejected not due to his incapabilities or is not meeting the requirements, due to the company’s decision in canceling the need to hire new employees. In the letter, the applicant will be informed that the company is looking forward to receiving future job applications submissions from the applicant whenever there will be hiring procedures to be conducted in the company again. In addition, the one who must send this letter should be one of the members of the search committee of the company or the search committee chair himself. You may also see Immediate Resignation Letter.

Job Cancellation Rejection Letter Template

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  • DOC

Size: 24 KB


Job Interview Rejection Letter Template – Employers must use and send this letter after an applicant is interviewed. The details which must be disclosed in the letter for the applicant must be the purpose of the letter, the reason for the rejection, and whether or not the company is still open to welcome the applicant’s applications in different positions or in the future when there are job openings. Furthermore, in order to complete the letter, the sender must print out the filled out and finalized letter template then affix his signature in the signature area of the letter. You may also see Letter of Resignation

Job Interview Rejection Letter Template

File Format
  • PDF

Size: 22 KB


Job Offer Acceptance and Rejection Letter – There are three types of letters in this template, one for confirming that the applicant was informed about the job offer, one for the acceptance of the offer, and another letter for declining the offer. Essentially, the applicant who is the sender of the letter should first send the offer confirmation letter to allow the company or employer in knowing that he will need time to decide whether or not to accept the job offer. Then, either of the other two letters must be sent after finalizing the decision regarding the job offer of the company. You may also see Formal Letter.

Job Offer Acceptance and Rejection Letter

File Format
  • DOC

Size: 4 KB


Regardless of the type of employment rejection letters that the company or an individual will be using, the contents of the form should be reviewed and proofread prior to delivering or sending the letter to its intended recipient. In addition, a copy of the letter can also be retained or be kept by the sender for reference purposes especially if the recipient will contact or reach out again for clarifications about the statements in the letter. You may also see Letter of Intent.

How do you write a letter of rejection for a job?

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  1. Begin with Thanks: Start by thanking the candidate for their time and interest in the position, similar to the acknowledgment in a Reference Letter.
  2. State the Decision: Politely inform the candidate that they have not been selected.
  3. Be Brief but Respectful: Keep the letter concise while ensuring it’s respectful.
  4. Offer Feedback: If appropriate, provide constructive feedback.
  5. Encourage Future Applications: Encourage the candidate to apply for future positions if you see potential.
  6. Close Graciously: End with well wishes for their future endeavors, echoing the respectful tone of a Police Officer Resignation Letter.

Types of Rejection Letters

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Rejection letters, an essential component of the recruitment process, come in various forms, each serving a specific purpose in communicating with candidates. Here’s a detailed look at the different types of Rejection Letter:

  1. Generic Rejection Letter: This form letter is used to notify applicants en masse that they have not been selected to move forward in the process. It’s typically short, polite, and lacks personalized feedback due to the volume of candidates.
  2. Personalized Feedback Letter: Unlike the generic version, this letter offers specific reasons for the candidate’s rejection, providing valuable feedback based on their application or interview performance. It’s more time-consuming to create but can greatly aid the candidate’s professional development.
  3. Post-Interview Rejection Letter: Sent after a candidate has participated in an interview, this letter is more personalized, acknowledging the time and effort the candidate invested in the interview process. It may offer specific feedback and encourage the candidate to apply for future positions.
  4. Internship Rejection Letter: Tailored for internship applicants, these letters often adopt a more encouraging tone, recognizing the applicant’s early career stage. They might include advice or resources for professional growth, aiming to maintain a positive relationship with the candidate.
  5. Highly Competitive Role Rejection Letter: For positions where the competition is particularly fierce, rejection letters might emphasize the high caliber of all applicants and the difficulty of the selection process. These letters often encourage candidates to apply for future roles, noting the strength of their application.
  6. Executive Level Rejection Letter: Aimed at candidates for senior-level positions, these letters are highly personalized and often directly from a senior executive. They acknowledge the unique qualifications of the candidate and sometimes hint at potential future opportunities within the organization.
  7. Email Rejection Letter: The most common format, email rejection letters range from generic to highly personalized. They are cost-effective and can be sent quickly, allowing for timely communication with candidates.
  8. Physical Mail Rejection Letter: Less common in the digital age, some organizations still send rejection letters through postal mail, especially for formal roles or when following traditional hiring practices. These letters offer a tangible form of communication but are slower and more costly to send.

Each type of rejection letter serves a unique purpose in the recruitment process, balancing the organization’s need for efficiency with the candidate’s need for closure and feedback. Crafting thoughtful rejection letters can enhance an organization’s reputation and maintain positive relations with potential future candidates.

How to write your own employer rejection letters?

  1. Customize the Salutation: Address the candidate by name to personalize the message.
  2. Express Gratitude: Thank them for their interest in your company and the position they applied for.
  3. Clearly State the Rejection: Directly, yet kindly, inform them of their non-selection.
  4. Include Constructive Feedback: Offer insights that led to your decision, if feasible.
  5. Encourage Persistence: Motivate them to continue their job search and not be disheartened.
  6. Sign Off Professionally: Close the letter on a polite note, wishing them success in the future, much like a Retirement Resignation Letter Doc emphasizes goodwill.

How do you reject someone in a professional way?

  1. Communicate Promptly: Delay increases anxiety, so inform candidates of your decision as soon as possible.
  2. Be Honest but Kind: Provide a truthful reason for the rejection in a respectful manner.
  3. Maintain Privacy: Deliver the message privately, respecting the candidate’s dignity.
  4. Offer Constructive Feedback: Help them improve by providing specific, actionable feedback.
  5. End on a Positive Note: Wish them well in their job search and future endeavors. You may also see  Employment History Form

How do you reject professionally?

  1. Acknowledge Efforts: Recognize the time and effort the candidate has put into their application.
  2. Be Clear and Direct: Use clear language to convey the rejection, avoiding ambiguity.
  3. Express Appreciation: Thank them for their interest in the position and the company.
  4. Provide Helpful Feedback: Offer feedback that is constructive and can aid in their professional development.
  5. Encourage Future Applications: If appropriate, encourage them to apply for future roles that may be a better fit.

How do you politely reject a candidate after an interview?

  1. Start with Thanks: Begin by thanking the candidate for their time and effort in the interview process.
  2. Deliver the Decision: Politely inform them that they have not been selected for the position.
  3. Offer Feedback: Provide specific feedback on areas of strength and improvement.
  4. Encourage Future Opportunities: Mention that you will keep their resume on file for future opportunities.
  5. Close with Good Wishes: End the letter by wishing them success in their ongoing job search and career. You may also see Employment Agreement Form

Why send out a job rejection letter?

Sending a job rejection letter maintains professional courtesy, provides closure to candidates, and upholds your company’s reputation, similar to the respect shown in an Official Resignation Letter.

Why use template rejection letters?

Template rejection letters ensure consistency, save time, and help maintain a professional tone across all communications, akin to the standardized approach of an Email Resignation Letter.

How do you politely reject a candidate?

Politely reject a candidate by thanking them for their interest, being clear but gentle about the rejection, and offering constructive feedback, as done in a 1 Week’s Notice Resignation Letter.

How do you tell a candidate they were not selected?

Inform a candidate they were not selected by expressing gratitude for their application, clearly stating the decision, and encouraging them to apply for future opportunities, echoing the tact of a Lease Termination Letter.

How do you reject candidates without burning bridges?

Reject candidates without burning bridges by being respectful, providing personalized feedback where possible, and leaving the door open for future opportunities, similar to the approach in a Board Resignation Letter.

What should the subject line be for a rejection email?

The subject line for a rejection email should be clear and respectful, such as “Application Update” or “Your Application to [Company Name],” mirroring the clarity of an Employment Termination Letter.

In wrapping up, remember that an Employment Rejection Letter serves not just as a closure to an application process but as a bridge in your company’s ongoing relationship with potential talent. With our samples, forms, and expert guidance, you’re equipped to write letters that are respectful and constructive, leaving candidates with a positive impression of your organization. This attention to detail reflects the same care and consideration as writing an impactful Application Letter, setting the tone for future engagements.

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