7 Rejection Letter Samples to Send Unfit Applicants

When it comes to the hiring process, rejection letters play a significant role in maintaining a positive candidate experience. Addressing unsuccessful applicants with tact and respect reflects well on your company's professionalism and helps build a favorable reputation for your brand. Crafting well-written and thoughtful rejection letters can help you attract potential employees in the future. 

In this article, we will provide seven rejection letter samples to send to applicants deemed unfit for the job. These templates will assist you in delivering clear, concise, and courteous messages to unsuccessful candidates while maintaining a professional yet approachable tone.

How do you write a rejection letter politely?

Before we dig into those samples, there are a few things you should know about crafting a rejection letter. The first thing to remember is you’re sending a document that has the potential to ruin someone’s day, so remember the human factor. You want the rejection letter to be professional, but embracing empathy is important, also. 

Here are some additional tips for crafting your rejection letter:

• Be direct and clear about the outcome. You can even provide a bit of an explanation for the decision so that the candidate knows what they need to work on to improve their skills or qualifications. 

• Offer encouragement. Dr. Barbara Fredrickson, a positivity researcher, suggests a 3-to-1 positivity ratio – for every negative, include 3 positives. Rejection doesn’t have to be cold and detached, nor does it have to be overtly negative. 

• Personalize your template. When you personalize the letter to address the candidate by name and mention specific details about their application or interview, you add some authenticity to their whole experience. 

Sample 1: A polite nudge for future opportunities

Dear [Applicant's Name],

We want to extend our appreciation for your interest in the [Job Title] role at [Company Name]. Your application showed your dedication, and we value the effort you put into the process.

While your qualifications and experience are commendable, we have chosen to move forward with another candidate who possesses skills that more closely align with our current requirements.

However, we genuinely recognize your potential and would like to encourage you to interview for future openings that might be a better fit for your qualifications. We invite you to keep an eye on our job postings and apply again when the right opportunity arises.

Once again, thank you for your interest in joining our team. We wish you the best of luck in your job search and hope to connect with you in the future.

Sincerely,

[Your Name]
[Your Job Title]

Sample 2: Rejection for an unqualified candidate

Dear [Applicant's Name],

Thank you for considering [Company Name] for the [Job Title] position. We appreciate your interest in joining our team.

After a careful review of your application, we are sorry to say that we have chosen another candidate whose qualifications are more closely aligned with the requirements for this role.

While your application showcased [mention one or two positive aspects from their application], we believe that the specific skills needed for this position differ from what you currently offer.

Please feel free to explore other opportunities that might be a better match for your skills and expertise.

Thank you once again for your application. We wish you the best in your job search and future endeavors.

Sincerely,

[Your Name]
[Your Job Title]

Sample 3: Appreciation for a positive experience

Dear [Applicant's Name],

We extend our gratitude for considering [Company Name] as a potential employer for the [Job Title] position. Your interest is genuinely appreciated.

Upon reviewing your application, we acknowledge your impressive credentials and qualifications. However, it is evident that the culture and values that shape [Company Name] may not align with your professional aspirations.

We believe that a harmonious relationship between our team members and our company culture is vital to both personal growth and collective success. In this instance, we regret that we are unable to proceed further with your application.

We sincerely encourage you to continue your journey in pursuit of opportunities where your skills and ambitions will seamlessly integrate with the organization's ethos. Your dedication to crafting a meaningful career path is admirable, and we have no doubt that you will find the perfect match.

Thank you for your interest in [Your Company Name]. We wish you the best in your endeavors, both professionally and personally.

Warm regards,

[Your Name]
[Your Job Title]

Sample 4: Gratitude and encouragement for growth

Dear [Applicant's Name],

We sincerely appreciate your interest in the position of [Job Title] at [Your Company Name]. Your application showcased your dedication and enthusiasm for joining our team.

Although we were impressed with your skills and qualifications, we have chosen to move forward with a candidate who more closely aligns with the specific requirements for this role.

We want to encourage you to continue developing your talents and experience, as we believe you have the potential to excel in your professional journey. Please consider applying for future openings, as we would be delighted to consider your candidacy again.

Thank you once again for your interest in [Your Company Name]. We wish you all the best in your career endeavors.

Sincerely,

[Your Name]
[Your Job Title]

Sample 5: Recognition due to late application

Dear [Applicant's Name],

Thank you for expressing interest in the [Job Title] position at [Company Name]. We appreciate your proactive approach to joining our team.

Regrettably, we have already progressed into the advanced stages of the selection process. Your application, while impressive in showcasing your skills and qualifications, was received after our deadline for evaluation.

Given the high level of interest in this position, we had to adhere to a strict timeline. As a result, we are unable to consider applications submitted beyond the specified cutoff date. We understand that timing can be a critical factor in job searches, and we regret any inconvenience this may cause. We encourage you to stay updated with our future openings and ensure that your application is submitted within the designated timeframe.

Thank you for considering [Company Name]. We wish you success in your job search and hope to have the opportunity to consider your application for future roles.

Best regards,

[Your Name]
[Your Job Title]

Sample 6: Post-interview rejection

Dear [Applicant's Name],

We sincerely appreciate your time and effort throughout the interview process for the [Job Title] position at [Company Name]. Your enthusiasm for the role and your thoughtful responses were truly valued.

After we concluded our rounds of interviews, having spoken to more than 25 equally impressive candidates, we have chosen someone whose qualifications more closely align with the specific needs of the position. Please know that this decision does not diminish the impressive skills and experience you demonstrated during the interview. It was a pleasure to learn about your achievements and aspirations.

We genuinely appreciate your interest in becoming a part of the [Company Name] team. We encourage you to keep an eye on our future job postings and consider applying for positions that match your expertise.

Thank you once again for your time and interest. We wish you continued success in your career journey.

Warmest regards,

[Your Name]
[Your Job Title]

Sample 7: Appreciation and encouragement to stay connected

Dear [Applicant's Name],

We extend our appreciation for your interest in expanding your role within [Company Name] by applying for the [Job Title] position. Your dedication to our organization and your desire to contribute further is commendable and appreciated.

After carefully reviewing all of the applications we've received, we made the decision to move forward with another candidate. Don't be discouraged, though. Your accomplishments and contributions are recognized and valued, the selection process was highly competitive, and another candidate's qualifications were more aligned with the specific requirements of the role.

Please understand that this outcome does not diminish the significant role you continue to play within our organization. Your ongoing commitment is integral to our success.

We encourage you to maintain your enthusiasm for growth and advancement within [Your Company Name]. Your skills and expertise will undoubtedly be sought after in future opportunities that align with your career goals.

Thank you for your ongoing dedication to our company. We look forward to your continued contributions and hope to have the opportunity to consider your application for future internal positions.

Sincerely,

[Your Name]
[Your Job Title]

Avoid ghosting job seekers

It is easy to send out an offer letter to the candidate you choose for your role and let everyone else guess that they didn’t get the job. As a professional, you should avoid doing that. Rejection letters are more than just a courtesy, they bridge the gap between your company and candidates. You’ll likely need to fill new jobs in the future; therefore, you want your company to have the reputation of being transparent and respectful to attract future job seekers. Ghosting can have lasting negative effects on a candidate's morale and perception of your company. 

In the end, be professional yet approachable

Crafting rejection letters with a professional yet approachable tone is essential in the hiring process. Utilizing these seven sample rejection letter templates will enable you to communicate respectfully and courteously with candidates who are deemed unfit for the job. 

If you're receiving a lot of rejection letters or are being ghosted by companies, it may have something to do with your resume. Let ZipJob's resume writing service help you open doors to new job opportunities.

Recommended reading: 

• How Long Does it Take to Hear Back From a Job Application in 2023?

• Being Unemployed: How Long is Too Long?

• 5 Places to Get Feedback on Your Resume