Crafting Perfect Job Rejection Email Responses

The right job rejection email response can keep employment doors open. 

There are few things more frustrating than having your job application rejected by a potential employer – especially when you’ve made it to the interview stage of the process and felt you had the job in the bag.

Even though getting a job rejection email can put a dent in your confidence, you should take the time to craft the perfect job rejection email response to keep future employment doors open.

Finding a job can be hard

One immutable truth is that rejection is part of life. That’s especially true in job searching since, as you know, employers get hundreds of applications for an open position and will interview up to a dozen people, but only one person gets the job. 

Of course, knowing that doesn’t make it any easier to accept that job rejection email when it arrives. You’ll experience a range of emotions that include

• Anger

• Disappointment

• Frustration

• Heartbreak

You cannot let those emotions rule you, though. Reach deep and find the emotional intelligence and analytical skills you mentioned in your resume to start thinking about how to respond. 

Yes! You should definitely respond, especially if you’ve built any type of rapport with the hiring manager – like having an interview.

• But what do you say in your job rejection email response? 

• What’s the point of sending a response? 

• Isn’t it just a big waste of time?

The bottom line is that you want to demonstrate your professionalism and graciousness – while building goodwill – by writing a well-crafted job rejection email response.

What’s the point? It’s a waste of time! Right?

You might be wondering why you even need to send a job rejection email response. After all, the last thing you want to do is sit around thinking about a missed job opportunity. Plus, rejection stings! Why spend more time on an opportunity that told you no?

Even though your gut instinct is to hit the delete button and move on with your life, you should consider these very sound reasons for writing a great job rejection email response.

Future job opportunities

If the hiring manager calls you for an interview, chances are they know you’re qualified. You may just not have been the best fit at this time. That doesn’t mean that you’re not a great fit for the team; it just means that one of the other hundred or so job applicants has a few more skills or qualifications than you. 

That may not be true with a future set of candidates, so why not leave the door open to future consideration for the next open position?

It’s polite and professional

Your image matters, and employers and hiring managers do talk to one another. That’s why it’s vital that you pay attention to the little things – like showing gratitude and thanking someone who considered you for a job. 

The right job rejection email response can demonstrate your commitment to professionalism and leave a lasting positive impression.

They didn’t ghost you, don’t ghost them

A recruiter or hiring manager generally sends automated template emails. However, not everyone does this, especially as more candidates apply for each position posted online. 

Someone did you the courtesy of letting you know where things stand, and that should be acknowledged.

You might learn something

You can also write a job rejection email response to ask for feedback about your candidacy. You may find out that all you need to get past the rejection stage is to take an online course to spruce up a skill. Asking for feedback not only demonstrates your commitment to getting better but can provide invaluable interview performance information to help you in your job search.

Additionally, the hiring manager may be so impressed with your tenacity that they tell you about some other internal position that you’d be a great fit for. Remember, not all positions are advertised externally. So, without sending the job rejection email response, you might not even know about the availability of another internal position. 

It’s free

Sending a perfect job rejection email response doesn’t cost a dime, but the benefits are potentially great. It falls into the what-have-you-got-to-lose category. 

It won’t take you much time at all if you use the following job rejection response email template.

Job rejection email response example

We have included a job rejection email sample that you can modify for your own use. 

Hello (Decision-maker’s Name],

Thank you for taking the time to inform me of your hiring decision.

I am, of course, disappointed that I wasn’t selected to be a part of your great team. I had looked forward to helping [Company Name] continue its excellent work in the [Industry Type] industry. With that said, however, it was a true honor to meet you, and I deeply appreciate the opportunity to interview for the [Job Title] position at the firm.

I anxiously look forward to continuing to follow your team’s efforts and continued success. There is no doubt that [Company Name] will continue to be an industry leader well into the future! Please keep me in mind for any future job openings that you may have, as I would love to have an opportunity to contribute to that success.

Thank you once again. I wish nothing but the best for you and everyone at [Company Name] and look forward to seeing you again at some point in the future.

Best wishes,

[Your Name]

Crucial parts of your job rejection email response

As you read through the job rejection email response, you likely noticed that it contained a few key components.

1. A thank you: It should go without saying that you need to express some level of appreciation for the time they’ve taken to get to know you. On top of that, you can express your gratitude for everything you came to learn about them. 

2. Disappointment in the decision: It’s okay to let them know that you’re unhappy you didn’t get the job. You really wanted it, after all. Avoid using language that could be construed as rude or harsh, though. Just let them know you wished they’d have made a different decision.

3. Enthusiasm for the company’s success: While expressing a desire for the company to succeed may be hard, it’s sort of like the icing on the cake. Your initial reaction to the job rejection email may be something quite negative, but you have to turn it around when it’s time to write your job rejection email response. 

4. A call to action: Let them know that you’re still open to communication and will happily discuss any other opportunities. Request that they keep your information handy. 

5. Well wishes: This is the no-hard-feelings part of your job rejection email response. Even if you really hoped the hiring manager would stub their toe hard when you first got the rejection, the professional thing to do is let them know you wish them the best. 

Each of these pieces of the job rejection email response is designed to demonstrate your ability to remain professional even when things don’t go your way. Let’s face it: the company will be hiring again in the future and the candidate they’ve chosen may not make it. In any case, you don’t want to burn this bridge. Shine a positive, professional light on your candidacy so they’ll think of you the next time they need a new employee. 

Professionalism always

Getting a job rejection email doesn’t have to be the end of the world. If you write a great response with professionalism and poise, you might find that new opportunities present themselves. If nothing else, you leave the hiring manager with a sense of your goodwill and professionalism that can be invaluable for future positions. 

Good luck with your job search!

While it is important to know how to write the perfect job rejection email response, it is even more valuable for a candidate to know how to avoid rejection in the first place. It all starts with an achievement-based resume that will get past the ATS and impress the hiring manager. 

This article was originally written by Steve Guntli. It’s been updated by Marsha Hebert.

Recommended reading: 

• Email Subject Lines Examples when Sending Your Resume

• 9 Reasons for Automated Rejection Email After Application

• Job Search Timing - Best and Worst Months to Look for a Job - ZipJob