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Are you an HR professional looking for polite and professional interview rejection letter templates to ensure candidates receive the news gracefully? In this article, Software Tricks shares the most courteous and professional interview rejection letter templates from leading global companies.
I. Why Send Interview Rejection Letters?
To enter any business or company, the first step is to submit a resume and interview. So why send interview rejection letters?
In life, we often juggle various plans and intentions simultaneously to execute. You might be aiming to apply for a position at a company but find yourself not fitting despite having an interview scheduled with HR. In such a case, it's essential to send an email to inform the HR department that you won't be attending the interview, proactively allowing them to schedule other candidates and avoid wasting time.
Additionally, sending a polite rejection email to companies with pre-scheduled interviews is a basic courtesy. This small gesture ensures that neither party wastes time, fosters proactive engagement, and prevents being blacklisted by companies.
II. Examples of polite and professional interview rejection letters
1. Template for rejection letter without specifying a specific reason
Applicable when you prefer not to directly state the reason for declining the interview, mainly informing that you won't be participating.
Subject: RE: Interview Invitation – Position ….
To: Mr. (Ms.) ABC – Human Resources Specialist at XYZ Company
Firstly, I would like to sincerely thank the company for the interest and trust in granting me the opportunity to participate in the interview for the position ….
However, due to personal reasons (or currently, I have accepted an offer from another company), I regret to inform you that I am unable to attend the interview on the date … month … year … at the address ….
Once again, I sincerely appreciate the opportunity, Mr. (Ms.), and your esteemed company has given me.
I wish the team at XYZ Company good health, successful endeavors, and abundant achievements.
If you have any questions, please feel free to contact me via email or phone at .....
Best regards!
(Full Name)
Email Address:
Phone Number:
2. Template for interview rejection with specific reason
The most common and safe reason is that you've accepted a job offer from another company.
Subject: Interview Decline RE: Interview Invitation – Position ….
To: Mr. (Ms.) ABC – Human Resources Specialist at XYZ Company
I sincerely appreciate you, Mr. (Ms.) and your esteemed company, for approving my application for the position …. However, I have recently accepted a job offer from another company, so I am unable to attend the interview on the date …. month …. year ….
I deeply regret having to convey this news. Once again, I extend my heartfelt gratitude to you, Mr. (Ms.), and your esteemed company for considering me for this opportunity.
I wish the team at XYZ Company good health, productive work, and abundant success.
If you have any questions, please feel free to contact me via email or phone at .....
Best regards!
(Full Name)
Email Address:
Phone Number:
3. Polite Interview Rejection Email Template
Subject: Interview Decline: RE: Interview Invitation – Position ….
To: Mr. (Ms.) ABC – Human Resources Specialist at XYZ Company
To the recruitment department of Company X, I am delighted to have received the interview invitation from your esteemed company for the position…
However, I regret to inform your esteemed company that I am unable to attend the interview … due to … reasons. I believe that with the position and requirements of your company, candidates … are highly suitable.
You can contact … through … for further discussion. [You may mention the work experience, achievements of the person you're referring]. I hope to collaborate with the company in a different position in the future. Once again, I sincerely thank you for the interview invitation from your esteemed company. Regards!
(Full Name)
Email Address:
Phone Number:
4. Professional Interview Rejection Email Template
Subject: Interview Decline RE: Interview Invitation – Position ….
To: Mr. (Ms.) ABC – Human Resources Specialist at XYZ Company
I sincerely appreciate the opportunity provided by the company to participate in the interview at … company for the position of …. However, due to personal reasons, I am unable to attend the interview. I respectfully withdraw my job application from the company and decline your interview invitation. I hope to have the chance to work with the company team in a different role in the future. Wishing you and the company good health, success, and continued growth in the future.
Best regards!
(Full Name)
Email Address:
Phone Number:
5. Skillful Interview Rejection Email Template
Subject: Interview Decline RE: Interview Invitation – Position ….
To: Mr. (Ms.) ABC – Human Resources Specialist at XYZ Company
I am delighted and grateful to receive an interview invitation from … company for the position of …. However, during the waiting period, I have been offered another job opportunity. I regretfully decline the company's interview invitation. I hope the company will find a suitable candidate for this position. Wishing the company continued growth and success in the future.
Regards!
(Full Name)
Email Address:
Phone Number:
III. Template for Declining Interview in English
1. Polite Decline Interview Template in English
Dear [Recipient's Name],
I'm grateful for the opportunity to be considered for the [job position] role at [company name]. Thank you for dedicating your time and effort to review my application.
After thoughtful consideration, I've opted not to proceed with the interview for the position. Although the role is intriguing, I've chosen to pursue other opportunities that better align with my career objectives at this time.
I want to extend my appreciation for your interest in my application and wish the company success in finding the perfect fit for the role. Thank you once again for considering my application.
Warm regards,
[Your Full Name]
2. Professional Interview Rejection Letter in English
Dear Mr/Ms. […],
I sincerely appreciate being considered for the [job position] with [company name]. However, I regret to inform you that I must retract my application.
I appreciate the opportunity extended to me and look forward to potential collaboration in the future.
Best regards,
[Your First and Last Name]
3. Email Template for Declining Interview in English
Dear Mr/Ms. […],
I'm grateful for the chance to explore your organization and interview for the […] position. Thank you for your time and consideration.
Unfortunately, I must decline the opportunity at this time due to personal reasons.
However, I believe my colleague, Mr/Ms. […], would excel in this role and would be an asset to your team. You can reach out to him/her via email at [email address] or by phone at [phone number].
Looking forward to potential collaborations in the future.
Warm regards,
[Your Full Name]
4. Polite Email Template for Declining Interview in English
Greetings, Mr/Ms. […],
I thoroughly enjoyed our conversation at […] Company during our interview on [date].
However, upon careful consideration, I've chosen to withdraw my application for the […] position, and I respectfully must cancel our upcoming interview on [date].
I apologize for any inconvenience caused by not completing the interview process. I extend my best wishes to you and […] Company in finding the perfect candidate for continued success in the future!
I appreciate your understanding.
Warm regards,
[Your Full Name]
5. Last-Minute Decline Email Template in English
Greetings, Mr/Ms. [...],
I deeply appreciate your consideration of my application to the [...Company].
Regrettably, I must cancel our scheduled interview on [date and time]. I apologize for the short notice, but I am no longer available for this position.
I trust you will soon find the ideal candidate for the [...] position.
Warm regards,
[First name Last name]
In this article, Software Tricks has shared the most polite and professional interview rejection letter templates. Wishing you a wonderful day!
