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As an employer, you may need to send rejection letters to candidates who didn’t advance in your company’s hiring process. However, you might be unsure how to craft a rejection letter that conveys professionalism and tact. If you’re searching for the best rejection letter templates to reference, explore the professional and polished samples shared by Mytour in the article below.
I. How to Write a Professional and Polite Rejection Letter
A rejection letter is an email or formal correspondence sent by an employer to candidates who participated in the hiring process but were not selected to move forward. These letters should have a clear structure, demonstrate respect for the candidate, and reflect the professionalism and thoughtfulness of the employer. If you’re unsure how to write a polished and professional rejection letter, refer to the standard structure provided below for guidance.
1. Greeting and Candidate Information
The first step in crafting a professional and thoughtful rejection letter is to include a greeting to the candidate, followed by their personal details and the position they applied for. This section is crucial as it demonstrates the employer’s consideration and respect for the candidate. Therefore, omitting this part of the letter is not advisable.
2. Expressing Gratitude to the Candidate
After addressing the candidate and mentioning their application details, the next step is to express gratitude. This shows appreciation and courtesy toward the candidate for completing the application process as required and making an effort to participate in the company’s recruitment stages.
3. Delivering a Tactful Rejection
In a professional and polished rejection letter, a tactful rejection is essential. Instead of being overly direct, employers should communicate the decision in a thoughtful and considerate manner, ensuring the candidate understands the rejection without feeling disheartened or discouraged by their efforts during the application process. The rejection message should be concise, clear, and phrased skillfully to help the candidate recognize any gaps in their knowledge or skills, as well as the objective reasons behind the decision.
4. Expressing Interest in Future Collaboration
If the employer identifies potential in the candidate, such as a strong alignment with the company’s culture or suitability for another role, it’s important to communicate this. Let them know you hope they will consider applying for other positions in the future when opportunities arise.
If you feel the candidate does not show potential, this section can be omitted from the rejection letter template.
5. Wishing the Candidate Well
To conclude a professional and thoughtful rejection letter, the employer should include a sincere thank-you and extend best wishes to the candidate, hoping they find a more suitable job opportunity in the future. This should be followed by the employer’s signature and full name, as the author of the rejection letter.
II. Professional and Polite Rejection Letter Samples
Today, the recruitment process in most companies typically involves steps such as resume screening, interviews, and tests. At each stage, some candidates are eliminated and do not proceed further. In such cases, employers need to draft rejection letters. A professional and tactful rejection letter not only conveys the decision but also shows respect, encouragement, and motivation to the candidate. Below are some polished and professional rejection letter samples for your reference.
1. Rejection Letter for Candidates Not Selected for an Interview
Dear …………..(candidate’s name),
We, from the HR department of …………., have received your application. Thank you for your interest in the …….. position.
However, after reviewing all applications, we regret to inform you that you have not been selected to proceed to the interview stage. We noticed <reason for not selecting the candidate’s application>.
We wish you the best in your job search and hope to have the opportunity to collaborate with you in the future.
Best regards,
Signature
(Name or recruitment department).
2. Rejection Letter for Candidates Who Passed at Least One Interview Round
Dear … <candidate’s name>…!
Thank you once again for participating in the interview for the <position name> role at <company name>. We truly appreciate your effort, enthusiasm, and the qualities you demonstrated during the interview, as well as your commitment to contributing to our company’s goals.
However, after careful consideration during the interview process, we have decided to move forward with candidates who better align with our current needs. We noticed <reason for rejection>.
We will keep your application on file and may reach out to you if a suitable opportunity arises in the future.
Wishing you the best of luck and success in your job search.
Best regards,
Signature
(Name or recruitment department).
3. Rejection Letter for Promising but Not Suitable Candidates
Dear …..<candidate’s name>…!
Thank you for taking the time to apply for the <position name> role. We were highly impressed with your profile and your performance during the interview. However, we regret to inform you that the hiring team has decided to move forward with another candidate who better fits the requirements of the <position name>.
We sincerely appreciate your interest in our company and believe you could be a great fit for future opportunities. We will retain your application and may contact you if a suitable role becomes available.
Wishing you the best of luck and success in your endeavors!
Best regards,
Signature
(Name or recruitment department).
4. Professional and Polite Rejection Letter Template
Dear …<candidate’s name>…!
Thank you for submitting your application to the HR department of …<company name>… for the …<position name>… role. After reviewing your profile/interview results, we found that some aspects did not fully align with our requirements. Therefore, we regret to inform you that we will not be moving forward with your application at this time. However, we will keep your resume on file and may contact you if a more suitable opportunity arises.
We wish you the best in finding a role that matches your strengths.
Best regards,
Signature
(Name or recruitment department).
5. Professional Rejection Letter Template
Dear … <candidate’s name> …,
I am <Recruiter’s Name> from the HR department at <Company Name>. First and foremost, I would like to sincerely thank you for your interest in the <position name> role.
We highly value the knowledge and experience demonstrated in your application. However, we regret to inform you that we have decided to move forward with another candidate who better fits our current needs.
We hope to collaborate with you in future recruitment opportunities!
Wishing you good health and success!
Best regards,
Signature
(Name or recruitment department).
6. Polite and Thoughtful Rejection Letter Template
Dear <Candidate’s Name>,
I am <Recruiter’s Name> from the HR department at <Company Name>. Thank you for taking the time to meet with me to discuss the <Position Name> role at <Company Name>.
We were pleased and impressed to learn more about the skills and achievements you demonstrated during the interview on <Interview Date>.
However, I want to note that the competition for the <Position Name> role was intense, and after careful consideration among many highly qualified candidates, we have decided to move forward with another applicant.
Thank you once again for the insights and contributions you shared with us. Now that we’ve had the opportunity to learn more about you, we will keep your application on file for future roles that may be a better fit.
I am happy to answer any questions you may have or provide feedback on your application. Feel free to reach out to me at <Contact Information>.
Wishing you the best of success!
Best regards,
Signature
<Recruiter’s Name>
7. Professional and Thoughtful Rejection Letter Template
Hello <Candidate’s Name>,
Thank you for applying for the <Position Name> role at our company. We thoroughly reviewed your application and highly value your skills and experience.
However, after careful consideration, we have decided not to move forward with your application at this time. This decision is not a reflection of your abilities or experience but rather due to our prioritization of other candidates who better align with our current needs.
We understand this may be disappointing, and we want to assure you that this decision does not diminish our appreciation for your qualifications. We are grateful for the time and effort you invested in the application process and hope to collaborate with you in the future.
Wishing you success and good fortune in your career.
Best regards,
<Recruiter’s Signature>
8. Most Professional Rejection Letter Template
Hello,
First and foremost, we would like to express our gratitude for the time and effort you invested in our recruitment process. We truly appreciate your interest and dedication in applying for a role at our company.
However, we regret to inform you that you have not been selected to move forward with the current position. This decision was not made lightly and followed a thorough evaluation of various factors.
We highly value the professionalism, thoughtfulness, and skills you demonstrated during the interview. However, after careful consideration of other aspects such as work experience, skills, and alignment with the role’s requirements, we have decided to proceed with another candidate who better fits our needs.
We hope you continue to pursue career opportunities and wish you success in your future endeavors. Once again, thank you for your interest and participation in our recruitment process.
Best regards, <Signatory Name>
9. Most Professional and Polite Rejection Letter Template
Dear <Candidate’s Name>,
I am <Recruiter’s Name> from the HR department at <Company Name>. Thank you for taking the time to interview for the <Position Name> role at <Company Name> on <Interview Date>.
We truly appreciate your interest in joining our company and are grateful for the time and effort you dedicated to the application process.
Unfortunately, despite receiving many applications from qualified candidates, we currently have only one opening for the <Position Name>. While your profile was impressive, after careful consideration, we have decided to move forward with a candidate whose qualifications more closely align with our current needs.
Based on your skills and experience, we encourage you to consider applying for the <Alternative Position Name> when we begin accepting applications on <Date>.
If you decide to apply for the <Alternative Position Name>, please contact me at <Email or Phone Number> to schedule an interview at your earliest convenience. Initial interviews for this role are currently underway.
Once again, thank you for your interest in our company. We wish you the best of luck in finding a role that matches your skills and aspirations!
Best regards,
Signature
<Recruiter’s Name>
10. Professional and Polite Rejection Letter Template in English
Dear <Candidate_name>,
Thank you for considering <Company_name>. We regret to inform you that we have selected another candidate for the <Job_title> role.
<Optional: Include feedback for candidates who may be considered for future opportunities:> Our team was highly impressed by your skills and achievements. <Mention a specific strength or quality that stood out.> We believe you could be a great fit for future openings and will reach out if a suitable opportunity arises.
We wish you the very best in your job search and future career endeavors.
Best regards,
<Your name>
<Your email signature>
Above, Mytour has shared with you how to write professional rejection letters as well as the most polished and thoughtful rejection letter templates. Depending on the specific situation, you can choose and adapt the appropriate rejection letter sample. Thank you for your interest in and attention to this article.
