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Employment letters of rejection

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Employment letters of rejection
September 10, 2019 Anniversary Wishes 3 comments

3 Rejection Letter Templates You'd Be Happy to Receive Job applicants make decisions about your company based on how you treat them.

Save time writing your job rejection letter with this all-purpose template. Just copy, paste, and customize this sample rejection for your specific needs. This employment rejection letter can be repurposed to include specific reasons for a candidate's rejection, or potential next steps. Remember when sending a rejection letter after interview, or a rejection email after interview, to be brief and clear about the reasons that you did not move forward with the hire.

Hi [first name],

We appreciate your interest in [company name] and the time you’ve invested in applying for the [role title] opening.

We ended up moving forward with another candidate, but we’d like to thank you for talking to our team and giving us the opportunity to learn about your skills and accomplishments.

We will be advertising more positions in the coming months. We hope you’ll keep us in mind and we encourage you to apply again.

We wish you good luck with your job search and professional future endeavors.


[Sender Name]

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Use this template for rejection letter or email template to save time writing letters A candidate rejection letter or email is a document an employer sends to job.

Writing a Rejection Letter (with Samples)

employment letters of rejection

Last week we brought you the ‘Best Job Application FAILS Ever‘, this week we’re bringing you the responses to those applications! Well… not those applications exactly, but the rather harsh responses to some other job applications and the unfortunate people who sent them. Prepare yourself for the ‘Greatest Employment Rejection Letters EVER!‘:

Cadbury ain’t falling for your cr*p!

Don’t mess with PlayGirl, they will chew you up and spit you out!

So there was a period in history when Disney weren’t too fond of female employees!

Mad by name and by nature it would seem!

This is a civilised publication Sir…

You just know it’s all going to end in tears when a letter begins with “Dear Loser“. *This letter is what is known as “a rejection letter“. You don’t say!

“The following may sound harsh”.

“Quite frankly, you scare us…”

The rejection letter to end all rejection letters!

Justice is served!


P.S. Make sure you’re never on the receiving end of one of these letters by downloading our Whitepaper entitled How to: Create an All-Star LinkedIn Profile. Or if you’re a recruiter, be sure you never need to send one of these letters by sourcing the best candidates 4 times faster than the competition, with our Black Belt in Internet Recruitment training which is coming to several European cities near you soon including: Birmingham, Dublin, London, Amsterdam, Cork, Stockholm and Manchester.

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Employment Rejection Letter: Everything You Need to Know

employment letters of rejection

Declining a job offer you worked hard to get is not always an easy task, but can happen when you are aggressively interviewing. If you receive more than one offer at the same time, it’s critical that you know how to write a job offer rejection letter that expresses both your gratitude and your regrets.

When writing the letter, remain polite and courteous and choose your words carefully. Not only does this project you in a positive light to the employer, but it keeps doors open for future opportunities down the road. While you may be tempted to make a phone call to reject the offer, it’s more professional to compose a formal letter. Here’s how to write a job offer rejection letter that won’t rub a recruiter the wrong way.

4 Tips for Writing a Job Offer Rejection Letter

Keep these tips in mind and read through our sample letters to get more ideas about how to be decline a job offer.

1. Be Prompt
Avoid procrastination when writing a job offer rejection letter. Not only does this give the company plenty of time to find another candidate, it’s also more thoughtful to get straight to the point and turn down the offer right away rather than allow then to think you are considering the position. It’s often difficult for recruiters to find the right employee for the job. Don’t let them believe they’ve found the perfect match when you have no intention of following through with employment.

2. Show Appreciation
Show appreciation and be gracious when rejecting a job offer. Recruiters often pore over resumes and spend several hours looking through social media to find the perfect employee. Thank the interviewer for the opportunity and express gratitude for the time they spend interviewing you. You never know when your paths might cross again so the goal is to decline the job offer with no hard feelings.

3. Give a Good Reason
Provide a good reason why you aren’t taking the position in your job offer rejection letter. Don’t provide any negative details on what you didn’t like about the company or the role. Instead, focus on the positives and wish the company success. If you don’t have a specific reason to offer (for example, “I’ve come to the realization that the commute required just won’t work with my childcare schedule.”) then it’s okay to simply say that that it isn’t a good fit for you at the moment.

4. Keep It Short and Professional
Recruiters are used to rejection. Keep your job offer rejection letter short and to the point. Avoid detailing the potential you saw in the position or the warning signals you saw in a would-be boss. State your main reason for declining and then provide a simple thank you.



4 Sample Letters for Declining a Job Offer

Compose each individual letter based on the reason for not accepting the position. Use these sample letters for declining a job offer as a starting point.

1. When It’s Not a Good Fit
Sometimes you like the company but the offered position just isn’t right for you. Make a brief mention of this and regretfully decline the offer.

Dear [Interviewer]:

Thank you so much for considering me for the position of [Job Title]. After careful consideration, I’ve decided to pursue a position with another company that’s more in line with my current career path and personal goals.

It was a true pleasure to learn more about the excellent work you do at [Company]. I appreciate the time and consideration you gave my application and wish you success in your efforts to find the perfect candidate.

I look forward to hearing from you in the future. If there are any questions you have for me, please let me know.

Best Wishes,

Don’t provide any negative details on what you didn’t like about the company or the role. Instead, focus on the positives and wish the company success.

2. When You Need More Money
Monetary negotiations don’t always go the way you want them to go. If, in spite of going back and forth, you still couldn’t reach an agreement on what you need in terms of salary, you may need to decline the job offer. Consider this sample letter for declining a job offer on the basis of compensation.

Dear [Interviewer]:

Thank you so much for offering me the [Job Title] position. After carefully considering the compensation package outlined in your offer, I must regretfully decline. The salary does not meet the financial requirements of my current situation.

It was a pleasure meeting you and learning about your company. I wish you continued success and hope we will have the opportunity to work together in the future.

Again, thank you for your consideration.

3. Considering the Company Culture or Reputation
Occasionally, the work environment, company culture, or the company’s reputation can cause a candidate to decline a job offer. If something about the company doesn’t sit well with you, you may need to write a job offer rejection letter.

Dear [Interviewer],

Thank you for offering me the position of [Job Title] with [Company]. I appreciate your interest in hiring me. Unfortunately, I have decided to accept a position with another company that is a better match for my current goals.

Again, I appreciate the offer and your careful consideration. I wish you and your company continued success in all endeavors.

Best Regards,

4. Declining an Offer After Accepting It
In certain circumstances, you may need to turn down a job you’ve already accepted. When this happens, try this sample letter declining a job offer.

Dear [Interviewer],

Thanks so much for offering me the position of [Job Title] at [Company]. It was a pleasure meeting you.

Unfortunately, after a great deal of thought, I have decided to turn down this gracious job opportunity. I am truly sorry for any inconvenience this decision may cause and hope it will not affect any future relationships with your company.
I wish you continued success and hope to hear from you in the future.

Kind Regards,

During your job hunt, it’s possible that you will have to compose a letter declining an offer. Always remain positive and professional and stay honest. This keeps the company as a potential employer for the future.

Additional Resources for Jobseekers:

Learn to optimize your job rejection emails for the best results. out the process is all it takes to provide a polite rejection letter at this stage.

Job rejection letter sample for unsuccessful candidates

employment letters of rejection

All blog articles

How to Write Rejection Emails to Job Applicants

In Hiring Software & Tools — by Dave Anderson

Sure, it’s easy not to send a rejection letter to a candidate you’ve decided to pass on. No one likes sharing bad news and many recruiters would rather avoid the uncomfortable situation and focus on the candidates still in contention.

But notifying someone they’re not going to get the job is the right thing to do. If they took the time to put on their interview clothes and come in to answer your hiring team’s questions, it’s common decency to tell them your organization has decided to move forward with other applicants. Even if they just completed an application and you never spoke with them, it’s a nice gesture—and takes next to no effort—to let them know you’re not hiring them.

Not hearing back from recruiters is always near the top of job seekers’ list of complaints (and there are many since job searching is no fun). Candidates get excited about job opportunities and want to know when it’s not going to happen so they can move on with their lives.

But besides being rude, not sending a Dear John letter can negatively impact your employer branding and overall hiring efforts. According to a CareerArc survey, 72 percent of people share their poor hiring experiences on online review sites or with people they know, which deters other candidates from applying in the future. Talented people have options and will check out a company’s Glassdoor reviews or speak with those in their network before they submit their resume. Additionally, a study from the Brandon Hall Group found that organizations that invest in a positive candidate experience improved their quality of hire by 70 percent.

Types of rejection letters

Generally, there are three types of rejection letters—the short rejection letter, the expanded rejection letter, and the personalized rejection letter. It’s best to use a different rejection letter style depending on how far the candidate advanced in your hiring process.

Short rejection letter

This rejection letter gets right to the point and doesn’t require any specifics. It says something like:

“Hello NAME,

Thank you for applying for ROLE TITLE at COMPANY NAME. Our hiring team has reviewed your application and decided to proceed with other candidates. We wish you luck on your search for your next career opportunity.”

You can soften the blow by mentioning the high volume of applicants you received or encouraging the candidate to apply for other roles in the future. But the purpose is to notify people you never contacted for any sort of interview they’re not getting hired.

You can create this letter as a template in your ATS and set it to be automatically sent when you remove applicants from the hiring workflow. It will include placeholders (e.g. candidate name, role title) that will be auto-filled with the correct details.   

Expanded rejection letter

It’s a bit cold to send the short rejection letter to a candidate you conducted a phone or video interview with. In these cases, you should expand on the short rejection letter and thank them for taking the time to speak with you. This type of letter says something like:

“Hello NAME,

It was nice speaking with you regarding the ROLE TITLE at COMPANY NAME. We’ve decided to proceed with other candidates but would like to thank you for taking the time to share your background and qualifications with us. We wish you luck with your job search and future professional endeavors.”

Feel free to expand on this type of letter as you see fit. Its main purpose is to break the news to the candidate, while acknowledging that they gave you some of their time.

Personalized rejection letter

You start to form a relationship with a candidate after meeting them in person for a formal interview. When it comes time to let them know the relationship won’t be progressing into employment, you should give them an explanation.

A personalized rejection letter tells the candidate why you decided not to hire them. It should provide feedback that helps them grow as a professional without ever criticizing their job interview performance. For example, if a candidate for a marketing role bungled a question on analytics say, “we’ve decided to focus on candidates with stronger Google Analytics experience.”

You also need to be careful not to write anything that could make your organization susceptible to an employment discrimination lawsuit. Again, focus on the candidate’s qualifications as they relate to the role requirements, not the candidate personally. Here are a few more tips for writing a personalized rejection letter:

  • Don’t send until your ideal candidate accepts the offer — There’s no guarantee your first choice says “yes” so don’t close the book on the runners up until the role is definitely filled.
  • Acknowledge what they do well — Balance the tone of the letter by pointing out the candidate’s strengths along with the feedback you give.
  • Leave the door open for future employment — It’s easy to archive candidates for future consideration in your ATS so let them know you’ll contact them if a similar role becomes available.
  • Avoid a back-and-forth conversation— It’s okay to allow the candidate to reply but don’t waste too much time answering questions and exchanging emails.

A short email makes a big impact

Candidates hate when recruiters fall out of touch. Sending a quick rejection letter isn’t just the decent thing to do. It also has a positive impact on your organization’s long-term hiring efforts.

Recruiterbox is considered the most user friendly hiring software on the market. If you’re ready to take your recruiting and hiring to the next level, request a Recruiterbox demo today.

WATCH THE VIDEO ON THEME: Employment Job Rejection Letter - EXPLAINED

But without the letter, it would leave the rejected applicants in the dark. The job rejection letter would give the applicants time to consider their.

employment letters of rejection
Written by Makus
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