Applicant Rejection Thank You Email

Applicants who are not selected for an interview need to see a rejection letter or email. A large number of companies these days do not send rejection letters to applicants but in some cases the employers are required to notify the applicants that they have not been selected for the available position.

A rejection email or letter should be written in a way that it does not discourage the applicant from applying for another position in the future. Typically, the company will send you a letter to notify that a more suitable candidate has been selected for the position. Given below is an example of how a rejection letter is written and what information it may contain.

It is also extremely important to choose a catchy subject line so the recipient can find out what your email is about. Furthermore, the first paragraph of a rejection email should use the proper words very carefully to avoid hurting the applicant’s feelings. Briefly describe the qualities of the candidate selected for the position. There is also need to make sure there are no spelling or grammatical mistakes in the entire email. Consider motivating the applicant in the second paragraph so he or she continues to apply for vacancies in the future. In the third paragraph, consider wishing the applicant good luck on their future endeavours.


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    Sample of Applicant Rejection Thank You Email:

    Subject: Application Rejection

    Dear John,

    We would like to say thank you for taking the time to appear for an interview with us for the plant operator position. We are delighted to see your interest in our company but on this occasion your application was unsuccessful.

    I am writing this email to let you know that we selected another candidate who was more suitable to the requirements of the position. Once again, we appreciate you taking an interview for us and encourage you to apply for other openings in the future.

    Best Regards,

    Ben Nash
    HR Manager
    XYZ Company

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    Template of Applicant Rejection Thank You Email:

    To: [Applicant's Email Address]
    Subject Line: [Position Available – Candidate’s surname]

    Dear [Candidate's Name],

    We hope you find this email in the best of health and spirits. We would like to say thank you for showing interest in working with [company name]. This email is sent with the purpose of notifying you about another candidate who was selected as a match for the job requirements of the position.

    However, we appreciate the fact you took the time to send your application for employment with our company and we would like to wish you the best of luck in your job search.


    [HR Manager’s Name]|
    [Company Name]

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