Job Rejection Emails: Tips and Sample Letters for HR Teams
How Do You Write a Rejection Email?
To write a job rejection email, begin with a clear subject line, address the candidate by name, and express appreciation for their effort. Clearly state the rejection upfront, optionally providing a reason for feedback. Encourage future applications if suitable, and close with a positive note, wishing the candidate well in their job search.
Delivering disappointing news is an inevitable part of the recruitment process, and having to say “no” to eager candidates can feel disheartening. However, job rejection emails present opportunities to nurture relationships and uphold your employer brand if crafted thoughtfully.
This guide will equip your HR teams with tips, templates, and best practices for writing empathetic rejection emails.
What is a Job Rejection Email?
A job rejection email is a formal communication sent by a hiring manager or recruiter to a job applicant, informing them that they were not selected for a position they applied for.
It’s an extremely important part of the recruitment process that helps maintain a positive relationship with candidates, even if they were not successful in securing a job at your company.
Why Job Rejection Emails Matter
You may wonder if sending job rejection emails is worth the effort. Here’s why taking the time to deliver bad news respectfully should be an essential part of your hiring process:
Saves Recruiters’ Time
According to an Indeed survey, a substantial proportion of job candidates face delays in receiving responses during the recruitment process. Over 44% wait two weeks, while 15% experience even longer delays of several months before receiving any communication from the company.
Uninformed candidates often follow up repeatedly, taking up recruiters’ time unnecessarily. A rejection email provides closure so candidates can focus their efforts elsewhere.
Boosts Employer Brand
A thoughtful rejection email reinforces candidates’ positive perceptions of your company. Even if unsuccessful, people appreciate transparency and closure. Handled sensitively, their overall application experience remains constructive.
Encourages Future Applications
A recent survey by Joblist revealed that nearly half of job seekers (49.5%) experienced a loss of confidence after being rejected for a position. However, well-crafted rejection emails can help maintain a positive relationship with talented candidates and keep the door open for future opportunities.
By nurturing these relationships, companies and HR teams can build a strong talent pipeline and increase their chances of filling future openings with qualified candidates.
Upholds Industry Reputation
As human resource professionals, we’re all connected. How you treat candidates—even unsuccessful ones—impacts your personal and company reputation in the industry.
Crafting Perfect Job Rejection Emails: Key Components
Crafting a well-written job rejection email is an essential part of the hiring process. It demonstrates your professionalism and respect for candidates who have taken the time to apply for your jobs.
Here are some key components to consider when crafting an effective job rejection email:
Subject Line
Start with a clear and concise subject line that conveys the purpose of the email. Avoid vague or generic subject lines that may get lost in the candidate’s inbox.
Professional Greeting
Address the candidate by their name, showing that you recognize and value their efforts. A formal salutation like “Dear Candidate Name” creates a professional tone.
Express Appreciation
Show your gratitude for the candidate’s time and effort in applying for the role and attending any interviews. Thank them for their interest in your organization and the position.
State the Rejection Upfront
Clearly state your decision early in the email to avoid leading the candidate on. Be straightforward and empathetic in your language, acknowledging the disappointment they may feel.
Provide a Reason (Optional)
If possible, offer a general reason for the rejection. This shows the candidate that their application was taken seriously and provides them with feedback for future job searches. However, be mindful not to give overly specific feedback unless the candidate has requested it.
Encourage Future Applications
If the candidate was a good fit but didn’t make the cut for this particular role, encourage them to apply for future openings. This shows that you value their skills and qualifications and may lead to successful hiring in the future.
Close with a Positive Note
End the email on a positive note, wishing the candidate well in their job search and thanking them for their understanding. A friendly and professional closing statement leaves a lasting impression and reinforces the positive image of your organization.
Sample Rejection Email Templates For HR Teams
Crafting a rejection email requires a delicate balance between conveying empathy and professionalism. Here are some sample job rejection email templates that you can customize according to your specific needs.
Download your free rejection email templates here!
Get the Most Out of Pre-Employment Assessments
Pre-employment assessments like skills tests, and personality tests provide an efficient method for evaluating candidates. As you streamline your hiring process using these assessments, it’ll naturally result in more rejection decisions, and that’s a good thing.
By leveraging data-driven screening methods, pre-employment tests can efficiently show the skill sets of the applicant pool, allowing you to handle more applicants with ease.
While it’s true that more applicants may lead to more job rejection emails, the goal is to find the best fit for the job, and these assessments can help achieve that.
Skills tests and interviews effectively identify top talent, but people aren’t just data points. After all, measuring success requires evaluating not only key hires but also graceful goodbyes.