Have you ever received a rejection email after applying for a job, scholarship, or any other opportunity? It can be disappointing and demotivating to read that the decision didn’t go in your favor. However, what you do next can make a huge difference in your future endeavors. That’s why in this article, we’re giving you some rejection email samples that you can use as a guide to craft your own. With these samples, you can add your personal touch and make them more personalized to your situation. So, whether you want to thank the sender, ask for feedback, or keep in touch for future opportunities, these samples got you covered. Let’s dive in and learn how to turn a rejection email into a positive outcome.
The Best Structure for a Rejection Email Sample
Rejection is never easy, whether you’re on the receiving or giving end of it. However, rejection is a necessary part of life, particularly in the professional world where job applications, proposals, and collaborations are part of the game. It’s important to handle rejection with grace and empathy, and this starts with the structure of your rejection email. Here’s what you need to keep in mind:
1. Start with a Positive: No one likes to receive bad news, and a rejection email can certainly qualify as bad news. However, starting your email with a positive can help offset some of the negative feelings that might arise. Consider starting with a simple thank you for the applicant’s interest in the job/project/collaboration. This shows that you appreciate the time and effort they put into applying or pitching.
2. Deliver the Rejection: Once you’ve established a positive tone, it’s time to deliver the rejection. Be clear and direct in your wording, but also polite and empathetic. Avoid using phrases that might come across as insincere or patronizing, like “it’s not you, it’s me”. Instead, focus on the specific reasons why the applicant’s application or proposal wasn’t a good fit for your goals and needs.
3. Offer Feedback: If appropriate, consider offering some feedback to the applicant. This can help them understand what they could improve on for next time, and it shows that you value their efforts. Be constructive in your feedback and avoid personal attacks or negative comments. Remember, rejection is about the project or job fit, not the individual.
4. Invite Future Communication: Close your email by reiterating your appreciation for the applicant’s time and effort, and inviting future communication or applications. This shows that you value their skills and expertise, even if it wasn’t the right match this time around. It also leaves the door open for potential future collaborations or job openings.
Remember, a rejection email doesn’t have to be a negative experience. By following this structure, you can maintain a positive rapport with the applicant and keep the lines of communication open for future collaborations.
Sample Rejection Emails for Different Reasons
Rejection of Job Application Due to Insufficient Qualifications
Dear [Applicant’s Name],
Thank you for your interest in applying for the [Position] at [Company Name]. We appreciate the time and effort you put into your application. However, we regret to inform you that we cannot offer you the position because your qualifications and experience do not meet our minimum requirements.
We reviewed your application carefully, and we recognize that you have many good qualities. We encourage you to keep improving your skills and gain more experience in your field. We encourage you to apply for the job in the future if you acquire the experience required, and other openings arise.
Thank you again for your interest, and we wish you the best of luck in your future endeavors.
Best regards,
[Your Name]
Rejection of Proposal Due to Non-Compliance with Requested Guidelines
Dear [Name of Proposer],
We would like to thank you for submitting your proposal for our [Project Title]. We have carefully examined your proposal and regret to inform you that we cannot accept it.
Unfortunately, your proposal does not meet the guidelines and requirements that we outlined in our Request for Proposal (RFP). We received several other proposals, and we found that the other proposals were more closely aligned with our project requirements, making our selection challenging. We highly appreciate the effort and creativity you put into your proposal and respect the time you took to send it.
We appreciate your interest in our project but regret that we cannot proceed with your proposal. We encourage you to keep working on your concepts and ideas and consider applying to other opportunities within our organization.
Thank you for your submission and understanding. We hope to have the opportunity to work with you in the future.
Best regards,
[Your Name]
Rejection of Collaboration Request Due to Lack of Alignment
Dear [Name of Requester],
Thank you for your interest in collaborating with us on [Project Title/Initiative]. We appreciate the time and effort you invested in submitting your collaboration request to us. However, after careful consideration, we must regretfully inform you that we will not be able to collaborate with you on this occasion.
Our team had a chance to review your proposed contribution. Unfortunately, we found that, despite your great expertise and experience, the direction of your proposal does not align with our project goals and objectives. We believe there might be other opportunities where we can work together in the future, and we will be keeping your information for consideration.
Thank you for considering us as your potential collaborator, and we hope you can find another suitable partner for your project.
Respectfully,
[Your Name]
Rejection of Vendor Application Due to Incompatibility with Business Model
Dear [Vendor’s Name],
We appreciate your interest in becoming a preferred vendor for [Company Name]. We would like to thank you for taking the time to submit your application and all the necessary documents. However, we must regretfully inform you that we cannot proceed with your vendor application at this time.
We have a detailed vendor selection process and criteria regarding preferred vendor status. After a thorough review of your application and qualifications, we have found that your product/service offerings do not match our current business model. Please note that this does not reflect the quality and professionalism of your products and services.
Thank you for considering us for your vendor application, and we encourage you to apply again if your business model and product/service offerings change in the future.
Thank you again for your interest in working with us.
Best regards,
[Your Name]
Rejection of Scholarship Application Due to Non-compliance with Eligibility Criteria
Dear [Student Name],
Thank you for submitting your scholarship application to [Scholarship Name]; we appreciate your interest. We regret to inform you that, unfortunately, we could not accept your application.
We received multiple applications this year, and we had many qualified candidates apply. After a rigorous evaluation process, we found that your application did not meet our eligibility criteria. Please note that this does not reflect on your qualifications and abilities, and we highly encourage you to continue pursuing your studies and academic goals.
We wish you all the best and offer our respects for the dedication to your education, but unfortunately, we cannot grant this scholarship to you. Thank you for considering our program, and we hope you find success in all your future endeavors.
Sincerely,
[Your Name]
Rejection of Volunteer Application Due to Incompatibility with the Organization’s Mission
Dear [Name of Volunteer],
We appreciate your time and effort in expressing your interest in serving as a volunteer at [Organization Name]. We were excited to learn about your eagerness to serve our community, and we thank you for your application.
After reviewing your application, we have found that your idea does not align with our mission and objectives, making it difficult to align with the volunteering program and work together effectively. This does not reflect your abilities and valued contribution, and we understand if you have another cause or campaign to work on in the future.
Thank you for considering our volunteer program, and we appreciate your continued support to make our community a better place for everyone.
Best,
[Your Name]
Rejection of a Partnership Proposal Due to Different Business Strategies
Dear [Name of Proposer],
Thank you for your interest in partnering with [Company Name] on your current project. We appreciate the time and effort you have invested in providing us with a detailed proposal.
Unfortunately, after a comprehensive review of your proposition, we must regretfully inform you that your concept does not align with our current business strategies and goals. We respect your views and goals but do not share common views or have a strategic alignment in our business model and direction. We hope that you can find another compatible partner with a shared vision as yours.
Thank you for considering us for your project. We wish you all the best in your project.
Sincerely,
[Your Name]
How to Write a Professional Rejection Email: Tips and Examples
Rejection emails are an inevitable part of any recruitment process. Although they may be disappointing for the applicant, poorly written rejection emails can damage the employer’s reputation. To make sure that applicants feel respected and valued even when they are not hired, here are some tips and examples on writing a professional rejection email:
1. Start with a friendly greeting
Begin your rejection email with a friendly greeting, such as “Dear [Applicant Name],” or “Hello [Applicant Name],”. This sets a positive tone, making it clear that the rejection is not personal but a decision based on the job requirements and qualifications. It also signifies that the employer cares about the applicants’ experience and respects their time.
2. Thank the applicant for their interest
Make sure to express your appreciation for the time and effort the applicant has put into their application. Thank them for their interest in the job and the company, and acknowledge their expertise and skill set. This demonstrates that the employer recognizes the value of the applicant’s work and that the rejection does not diminish their merit.
3. Give a brief and honest reason for the rejection
Provide an explanation of the hiring decision, but do it in a brief and honest way. You don’t have to go into great detail, but you should give one or two specific reasons why the applicant was not chosen for the position. Be clear and direct about the requirements for the job and how the applicant’s qualifications did not match those requirements. This feedback can help the applicant to understand their strengths and areas for improvement for future job applications.
4. Be empathetic and encouraging
It is understandable that applicants may feel disappointed or discouraged after receiving a rejection email. Therefore, it is essential to show empathy and support for their future endeavors. Encourage them to keep up their job search and remind them that their skills and experience are valuable in the job market. Offer resources and guidance if relevant, such as job search websites or professional development opportunities.
5. End with a positive note
End the rejection email on a positive note, such as wishing the applicant all the best or thanking them again for their interest in the company. This reinforces that the employer values the applicant and leaves a positive impression in case there are future job opportunities.
Examples
Below are two examples of a professional rejection email, one for a job applicant and one for a freelancer:
Job Applicant Rejection Email:
Dear [Applicant Name],
Thank you for your interest in the [Job Title] position at [Company Name]. We appreciate the time and effort you put into your application and are grateful for the opportunity to learn more about your skills and experience.
After careful consideration, we have decided to pursue other candidates whose qualifications more closely match the requirements of the job. Although your application was impressive, we regret to inform you that we will not be moving forward with your candidacy at this time.
We encourage you to continue to pursue similar employment opportunities. We remain grateful for your interest in [Company Name] and wish you all the best in your future endeavors.
Sincerely,
[Your Name]
Freelancer Rejection Email:
Hello [Freelancer Name],
Thank you for your interest in the [Project Name] project. We appreciate the time and effort you put into your proposal and are grateful for the opportunity to learn more about your expertise.
After reviewing all of the proposals, the team has decided to pursue another freelancer whose qualifications better align with the project requirements. We regret to inform you that we will not be proceeding with your proposal at this time.
We encourage you to continue pursuing similar freelance opportunities. We remain grateful for your interest in joining our team and hope to consider you for future projects.
Best regards,
[Your Name]
FAQs About Rejection Email Sample
What is a rejection email sample?
A rejection email sample is a pre-written template that is commonly sent to notify a candidate that they have not been selected for a position for which they applied.
Are rejection email samples necessary?
Yes, rejection email samples are necessary because they ensure that the candidate is given the courtesy of a response and this helps to maintain a positive brand image.
What should a rejection email sample include?
A rejection email sample should express gratitude for the candidate’s interest in the position, inform them that they were not selected, and provide feedback or encouragement if possible.
How soon after an application should a rejection email be sent?
A rejection email should be sent as soon as the hiring decision has been made, which is typically within a few weeks of the candidate’s application.
How do I write a polite rejection email?
To write a polite rejection email, start by expressing gratitude for the candidate’s interest in the position, clearly state that they were not selected, and offer encouragement or feedback if possible. It’s important to be courteous and professional in your tone and wording.
Why is it important to send a rejection email to unsuccessful candidates?
It’s important to send a rejection email to unsuccessful candidates because it shows that you value their time and effort and that you respect them as professionals. It also helps to maintain a positive brand image.
Can rejection emails have negative consequences?
Yes, sending a poorly-worded or insensitive rejection email can have negative consequences in terms of damaging your brand image and discouraging future candidates from engaging with your company.
Should I provide constructive feedback in a rejection email?
Providing constructive feedback can be helpful for the candidate, but it’s not always necessary or appropriate. If you do provide feedback, make sure it’s constructive and relevant to the position and the candidate’s application.
Should I personalize rejection emails?
Personalizing rejection emails can help to maintain positive relationships with candidates and can also make them feel valued. At a minimum, make sure to address the candidate by name and reference the position they applied for.
Can I provide hope for future opportunities in a rejection email?
Yes, it’s always a good idea to provide hope for future opportunities, as long as it’s genuine and appropriate. This can encourage candidates to keep engaging with your company and can also help to maintain a positive brand image.
Until Next Time…
That’s all, folks! Thanks for stopping by and checking out our rejection email samples. We hope that this provided some insight, comfort, or even a laugh during your job search journey. Just remember, rejection is never easy, but it’s important to take it as a learning experience and keep pushing forward. Don’t forget to come back and visit us again for more helpful tips and tricks. Best of luck!