Have you ever received a rejection email after an interview? It’s a sinking feeling, to say the least. But what’s worse than the rejection itself is not knowing exactly why you were rejected. Was it something you said? Something you didn’t say? Did you fail to impress during the interview? Without feedback, it’s impossible to know.
Fortunately, there are plenty of rejection email samples out there to serve as a guide. You don’t have to start from scratch. And with a little bit of editing, you can customize these templates to reflect your own style and the specific circumstances of your rejection.
In this article, we’ll look at some sample rejection emails that you can use as a starting point. We’ll also provide some tips on how to craft an email that’s both professional and empathetic, and that provides the feedback you need to improve your skills and succeed in your next interview.
So if you’re struggling to compose the perfect rejection email after an interview, don’t worry. We’ve got you covered. Read on for examples and tips that will make the process a little bit easier.
The Best Structure for a Rejection Email after an Interview
Rejection is never easy, no matter which end of the stick you find yourself on. However, it’s a necessary part of the hiring process. As a hiring manager, crafting the perfect rejection email can be the difference between leaving the candidate feeling informed, respected, and open to future opportunities with your company, or feeling angry, disappointed, or even resentful. Here is the best structure for a rejection email that strikes the right tone and communicates effectively.
Start with Gratitude and Positivity
The email should begin with a personalized greeting that includes the candidate’s name and thanking them for their time, effort, and interest in the position. Here’s an example:
“Dear [candidate’s name],
Thank you so much for taking the time to interview for the [position name] at [company name]. We were impressed by [specific positive feedback, such as their qualifications, experience, or achievements] and enjoyed talking with you about your ideas and goals.”
Explain the Decision Process
Acknowledge that the candidate may be disappointed by the news and assure them that the decision was not taken lightly. Be honest but professional in explaining what the decision-making process consisted of and what led to the final decision. Avoid providing false hope or offering vague explanations. Here’s a sample text that you can use:
“Unfortunately, we have decided to move forward with other candidates at this time. Please know that we carefully considered all applicants and their qualifications based on our current hiring needs. Although you are not the candidate we are choosing, we want you to know that your application and interview stood out to us.”
Offer Feedback and Encouragement
Include constructive feedback to help the candidate understand why they were not chosen, but avoid being too critical or giving only negative feedback. Give them something to focus on as they continue their job search. End the email on a positive note, including an invitation for them to keep in touch and apply again in the future if suitable opportunities arise. Here’s an example of how the email could conclude:
“We understand that this news may be disappointing, and we want to let you know that we are happy to offer some constructive feedback to help you identify areas for improvement. [Offer feedback]. We encourage you to stay positive and continue your job search, as new opportunities present themselves. Please stay in touch and keep us in mind for future positions that may be a good fit for your qualifications and experiences.”
Conclusion
Remember that a rejection email is a chance to build or damage your company’s reputation. Even though it may be a challenging experience, keeping the candidate’s experience in mind and communicating with empathy, transparency, and positivity can go a long way in creating a lasting relationship and fostering a positive reputation for your company.
Rejection Email Samples after Interview
Thank you for your application, but we have decided to move forward with another candidate
Dear [Candidate Name],
Thank you for taking the time to interview with us. We appreciate your interest in the position and the effort you made to highlight your skills and experience. Unfortunately, after careful consideration, we have decided to move forward with another candidate whose qualifications better match our requirements.
We appreciate your interest in our company and encourage you to apply for other opportunities that may interest you.
Best regards,
[Your name]
We have decided to restructure the position
Dear [Candidate Name],
Thank you for your interest in the position. After reviewing your qualifications, we have decided to restructure the position and will not be moving forward with any candidates at this time.
We appreciate your time and effort during the interview process and hope that you will consider us for future opportunities.
Best regards,
[Your name]
Your compensation requirements do not fit our budget
Dear [Candidate Name],
Thank you for interviewing for the position and sharing your skills and experience with us. We appreciate your interest in the position and our company. Unfortunately, we will not be able to proceed with your application since your compensation requirements do not meet our budget.
We encourage you to continue your job search, and we hope you find a position that meets your expectations.
We wish you the best of luck in your future endeavors.
Sincerely,
[Your name]
Our hiring team decided that you are not a good fit
Dear [Candidate Name],
Thank you for taking part in the interview process for the position. We enjoyed learning about your experiences, skills, and accomplishments. Unfortunately, after extensive review, our hiring team decided that you are not the right fit for the company at this time.
We wish you the best of luck in your job search and trust that you will find a position that is a better fit for your career goals and aspirations.
Thank you once again for considering our company, and please don’t hesitate to reach out if you have any further questions.
Sincerely,
[Your name]
Our company has decided to pursue another direction
Dear [Candidate Name],
Thank you for applying for the position, and taking the time to meet with us. Our company has decided to take a different direction in the position’s structure, and unfortunately, we must withdraw from moving forward with your application.
We are grateful for your interest in our organization and hope that you will apply for other opportunities in the future.
We appreciate your enthusiasm, dedication, and professionalism and know that you will be an excellent addition to a company that matches your expertise.
All the best,
[Your name]
Your qualifications did not sufficiently align with our needs
Dear [Candidate Name],
Thank you very much for talking with us and presenting your qualifications and accomplishments for the position of [position title]. Your skills and experience are impressive, but we regret to inform you that we were unable to move on to the next step of the hiring process since the qualifications provided did not align sufficiently with our needs.
We appreciate you for taking the time to meet with us, and thank you for your interest in the position and our company.
Thank you again, and we wish you the best of luck in your job search.
Kind regards,
[Your name]
Your behavioral patterns didn’t match our company culture
Dear [Candidate Name],
Thank you for interviewing for the position and sharing your skills and experience with us. We appreciate all the effort you took in showing us your potential as a valued candidate. However, after careful consideration, we won’t be moving on to the next stage in the hiring process.
Our team has decided that your behavioral patterns didn’t align with our company culture as well as we expected, which is vital for our organization’s success.
We encourage you to keep up the great work and put in similar effort when interviewing with other companies.
We hope this rejection email after an interview doesn’t discourage you from applying for new opportunities in the future. Best of luck in your job search!
Best regards,
[Your name]
Tips for Writing a Rejection Email Sample After Interview
Whether you are a recruiter or a hiring manager, it is essential to communicate to candidates who did not get the job offer. Writing a rejection email sample after interview requires finesse and empathy. Here are some tips on how to craft a thoughtful and professional message that leaves a positive impression on the candidate:
- Thank the candidate for their time and interest. Start the email by acknowledging the candidate’s effort and enthusiasm for the position. Thank them for taking the time to interview with your company, and convey that you appreciate their interest in joining your team.
- Be honest but tactful. Be transparent about the reason(s) why the candidate was not selected for the job. However, be mindful of your tone and language. Avoid being critical or negative. Instead, provide constructive feedback that the candidate can use to improve their job search and interview skills.
- Offer encouragement and support. Even though you are delivering bad news, you can still provide encouragement to the candidate. Let them know that their skills and experience are valuable, and wish them the best of luck in their future endeavors. You may also offer to keep their resume on file for other opportunities in the future.
- Personalize the message. If possible, address the candidate by name and refer to their specific interview. This shows that you have taken the time and effort to provide a personalized message, instead of a generic one-size-fits-all email.
- End on a positive note. Conclude the email on a positive and gracious tone. Thank the candidate one more time, reiterate your appreciation for their interest in your company, and express your hope that they will find a great job soon.
Remember that every interaction you have with a candidate reflects on your company’s brand and reputation. By writing a thoughtful and empathetic rejection email sample after interview, you can leave a positive impression on the candidate and maintain a good relationship with them. Who knows? They may even refer other qualified candidates to your company or become a customer someday.
Rejection Email Sample FAQs
What is a rejection email?
A rejection email is a message sent by an employer to inform a candidate that they have not been selected for a position after an interview.
Why do companies send rejection emails?
Companies send rejection emails to communicate the outcome of the hiring process and provide feedback to candidates who were not selected to help them improve their future job search efforts.
What should I expect when receiving a rejection email sample after an interview?
You should expect a brief message that thanks you for your interest in the position, communicates that you were not selected, and offers any feedback or next steps that may be available.
Do companies always provide feedback in rejection emails?
No, not all companies provide feedback in rejection emails, but some may offer insight into their hiring decision to help the candidate improve their skills for future job applications.
How should I respond to a rejection email sample?
It is not necessary to respond to a rejection email, but if you wish to do so, you can thank the employer for the opportunity and ask for any feedback on how you could have improved your candidacy.
Should I ask for additional feedback if it is not offered in the rejection email?
You can ask for feedback if it is not offered in the rejection email, but be respectful and polite in your request, and do not expect a response from the employer.
Can I still apply for other positions at the company after receiving a rejection email?
Yes, you can still apply for other positions at the company even after receiving a rejection email, as long as you meet the qualifications for the position and are interested in the role.
How should I use the feedback provided in the rejection email?
You should use the feedback provided in the rejection email to improve your skills and candidacy for future job applications. Take the feedback seriously, and work to address any weaknesses in your profile.
What are some common reasons for receiving a rejection email after an interview?
Common reasons for receiving a rejection email after an interview include not meeting the required qualifications for the position, not demonstrating the necessary skills or experience, and not fitting the company culture or values.
Is it appropriate to ask for a second chance after receiving a rejection email?
It is not appropriate to ask for a second chance after receiving a rejection email, as the company has already made their hiring decision, and it can come across as pushy or unprofessional.
Thanks for Stopping By!
Thanks for taking the time to read about rejection email samples after interviews. We understand that receiving a rejection email can be tough, but it’s important to keep applying and trying. Remember, every interview is an opportunity to learn and grow. Keep tweaking your resume and preparing for interviews and you’ll be sure to land the job of your dreams soon. Thanks again for reading and be sure to stop by again for more helpful job search tips!