It is known that it is not an easy task to write rejection letters for job applications. After all, bad news must be delivered. The wrong wording may lead to frightened prospects and a damaged employer image. Don’t worry! We give you 3 sample rejection letters, that you can use immediately and explain why you should use them.
3 sample rejection letters for job applications
Of course, recruiters much prefer to focus on their hires than their rejections. Writing rejection letters is always a messy process, but is an important part of recruiting especially in the age of employer reviews like kununu and Glassdoor. As a recruiter, don’t take the risk of damaging your employer image by posting negative reviews online. In order to relieve you of the unpleasant process of writing a rejection letter, we have created for you 3 sample rejection letters for job applications Pre-formulated so that your candidate experiences a positive Candidate Journey despite rejection.
Sample rejection letter for a speculative application:
Dear Sir/Madam Name of your candidate,
We would like to thank you for your unsolicited application and your interest in our company.
We regret to inform you that we do not have a position available at this time that matches your qualifications.
We would like to stay in contact with you and add your promising profile to our talent pool, so that we can contact you in the future with suitable job offers and draw your attention to new vacancies. If you agree, please follow this link: Insert here the link to your talent pool
We wish you all the best for your future and hope to hear from you again soon.
Yours sincerely
Sample rejection letter for a job application:
Dear Ms/Mr Name of your candidate,
thank you very much for your application as Please enter the job title here and the interest you have shown in our company.
Unfortunately we have to inform you,
… that we have already filled the position with another candidate.
. that we have to cancel your application for this position today. Please do not take this as a devaluation of your knowledge and skills. Especially with a large number of applications, very small aspects lead to a decision.
… that we are withdrawing the advertised position and will not fill it. We sincerely apologize for this inconvenience.
We would like to stay in touch with you and add your promising profile to our Talent Pool, so that we can contact you in the future when suitable vacancies arise and make you aware of new job offers. If you agree, follow this link to do so: Insert the link to your talent pool here
We wish you all the best in your future endeavors and hope to hear from you again soon.
Yours sincerely
Sample rejection after getting to know each other:
Dear Sir/Madam Name of your candidate,
thank you very much for your application as Enter the job title here and the interest shown in our company. It was a pleasure to meet you in person.
Unfortunately we have to inform you,
… that we have decided on a different candidate. Please do not take this as a devaluation of your knowledge and skills. Often small aspects lead to a decision.
… that we will withdraw the advertised position and not fill it. We sincerely apologize for this inconvenience.
We would like to stay in touch with you and add your promising profile to our Talent Pool, so that we can contact you in the future when suitable vacancies arise and make you aware of new job offers. If you agree to this, follow this link to do so: Insert the link to your talent pool here
We wish you all the best for your further journey and hope to be in contact with you again soon.
With kind regards
That’s why you should use these sample cancellations
Although bad news is delivered, you want to remain in positive relationship with the prospects. There are three main aspects that we have considered and implemented for this goal in our sample cancellations:
- 1. Personality. It is important to avoid standard phrases like "Dear applicant. Address your prospects by name, thank them for their interest in your company and refer to the position.
- 2. Reason for cancellation. No other aspect annoys applicants as much as not hearing a reason for the rejection they received. In a study with 1.500 respondents ranked this aspect as the number one nerve factor in the application process. There are various reasons that may have led to the cancellation and it may seem difficult to put it in a positive way. In our sample you will find some help for the right formulation.
- 3. Keep in touch. This aspect serves both your prospects and your company. By offering to add the candidate to your Talent Pool, you can contact them in the event of future vacancies and alert them to new vacancies.
We help you
Writing and sending out rejection letters always poses quite a few challenges for personnel managers: In addition to suitable wording, coordination difficulties and time bottlenecks also play a role. We are here for you! In addition to the talent pool, our software also supports you, for example, by allowing you to send a large number of personalized rejections (in compliance with data protection laws) with just a few clicks. Request a demo right now and benefit from our features!