What is an Applicant Rejection Email?
An Applicant Rejection Email is a formal communication sent by an employer or recruiter to inform job applicants that they have not been selected for a position after the interview process. It aims to notify applicants respectfully, provide closure, and maintain a positive impression of the company. The email typically includes reasons for the decision, encourages applicants to apply for future opportunities, and thanks them for their time and interest in the company.
How to Write an Applicant Rejection Email?
Begin with a clear subject line such as 'Application Status Update' or 'Job Application Outcome.' Express appreciation for the applicant's interest and effort in applying. Inform them of the decision and provide a brief, genuine reason for the rejection. If possible, offer constructive feedback to help them improve for future applications. Encourage them to apply for other positions with the company if applicable. Close with gratitude for their time and consideration.
Applicant Rejection Email Samples:
Sample 1:
Subject: Application Status Update
Dear [Applicant's Name],
Thank you for applying for the [Position Name] at [Company Name]. After careful consideration, we have chosen to proceed with another candidate whose qualifications more closely align with our current needs. We appreciate your time and effort throughout the interview process and encourage you to apply for future opportunities with us.
Best regards,
[Your Name] [Your Position] [Company Name]
Sample 2:
Subject: Job Application Outcome
Dear [Applicant's Name],
I hope this message finds you well. We appreciate your interest in the [Position Name] role at [Company Name]. After thorough review, we have selected another candidate whose experience and skills better match our requirements at this time. We genuinely appreciate your interest and encourage you to keep an eye on our career page for future openings that match your qualifications.
Warm regards,
[Your Name] [Your Position] [Company Name]
What should be included in a Applicant Rejection Email?
When crafting an applicant rejection email, it's important to be respectful, clear, and considerate of the applicant's feelings. Begin by thanking them for their interest in the position and taking the time to apply. Express appreciation for their effort and interest in joining the organization, acknowledging the competitive nature of the selection process.
Inform them politely that after careful consideration, the decision has been made to proceed with other candidates who more closely meet the needs of the role or align with the company's requirements. Avoid going into specifics about why they were not selected, as this can be subjective and potentially lead to misunderstandings.
If possible and appropriate, encourage them to apply for future positions that match their qualifications and experience. This gesture can leave a positive impression and keep the door open for potential opportunities with your organization.
Conclude the email with a sincere wish for their success in their job search or career endeavors. Reiterate your appreciation for their interest and consideration, maintaining a professional and courteous tone throughout. Providing closure promptly and respectfully reflects well on your organization and helps maintain a positive relationship with applicants who may be potential candidates in the future.
In Short an Applicant Rejection Email should include:
- Clear Subject Line: Indicate the purpose of the email.
- Appreciation: Thank the applicant for their interest and effort.
- Decision Notification: Inform them of the decision and provide a brief reason for the rejection.
- Encouragement: Encourage them to apply for future opportunities with the company if applicable.
- Professional Closing: Close with a polite and professional sign-off.
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