5 Effective Reject Email Samples for Job Applicants

Have you ever received a rejection email that left you feeling confused and frustrated? Maybe you spent hours crafting the perfect application or proposal, only to receive a generic reply that provided no feedback or clarity on why you didn’t make the cut. It’s a common experience, but it doesn’t have to be a hopeless one.

To help you navigate the murky waters of rejection emails, we’ve put together some great samples that you can use and edit as needed. With these templates, you can ensure that your response to rejection is professional, gracious, and even potentially open doors for future opportunities.

So, whether you’re a job seeker, freelancer, or entrepreneur, don’t let a rejection email get you down. Instead, take control of the situation and use these samples to turn a negative experience into a positive one. Let’s dive in!

The Best Structure for a Reject Email

When it comes to rejection emails, it’s important to keep in mind that how you say no can have a big impact on your brand reputation and can affect the way that the candidate perceives you. It’s never easy to send a rejection email, but following a structured approach can help make the process less painful for both parties.

The first paragraph of your reject email should be empathetic and respectful. Start off by thanking the candidate for their interest in the position and taking the time to apply. This shows them that their efforts were appreciated and that you value their dedication. Then, let them know that you have carefully considered their application, but regretfully, you have decided not to move forward at this time.

The second paragraph should be more specific about the reason for the rejection. This may include lack of experience, qualifications, or other factors that made the candidate not the best fit for the position. Be clear, but also try to be as gentle as possible. Keep in mind that the goal is not to hurt their feelings, but rather to provide constructive feedback.

In the final paragraph, you can offer some words of encouragement to the candidate and wish them success in their future job search. This can include any advice you may have on how they can improve their job search, or any other information that may be helpful.

It’s important to remember that the goal of a rejection email is not only to let the candidate know that they were not successful, but also to leave them with a positive experience. This could lead to them reapplying for future positions, or even recommending your company to their network.

In conclusion, a reject email should be structured in a way that is empathetic, respectful, and informative. By following these guidelines, you can ensure that you are treating the candidate with the respect they deserve, while also protecting your brand image and reputation in the job market.

Sample Reject Email Templates

Rejection for Job Application

Dear [Applicant],

We appreciate your interest in the job opening at our company. However, we regret to inform you that we have decided not to move forward with your application.

After reviewing your qualifications and experience, we have determined that there are other candidates whose skills and experience better match the requirements of the position. We encourage you to continue developing your skills and to apply for future job opportunities that may be a better fit for your qualifications.

Thank you for considering us as a potential employer. We wish you all the best in your job search.


[Your Name]

Rejection for Promotion

Dear [Employee],

We appreciate your interest in the recent promotion opportunity at our company. After careful consideration, we have decided not to select you for this position.

While we recognize your hard work and dedication, we have determined that another candidate possesses the experience and skills necessary for this specific role. Please continue to work hard and develop in your role, as we value your contributions to the organization.

Thank you for your interest and for your ongoing commitment to our company.

Best regards,

[Your Name]

Rejection for Partnership

Dear [Business Partner],

Thank you for submitting your proposal for a possible partnership with our organization. We have carefully considered your proposal and after much deliberation, we have decided not to pursue this partnership.

While we were impressed with your proposal, we have determined that your services do not align with our current business needs and priorities. Please continue to keep us in mind for future opportunities.

We appreciate your time and effort in submitting your proposal.

Best regards,

[Your Name]

Rejection for Scholarship

Dear [Scholarship Applicant],

Thank you for your interest in our scholarship program. After careful consideration, we regret to inform you that your application has not been accepted.

While we recognize your academic achievements and potential, the competition was fierce, and we had many qualified applicants. Please do not be discouraged, and continue to pursue your academic goals.

Thank you for your time and interest in our scholarship program. We appreciate your hard work and dedication.

Best regards,

[Your Name]

Rejection for Volunteer Position

Dear [Volunteer Applicant],

Thank you for your interest in volunteering with our organization. After reviewing your application, we have decided not to move forward with your candidacy at this time.

Unfortunately, we have received an overwhelming response to the volunteer opportunity, and we have many qualified candidates to choose from. We encourage you to continue to seek out volunteer opportunities in your community and to stay engaged with our organization.

Thank you for your interest in helping our cause. We appreciate your time and consideration.


[Your Name]

Rejection for Invitation

Dear [Inviter],

Thank you for inviting me to your event. Unfortunately, I am unable to attend.

I appreciate your thoughtfulness in extending the invitation, but due to prior commitments, I am unable to participate at this time. I apologize for any inconvenience this may cause.

Thank you again for thinking of me. I wish you the best of luck with your event.


[Your Name]

Rejection for Proposal

Dear [Proposal Submitter],

Thank you for submitting your proposal to our company. After careful consideration, we have decided not to move forward with your proposal at this time.

While we see the merit in your proposal, we have determined that it is not in line with our current business needs and priorities. We appreciate your time and effort in preparing and submitting your proposal.

Thank you for considering our company as a potential partner. We wish you the best in your future endeavors.

Best regards,

[Your Name]

Reject Email Sample Tips: How to Politely Decline a Request

Rejecting emails can be a difficult task, and it often requires the use of courteous and tactful language. Whether you’re declining a job offer, turning down a sale, or rejecting a meeting proposal, it’s important to do so politely and respectfully to avoid hurting the recipient’s feelings. Here are some tips on how to craft a polite and professional rejection email sample:

Keep the email brief and to the point

Avoiding long and detailed explanations of your decision can help to maintain a neutral tone and prevent any misunderstandings. Be sure to mention the reason for your rejection in simple language, and express your gratitude for the recipient’s time and consideration.

Show appreciation

Even if you’re declining a request, it’s important to acknowledge the effort and time that the recipient has invested. Expressing your gratitude in a respectful and genuine way can help to soften the blow, and may also encourage future interactions with the individual or company.

Offer alternatives

When sending your rejection email sample, consider offering some alternative options or suggestions that may help the recipient to reach their objectives. Whether it’s providing feedback, connecting them with someone who may be better suited to help, or recommending a different product or service, any form of assistance can demonstrate your willingness to support their goals.

Be positive and forward-looking

Rejecting an email doesn’t mean you have to end the conversation negatively. Provide encouragement and maintain a positive tone throughout the email, even if you’ve made it clear that you can’t accommodate their request. This will leave the door open for future opportunities, and may help you to maintain important relationships.

Close with a friendly sign off

Your email’s closing is your last opportunity to leave a good impression. Consider using a friendly and professional sign-off such as “Best regards,” “Warmly,” or “Thank you again.” This helps to create a positive impression and diffuse any potential tension or awkwardness.

FAQs about Reject Email Sample

What is a reject email sample?

A reject email sample is a pre-written email that companies send to applicants who do not meet the qualifications or requirements for a job position they applied for.

Why do companies use a reject email sample?

Companies use a reject email sample to communicate their decision to the applicants in a clear, concise, and professional manner.

What should a reject email sample include?

A reject email sample should include a thank you message, a brief explanation of the decision, and any next steps the applicant can take.

How should a reject email sample be structured?

A reject email sample should be structured in a way that is easy to read and understand. It should have a clear subject line, a greeting, a message body, and a closing message.

Should a reject email sample include feedback?

Providing feedback is not always required, but it can be a good way to help the applicant improve their application for future job opportunities.

How can a reject email sample be personalized?

A reject email sample can be personalized by addressing the applicant by name and adding a sentence or two that is specific to their application.

Can a reject email sample be automated?

Yes, a reject email sample can be automated using applicant tracking systems (ATS). This can save time and ensure that all applicants receive consistent communication.

What can I do if I receive a reject email sample?

If you receive a reject email sample, you can respond by thanking the company for their time and consideration, and ask for feedback if it is not provided in the email.

Can a reject email sample damage a company’s reputation?

A poorly written or insensitive reject email sample can damage a company’s reputation. It is important to ensure that the message is clear, professional, and respectful of the applicant’s time and effort.

Thanks for Stopping By!

So there you have it, the reject email sample that you can use for any situation. Don’t forget to maintain a courteous and professional tone, as rejection can be tough for anyone. I hope this article has provided you with the right words to reject someone gently and respectfully. And if you want to read more articles like this, be sure to visit our website again soon. Thanks for reading!