7 Employee Rejection Email Templates
Do you unfortunately need to reject some employees? Use these professionally written employee email rejection templates in order to deliver the news respectfully.
Links to Employee Rejection Email Templates
Nobody likes to be the bearer of bad news. However, sending candidate rejection emails is a critical part of being a business owner or hiring manager.
Delivering rejection news to job applicants is also a delicate task that requires tact and professionalism.
Remember that “ghosting” — i.e., never following up with a candidate post-interview — is not an option. After all, 76 percent of job seekers say being ghosted by a potential employer is worse than being ghosted by a date!
If you’re not sure how to write a job rejection email to an employee or a rejection email after an interview, the GrabJobs team is here to help.
This article presents a range of 7 employee rejection email template examples that can help you navigate this challenging process, ensuring clear communication and maintaining a positive employer brand.
What Are the Most Important Aspects of an Employee Rejection Email?
If you’ve never sent a rejection email, or if you think your messages could be more detailed and helpful to candidates, start by making sure you include four essential elements in every email you write.
The most critical aspects of an employee rejection email are as follows:
- Maintaining a respectful and empathetic tone: It might be tempting to write a generic rejection message quickly and get on with your day. Put yourself in the applicant’s shoes, though. After all, they’re in the throes of the job-hunting process and deserve a polite and respectful message.
- Providing constructive feedback when possible: It helps not only to say that someone didn’t get the job but also to say why they didn’t get the job and what they could do differently in the future to increase their chances of getting hired. This detail gives the applicant something to work toward and encourages them to keep trying.
- Expressing gratitude for the applicant’s interest: Especially in today’s labor market, you should let people know that you appreciate their willingness to apply and interview for a specific job. They have lots of options, after all, and you should show gratitude that they considered your company.
- Leaving the door open for future opportunities: Maybe someone isn’t a good fit for one specific job, but that doesn’t mean they aren’t a good fit for your company as a whole. Let them know that you will be hiring for other positions in the future and encourage them to watch for openings that seem like good options for their skills and interests.
Your language may vary based on the specific candidate rejection email you’re writing. As long as you can check these four boxes, though, your chances of sending a helpful and situation-appropriate message are good.
How to Write an Employee Rejection Email?
Example 1: Candidate Has Insufficient Skills
Email subject line: Your application to [company]
Hi [Name],
It was great to meet you, and we appreciate your interest in [position] at [company].
We were impressed by your skills and accomplishments. However, after carefully considering all candidates, we have chosen to move forward with another candidate for the [position] because they have more experience with [skill] that more closely matches our hiring needs.
While we feel you’re not the best fit for [position] at this time, we do think you could be a good fit for future openings and will reach out in the future if something becomes available.
Thank you for your willingness to interview with us. We wish you all the best in your job search.
Kind regards,
[Your name]
[Title]
Example 2: There is High Competition for the Position
Email subject line: Follow-up about [position] at [company]
Dear [name],
Thank you for taking the time to apply and interview for [position] at [company]. The competition for the position was steep, and although we were impressed with your interview, we have decided to move forward with another candidate.
We were impressed by your skills, especially your experience in [skill/field], and we think you could be an excellent fit for upcoming opportunities at [company]. With that in mind, we will hold on to your resume and get in touch with you if we find a good match in the future.
We wish you a successful job search and good luck in your future professional endeavors.
Best,
[Your name]
[Title]
What to Include in an Employee Rejection Email?
Some people struggle with how to write a job rejection email to an employee or a rejection email after an interview because they don’t know what to say beyond, “You didn’t get the job.”
They might wonder how they can show understanding but still get the message across. They may also have a hard time figuring out where to redirect the candidate and give them valuable and actionable feedback.
Remember that an employee rejection email should include a personalized greeting and a polite and empathetic tone. Add a clear explanation for the decision, express appreciation for the applicant’s efforts, and, if applicable, share some guidance on potential future opportunities.
Here are some candidate rejection email examples that focus on a sympathetic tone and practical feedback.
Example 3: A Simple and Friendly Tone
Email subject line: Follow-up about [position] at [company]
Dear [name],
Thank you for taking the time to apply and interview for [position] at [company]. The competition for the position was steep, and although we were impressed with your interview, we have decided to move forward with another candidate.
We were impressed by your skills, especially your experience in [skill/field], and we think you could be an excellent fit for upcoming opportunities at [company]. With that in mind, we will hold on to your resume and get in touch with you if we find a good match in the future.
We wish you a successful job search and good luck in your future professional endeavors.
Best,
[Your name]
[Title]
Example 4: A Positive Tone Highlighting Strengths and Weaknesses
Email subject line: Your interview for [position] at [company]
Dear [Name],
It was a pleasure to meet you during last week’s interview. We’d like to thank you for your patience, as well as the time and effort you invested throughout the application and interview process.
We were impressed with your experience, skills, and approach. However, we have ultimately chosen another candidate due to their more relevant skill set.
Although your [skill] and [skill] are impressive, we recommend that you spend some time studying [skill/subject] to improve your knowledge and expand your job opportunities in the future.
We want to let you know that the interview panel thoroughly enjoyed meeting you and valued your insights. We are confident that your knowledge, experience, and qualifications will help you find a suitable position in the future.
We wish you well in your job search.
Sincerely,
[Your name]
[Title]
How to Approach Employee Rejection With Understanding?
Always approach employee rejection emails with understanding and compassion.
Acknowledge the applicant’s efforts and express genuine empathy for their disappointment. Think about how it felt the last time you received a rejection message, and channel those feelings into your email.
It also helps to offer support or resources for the candidate’s career growth. For example, you could recommend a course they can take to develop specific skills and improve their chances of being hired in the future. At the end of the email, be sure to leave a line of communication open to preserve a positive relationship and encourage them to reach out again later.
Use these examples as guides for using a sympathetic tone in a job rejection email and leaving the door open for future opportunities.
Example 5: An Encouraging and Supportive Message
Email subject line: Following up on [position] at [company]
Hello [Name],
Thank you for taking the time to speak to me regarding [position] at [company]. While I was impressed with your qualifications and experience, especially [candidate-specific information], our team has unfortunately decided to move forward with another applicant whose skills and experience better meet our current needs.
We sincerely appreciate your interest in [position] at [company] and hope that you’ll stay in touch. Please don’t hesitate to reach out if you see that we have another opening that interests you and is relevant to your experience.
If you want to be informed about upcoming job openings and ensure your resume is included when we search for future candidates, please join our online talent community and connect with us here: [link].
We wish you luck in your job search and future endeavors.
Regards,
[Your name]
[Title]
Example 6: Inviting Applicant to Apply for a Different Position
Email subject line: Your interview for [position] at [company]
Dear [Name],
Thank you for meeting with us last week to discuss [position].
We have connected with several candidates for [position], and although we were impressed with your interview, we have decided to move forward with another candidate.
Your interview showcased your credentials and experience in [subject/skill]. However, we have chosen another candidate because of [reason for rejection]. However, we still think you are a good fit for our company and would like to offer you the opportunity to interview for [position]. We’ve attached a job description for you to review.
If you would like to speak with us about this second opening, please contact me at [email or phone number] to schedule an interview as soon as possible. First-round interviews are currently in progress.
Thank you again for your interest in joining [company]. We wish you the best of luck with your job search.
Warm regards,
[Your name]
[Title]
Example 7: Inviting Applicant to Stay in Touch and Receive Additional Feedback
Email subject line: Your interview for [position] at [company]
Hi [Name],
Thank you for taking the time to interview with us for the role of [position]. It has been a pleasure to get to know you, and we really appreciate your interest in [company].
Having carefully considered all our options, we have decided to move forward with another candidate because we felt that they were a slightly better fit for the role. We were specifically seeking someone who could bring [quality/skill/more experience] to our team.
Although you are not the right match at this time, we were very impressed by your experience and skills. What stood out, in particular, was [specific skill/quality]. If you would find it helpful, I would be happy to share further feedback and advice on future interviews. Just reply to this email if you would like to connect further.
While we aren’t able to offer you this position, we would also like to keep your details on file so that we can contact you about future opportunities.
Once again, thank you for your interest in joining our team. We wish you a successful job search.
Sincerely,
[Your name]
[Title]
Do You Need to Write an Employee Rejection Email?
Writing and sending rejection emails is never fun. However, it’s a crucial part of the job when you’re a business owner or hiring manager.
Remember, handling employee rejections with empathy and respect is crucial for maintaining a positive reputation in the job market. If you’re known for ghosting candidates or sending harsh messages, people might be hesitant about applying when future positions become available.
By using these job rejection email template examples as a guide, you can ensure that even when receiving bad news, candidates feel valued and appreciated. These guidelines will help you ensure you’re leaving the door open for future opportunities and fostering goodwill in your talent pool.
Do you need more recruiting or interviewing advice? GrabJobs has plenty of options. Check out our resources library today.
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