Effective Rejection Email Sample: Tips and Examples to Craft a Professional Rejection Email

Have you ever received a rejection email and wondered what went wrong? Maybe you were hoping to land your dream job or secure funding for your business but instead, you got a message saying you weren’t a good fit for the position. Rejection can be tough, but it’s a natural part of the process. The trick is to learn from the experience and move forward. In this article, we’ll explore some rejection email samples to help you better understand why you might have been turned down and what you can do about it. Whether you’re applying for a job, pitching a project, or seeking investment, you can find examples and edit them as needed to help you improve your chances of success in the future. So, let’s dive in and explore some rejection email samples.

The Best Structure for a Rejection Email Sample

When it comes to rejection emails, the last thing anyone wants is to receive a generic, dismissive note that adds insult to injury. As much as delivering bad news is an unpleasant task, it is important to remember that these individuals have taken the time to apply, interview or present themselves in a respectful way; they deserve to be treated with kindness, respect and honesty in your response. To ensure that you are able to respectfully communicate with your applicants, use these tips to help you structure a rejection email sample:

1. Start with a personalized and empathetic introduction: Begin your rejection email by addressing the recipient by their name and telling them thank you for their interest and taking the time to apply or interview. This shows that you acknowledge their efforts and appreciate their time. Following this introduction, express empathy by acknowledging that you understand that not being selected for the position can be disappointing.

2. Be clear and concise about the reasons: It is important to provide an explanation on why the application was not selected. Avoiding specificity might appear like a way of avoiding giving any drastic reasons, but it can appear vague and might not help in communicating the challenges faced by the candidate. Keep the explanation short and straight to the point, outlining the specific reasons why their application didn’t meet your criteria. Provide specific insights on performance gaps or areas that could be improved. This helps the candidate to improve specific areas that may increase their chances in future applications.

3. Offer constructive feedback: Besides providing the reasons for the rejection, employers should give feedback on ways the candidate can improve their application for future endeavors. This can include suggesting other roles that the applicant may be more suitable to or recommending other training opportunities or courses that may boost their skills and expertise.

4. End with a positive note: It is essential to maintain a positive tone and end the mail in a way that leaves the recipient feeling optimistic. Reiterate your appreciation for the effort and time they put into the process and express confidence in their future endeavors. Wish them good luck for future pursuits and be as supportive as possible.

In conclusion, rejecting job candidates is not an easy task, but with the right tone and structure, you can make it a humane and dignified process that leaves everyone feeling respected. Remember to be kind, empathetic and constructive to ensure that even in this difficult process, you can nurture good relationships that will continue to flourish in the future.

Rejection Email Samples for Different Reasons

Rejection of Job Application

Dear [Applicant Name],

Thank you for your interest in the [Position Title] role at our company. We received many impressive applications, and we have carefully reviewed every candidate’s qualifications and experience. After much consideration, we have decided to move forward with other candidates whose skills more closely match our current needs.

We appreciate the time and effort you invested in applying for the position and wish you success in your future endeavors.

Best regards,

[Your Name]

Rejection of Business Proposal

Dear [Business Partner],

Thank you for submitting your proposal for our upcoming project. We appreciate your interest in working with us, and we have thoroughly reviewed your proposal.

Unfortunately, after careful consideration, we have decided that your proposal does not meet our current needs. We acknowledge your hard work and appreciate your ideas, but we must decline your proposal at this time.

We remain committed to exploring opportunities for collaboration with you in the future.

Thank you for your understanding.


[Your Name]

Rejection of Scholarship Application

Dear [Applicant Name],

Thank you for your application for our scholarship program. We appreciate your interest in pursuing your academic goals, and we have received several great applications for the scholarship.

Unfortunately, your application is not among the shortlisted candidates. We had limited scholarship opportunities, and we had to make some tough choices. Please do not be discouraged; we acknowledge your academic efforts and commend your commitment to excellence.

We wish you the very best in your academic journey and future endeavors.

All the best,

[Your Name]

Rejection of Vendor Proposal

Dear [Vendor Name],

Thank you for submitting your proposal for our [Project Name] project. We appreciate your interest in working with us and your commitment to providing quality services to our company.

However, we have decided not to move forward with your proposal. We appreciate the time and energy invested in developing the proposal, but we have decided to move forward with another vendor whose proposal more closely aligns with our needs and vision.

Please keep in touch and stay tuned for future opportunities.

Thank you,

[Your Name]

Rejection of Volunteer Application

Dear [Applicant Name],

Thank you for your interest in volunteering with our organization. We appreciate your passion and commitment to our mission.

Unfortunately, after considering all the applications, we have decided to move forward with other candidates for this time. We encourage you to explore other volunteer opportunities with us in the future.

Thank you for your understanding.

Best regards,

[Your Name]

Rejection of Request for Proposal

Dear [Requester Name],

Thank you for considering us for your project and taking the time to submit your request for proposal.

However, we regret to inform you that we cannot fulfill your request at this time. After careful consideration, we have determined that we lack the experience and resources needed to carry out the project to your expectations.

We apologize for any inconvenience this may cause, and we hope that you will consider us for future projects.

All the best,

[Your Name]

Rejection of Rental Application

Dear [Applicant Name],

Thank you for your interest in [Property Address]. We appreciate your application to rent our property.

After careful review, we regret to inform you that we have decided to move forward with other applicants. We received many qualified applications and, unfortunately, could not approve everyone.

Please note that our decision does not reflect on your character or financial standing, as we consider many factors when reviewing applications.

We wish you the best in finding the perfect home.


[Your Name]

Related Tips for Writing Rejection Emails

When it comes to rejecting a job application or proposal, it is important to handle the situation with tact and professionalism. Here are some tips to help you craft a rejection email that is both informative and respectful:

  • Be timely: Don’t let a lot of time lapse between the application or proposal and the rejection email. The faster you send the rejection email, the better. This allows the applicant or proposal writer to move forward and apply for other opportunities.
  • Be respectful: It is important to remain respectful and polite in the rejection email. Make sure to thank the applicant or proposal writer for their time and effort in applying for the position or opportunity. Highlight their strengths, but also explain why you could not move forward with them.
  • Be specific: It is important to be specific in your rejection email. Explain what you were looking for and why the applicant or proposal writer did not meet those requirements. Use specific examples to help them understand where they fell short. This will help them to improve their chances in future applications.
  • Provide feedback: Consider providing constructive feedback to the applicant or proposal writer. Giving them feedback on what they could improve on in future applications is not only helpful, but also nurturing. It won’t necessarily benefit the current application, but it will help them in the long run.
  • Leave the door open: It’s important to leave the door open for future applications. Even if you don’t think this particular applicant or proposal writer is the right fit for this particular opportunity, it’s important to let them know that you would be interested in hearing from them again in the future.
  • Maintain good candidate experience: Even though your company isn’t hiring a certain person for a certain position, that doesn’t mean that this will always be true. In the future they may be more suited to your organization. Therefore, it’s important to not let your experience as a candidate be negative when getting a rejection email.
  • Keep these tips in mind when crafting a rejection email. While it may be difficult to deliver the bad news, doing so with respect and consideration will reflect positively on you and your organization.

    Rejection Email Sample FAQs

    What is a rejection email?

    A rejection email is a type of message sent to inform a candidate that they were not selected for a job or internship opportunity.

    What should a rejection email include?

    A rejection email should include a polite and professional message that thanks the candidate for their interest, explains why they were not selected, and encourages them to apply for other opportunities in the future.

    How should I address the candidate in a rejection email?

    You should address the candidate respectfully and use their proper name. It is also advisable to use a tone that is empathetic and shows that you appreciate the candidate’s interest in the company or position.

    Should I give feedback in a rejection email?

    It is not required to provide feedback in a rejection email, but you can consider including constructive feedback if it is relevant and helpful for the candidate’s future job search.

    How soon should I send a rejection email?

    It is best practice to send rejection emails as soon as possible after the decision has been made. Ideally, send the email within a few days of the interview or application deadline.

    Is it necessary to send a rejection email to all candidates?

    Yes, it is a professional courtesy to send a rejection email to all candidates who were not selected for the position.

    What if a candidate responds angrily to a rejection email?

    If a candidate responds angrily to a rejection email, stay professional and maintain a polite tone. You can also suggest that the candidate contact you for additional feedback or information, if appropriate.

    Can I use a rejection email template?

    Yes, you can use a rejection email template to save time and ensure you include all necessary information. However, it is important to personalize the email with the candidate’s name and any relevant details about their application.

    Can a rejection email damage the company’s reputation?

    If a rejection email is poorly written, insensitive, or unprofessional, it could potentially damage the company’s reputation. However, a well-written and empathetic rejection email can actually reflect positively on the company’s values and respect for candidates.

    So, That’s All Folks!

    And that’s it for our rejection email sample! We hope it was informative for you and gave you some much-needed guidance. Remember, rejection is never easy, but it’s a part of life. The important thing is to handle it with grace and professionalism. Thank you for reading and we hope to see you again soon. Stay tuned for more helpful articles from us!