Sample Email Rejection Letters for Job Applicants

Templates You Can Customize

This illustration offers quick facts on sending a rejection letter including "Applicants who aren't selected for an interview deserve a notification to move on with their job search," "Responding to job applicants is time-consuming, but marks you as an employer of choice," and "Encourages a potential employee to apply again with the company in the future."

Theresa Chiechi © The Balance

As a job applicant, nothing is worse than hearing nothing from a prospective employer, so it's important to communicate with applicants throughout this process. Job applicants who are not selected for an interview deserve a rejection letter so that they can move on with their job search.

For every job you post you likely will receive more applications than you can handle. Responding to all of these job applicants is time-consuming. But your emailed response marks you as a desirable employer of choice. Your email rejection letter encourages a potential employee to apply again when you post another position for which the applicant may qualify.

Sample Job Applicant Rejection Letter

Here are several sample job applicant rejection letters you can customize for the people you don't select for a job interview. Note: Since many of these applications arrive via email, a job applicant rejection letter via email is acceptable.

First Sample Applicant Rejection Email


Name of Applicant
Applicant's Address
City, State, Zip Code

Dear (Applicant's Name):

Thank you for your application for the position of shipping coordinator at DLT Industries. As you can imagine, we received a large number of applications. I am sorry to inform you that you have not been selected for an interview for this position.

The DLT selection committee thanks you for the time you invested in applying for the shipping coordinator position. We encourage you to apply for future openings for which you qualify.

Best wishes for a successful job search. Thank you, again, for your interest in our company.


Real Person's Name and Signature

Example: HR Director for the DLT Employee Selection Team

Second Sample Job Applicant Rejection Letter

Please note that even if you send all of your candidates who will not be invited for an interview the same letter, this is far better than the candidate never hearing anything about their application at all. You will customize the letter for the candidate's name and additional information.


Name of Applicant Applicant's Address City, State, Zip Code

Dear (Applicant's Name):

The response from applicants to our posted office manager
position at Kohl's was overwhelming with many of the applicants seemingly
qualified for the job. Thus, we are unable to interview all of the applicants
who sent in their resumes.

You did not make the cut for those applicants we are inviting in
for a job interview. The number of applications we received makes it impossible
for us to speak with everyone.

The purpose of this email is to let you know that you were not
selected for an interview. We also want to extend every hope that your job
search will end successfully shortly for you.

You are encouraged by our selection committee to apply again for
openings for which you qualify in the future. We appreciate that you took the
time to apply.


HR Manager's Name

On behalf of the Employee Selection Committee

Please note that the information provided, while authoritative, is not guaranteed for accuracy and legality. The site is read by a worldwide audience, and employment laws and regulations vary from state to state and country to country. Please seek legal assistance, or assistance from State, Federal, or International governmental resources, to make certain your legal interpretation and decisions are correct for your location. This information is for guidance, ideas, and assistance.