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Sample Rejection Letters for Job Applicants


Rejection Message or Just Ghost the Applicant?

Now that communities around Colorado and the nation are getting COVID-19 in hand, companies are beginning to fill workstations, cubicles and home office desks with employees. While many workers have been with the company throughout the pandemic, there are more being hired who are new to the organization.

Along with new hires comes those who didn’t get the job. How do you tell an applicant he or she didn’t get the role? Isn’t it easier to just “ghost” them? Is that bad?

Ghosting Job Applicants

Yes, Ghosting is Bad

Ghosting an applicant means that they applied, they may have even interviewed, but they weren’t selected – and the company didn’t communicate another word to them. This is a poor practice for several reasons.

People feel as though they were left hanging.

Your organization can appear uncaring or even unprofessional as a result.

Applicants might reference their experience in online reviews such as those on Glassdoor and Indeed.com.

bad review for ghosting employees

“OK But We Have Too Many Applicants to Send Everyone a Message?”

If this is the case, you may consider investing in recruiting software, an intern or an HR assistant, but that’s a blog post for another day.

Sample Rejection Letters That Let Them Down Easy

Here are three messages to send applicants who won’t be extended an offer to work at your company. Please feel free to copy these and use them as you wish. We’re all about helping businesses move forward in the most professional manner possible.

Rejection Letter

Applicant Who Didn’t Get an Interview

Dear [Name],

Thank you for your interest in joining the team at Acme Widgets. We appreciate the time you took to complete the application process. We carefully reviewed your background and experience. However, at this time, we are moving forward with candidates who have qualifications more directly aligned with the role.

Again, thank you for considering us and we wish you well in your future endeavors.


Acme Widgets Hiring Team

Rejection Letter

Applicant Who Interviewed But Didn’t Make Subsequent Rounds

Thank you for taking time to interview here at Acme Widgets. We enjoyed meeting you and learning more about your background. After interviewing many candidates, we will be continuing onward with applicants who have qualifications more closely aligned with the role.

We sincerely appreciate your interest in Acme Widgets and we wish you well in your future endeavors.


Acme Widgets Hiring Team

Rejection Letter Examples

Finalist Applicant Who Wasn’t Hired (You REALLY Liked This One But They Weren’t Selected)

Thank you for the time you shared with us during the application and interview process. Making a final selection for a position like this one is a difficult process and many elements factor into the decision. Unfortunately we have decided to proceed with another candidate for this role.

We were extremely impressed with your background and it was a pleasure to meet you. While this opportunity wasn’t a match, we invite you to follow us on LinkedIn (list company page URL here) and we welcome your application for future openings at Acme.

Again, thank you for your interest in joining our team, your professionalism, and the time you spent sharing your qualifications with us.


Acme Widgets Hiring Team

Sample Rejection Emails

Now, About Your New Hire’s Workstation

OK, so now you’ve used the sample rejection letters to tactfully inform those who weren’t hired of their status. At the same time, you’ve got your new hire entering into the onboarding process. Interested in saving money on their workstation? We have cubicles, traditional desks, sit stand desks and many more elements to set your newest employee up for success. We also offer a free space planning appointment so you can make the most of your square footage. If you’re looking for quality office furniture, low prices and top notch service, you’ve found it. We’re ready to earn your business. Shop online, in-store or call with questions.

office cubicles

desktop barriers


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