Job Rejection Letter

Job Rejection Letter Template to Inform Candidates Politely and Professionally
A job rejection letter is a short, formal message that tells a job applicant they were not chosen for a role. It thanks them for their time, states the decision clearly, and keeps the tone kind and respectful. It works for applicants who were rejected after a resume review, a phone screen, or a full interview. Without a proper response, candidates are left waiting and wondering, which can hurt your company's reputation and discourage good people from applying again.

Benefits of Using a Ready-Made Template Instead of Writing One Yourself
Writing a rejection letter from scratch can feel uncomfortable, and it is easy to sound too cold, too vague, or share more than you should. Many employers also forget to include the job title or a kind closing. A ready-made Job Rejection Letter Template already has a polite and professional structure in simple language, so you only add the candidate's name, the position, and your company details.

Who Can Use This Job Rejection Letter Template
This template is useful for HR teams, recruiters, hiring managers, small business owners, and startups that receive many applications. It is also helpful for schools, non-profits, and agencies that hire staff or interns. You do not need HR experience to use it, and it helps you close the hiring process in a respectful and consistent way.

How to Fill Out and Use This Job Rejection Letter Correctly
Start by adding the date, the candidate's name, and a polite greeting. Thank them for applying and for the time they spent in the hiring process. Mention the job title and state clearly that you have decided to move forward with another candidate. Keep the message short and avoid giving detailed reasons that could cause arguments. Add a kind line wishing them success, and mention if you would like to keep their resume for future openings. Add your name, title, and signature, then send it by email as soon as the decision is final.