How to Write an Email of Rejection
Being tasked with delivering a rejection email can be a challenging and delicate situation. It is important to communicate the rejection in a respectful and professional manner. Here is a guide on how to draft an email of rejection:
1. Subject Line: Be concise and clear
Choose a subject line that clearly conveys the purpose of the email. For example, “Application Update” or “Regarding Your Recent Application.”
2. Greeting: Be polite and respectful
Begin the email with a formal greeting, addressing the recipient by their name if possible. For example, “Dear [Applicant’s Name],”
3. Opening Paragraph: Express appreciation
Start by expressing your appreciation for their interest in the position or opportunity. Acknowledge the effort they put into their application. For example, “Thank you for your recent application for the [Job Title] position at [Company Name].”
4. Mid-Paragraph: Provide a clear and concise reason
Clearly state the reason for the rejection. Be honest and provide feedback when applicable, but avoid being overly detailed or critical. Focus on objective reasons rather than subjective opinions. For example, “After careful consideration, we have decided to proceed with another candidate whose skills and experience more closely align with our current needs.”
5. Optional Paragraph: Offer constructive feedback or encouragement
If appropriate, offer constructive feedback to help the applicant improve their candidacy for future opportunities. Provide specific suggestions without being discouraging. Alternatively, express encouragement for their career search in their field. For example, “Although we are unable to offer you the position at this time, we suggest focusing on enhancing your leadership skills, as we recognized their importance in a managerial role.”
6. Closing Paragraph: Extend sincere wishes
End the email on a positive note by extending sincere wishes to the applicant. For example, “We appreciate your time and effort in applying for this position and wish you success in your future endeavors.”
7. Closing: Provide contact information and sign off
Include your contact information in case the applicant has any questions or would like to discuss the decision further. End the email with a polite closing, such as “Sincerely” or “Best regards,” followed by your name, job title, and company.
8. Proofread and review
Before sending the email, carefully proofread it for any errors or unintentional harshness. Verify that the email reflects the company’s policies and values.
Remember, crafting an email of rejection requires empathy and consideration. By providing a respectful and thoughtful response, you can help maintain a positive relationship with the applicant and leave them with a favorable impression of your organization.