The Best Rejection Email Template to Use for Your Business

Have you ever experienced receiving a rejection email that feels like a dagger straight to the heart? Whether it was from a job application or a business proposal, rejection can be a tough pill to swallow. But as they say, rejection isn’t failure – it’s merely redirection. And with the right mindset and tools in place, you can bounce back from any rejection and come out stronger.

That’s why I’ve put together a rejection email template guide that you can use to handle rejection with grace and professionalism. In this guide, you’ll find examples of rejection emails that you can customize and tailor to your specific needs. Whether you’re a job seeker or a business owner, you’ll find the perfect rejection email template for your situation.

Maybe you need to politely decline a job offer that isn’t the right fit for you, or perhaps you need to let down a client gently when you can’t take on their project. Whatever your situation may be, our rejection email template guide has got you covered.

So don’t let rejection get you down – instead, use our rejection email template guide to turn it into a powerful learning experience. You’re only one step away from finding the perfect template for your needs, so check it out now and take control of your rejection today.

The Best Structure for a Rejection Email Template

Are you struggling with how to write a rejection email that is informative, empathetic, and professional? Don’t worry, you’re not alone. It can be challenging to deliver negative news without sounding harsh or unsympathetic, but luckily, there is a formula you can follow to ensure your rejection email hits all the right notes.

Firstly, start by acknowledging the recipient’s efforts. It’s essential to recognize the hard work and dedication they put into their application, proposal, or project. Let them know that you appreciate their time and effort in applying, but unfortunately, their application was not successful.

Next, provide a clear reason for the rejection. Be specific and concise but avoid being negative or critical. If possible, offer actionable feedback that could help them improve their application or project in the future. This will show that you care about their professional development and are invested in helping them succeed.

After providing the reason for rejection, it’s crucial to express empathy. Receiving negative news can be difficult, so make sure you acknowledge that. Show understanding for the disappointment they may feel and express your regret that things did not work out this time.

Finally, close the email on a positive note. Encourage them to keep going and not give up. Let them know that you wish them success in their future endeavors and remind them of the valuable skills and qualities they possess.

In conclusion, when it comes to writing a rejection email, empathy and professionalism are key. By following this formula, you can deliver the news in a way that is respectful, informative, and inspiring. Remember, rejection is not the end, but an opportunity to learn, grow, and improve.

Do you have any other tips for writing rejection emails? Share your thoughts in the comments below.

Sample Rejection Email Templates

Sorry, You Were Not Selected for the Job Opening

Dear [Applicant’s Name],

Thank you for applying for the job opening at [Company Name]. We have received numerous applications, and although we appreciate your interest in working with us, we regret to inform you that you have not been selected for the position.

Our decision was primarily based on the candidate’s qualifications and experience that best match the requirements for the job, and we found another candidate as a better fit. Your application was impressive, and we encourage you to keep an eye on our career page for future job opportunities.

We appreciate the time you took to apply, and we wish you the best in your job search.


[Your Name]

We Have Chosen Another Candidate for the Scholarship

Dear [Applicant’s Name],

Thank you for your application for the [Scholarship Name] scholarship. We appreciate your interest in furthering your education, and we have received many impressive applications. Unfortunately, we regret to inform you that we have chosen another candidate.

We understand how difficult it is to pursue higher education, and we wish you success in your academic pursuits. Please keep an eye on our website for future scholarship opportunities that you may qualify for.

Thank you for your interest in [Company Name], and best of luck with your future endeavors.

Best regards,

[Your Name]

We Are Unable to Publish Your Manuscript

Dear [Writer’s Name],

Thank you for submitting your manuscript, [Manuscript Title], to [Publication Name]. We appreciate your interest in publishing with us. However, after careful consideration and review, we regret to inform you that we are unable to publish your manuscript.

Our decision was based primarily on the present workload and the requirements of our publication. We appreciate your effort and hard work put into the manuscript and encourage you to submit your future work to us or another publishing company for consideration.

Thank you again for your interest in [Publication Name], and we wish you the best of luck with your writing.


[Your Name]

We Cannot Approve Your Request for Leave

Dear [Employee’s Name],

Thank you for submitting your leave request for [Leave Period], starting from [Start Date] and ending on [End Date]. Although we appreciate your dedication and commitment to your job, we regret to inform you that we are unable to approve your request for the following reasons:

Firstly, the requested time clashes with the annual audit, which requires the presence of all employees. Secondly, your absence during that period would disrupt the completion of the project, leading to delays and inconvenience.

We understand your personal obligations, and we will consider all future leave requests based on workload and business requirements. Thank you for understanding and considering the best interests of the company.


[Your Name]

Your Application for a Refund Has Been Denied

Dear [Customer’s Name],

Thank you for your recent request to obtain a refund for [Product or Service]. After careful review, we regret to inform you that we cannot grant a refund at this time.

Your purchase of [Product or Service] was made over [Duration], and our company policy clearly states that refunds are available within [Refund Policy Window]. Since you requested a refund after the expiration of the policy duration, we are unable to process the refund.

We understand your concern and, in the future, will do everything possible to meet your expectations. Thank you for your understanding.


[Your Name]

Sorry to Say That Your Proposal Has Been Declined

Dear [Applicant’s Name],

We appreciate your effort in submitting a [Proposal Type] proposal to [Company Name]. We have received a considerable number of proposals, and although we appreciate your time and interest in our company, we regret to inform you that we cannot accept your proposal.

Our decision was primarily based on the fact that your proposal did not meet the criteria outlined in our request for proposal and did not align with our organization’s goals and objectives.

Thank you for your interest, and we encourage you to submit future proposals for relevant openings with us.

Best regards,

[Your Name]

We Cannot Offer You the Rental Property You Applied For

Dear [Applicant’s Name],

Thank you for your interest in renting one of our properties, [Property Address]. Our team has received your application; however, we regret to inform you that we cannot offer you the property at this time.

Our decision was based on several factors, including your credit check, employment status, and references. After carefully reviewing your application, we found other candidates to be better suited for the property.

Thank you for submitting your rental application with us, and we hope you find a suitable rental property soon.


[Your Name]

Tips for Crafting a Rejection Email Template

Rejection is a sensitive topic that requires careful handling, especially when it comes to communicating rejection to job candidates or business proposals. To ensure that your rejection email looks professional and courteous, here are several tips that can help:

  • Be Clear and Direct: Start your email by stating the purpose of the email, which is to communicate that the job application or proposal was not successful. Be clear and direct in conveying the message, using simple and straightforward language. Avoid beating around the bush or sugarcoating the rejection, as it can confuse the recipient and create false expectations.
  • Show Empathy: While it’s never easy to receive a rejection letter, it’s essential to show empathy and understanding in your email. Thank the recipient for their interest and effort, and acknowledge the effort and skills they have put into their application or proposal. Show that you value their contributions and encourage them to explore other opportunities that suit their profile and skills.
  • Provide Feedback: A rejection email can be an opportunity to provide constructive feedback, especially when you see potential in the candidate or proposal. Give specific feedback on what worked well and what could be improved in the application or proposal. Be honest and objective in your evaluation, and provide helpful advice on where the recipient can enhance their skills or approach.
  • Leave Room for Communication: End your email by inviting the recipient to ask questions or seek clarification. Give them the option to reply to your email or contact you for further discussion. Leaving room for communication shows that you’re open to dialogue and willing to provide support, which can leave a positive impression and foster good relationships.
  • Always Proofread: Before hitting the send button, always proofread your email for grammar, spelling and punctuation errors. A poorly written rejection email can create a negative impression and reflect poorly on your business. Take the time to review your email and ensure that it looks professional and polished.

Crafting a rejection email template can be challenging, but with these tips, you can create a message that is professional, courteous and empathetic. Remember to be clear and direct in your messaging, show empathy and understanding, provide constructive feedback when possible, leave room for communication and always proofread before sending. These tips will help you create a rejection email template that reflects positively on your business and shows that you value the efforts of your job candidates or business partners.

FAQs Related to Rejection Email Template

What is a rejection email template?

A rejection email template is a standardized message that an organization sends to notify a candidate or vendor that their application or proposal has been declined or rejected.

What are the benefits of using a rejection email template?

Using a rejection email template can help save time and ensure that all rejected applicants receive a consistent and professional message. It also helps to maintain the organization’s brand and reputation, and avoid negative feedback or backlash.

What should be included in a rejection email template?

A typical rejection email template should include a personalized greeting, a brief message thanking the candidate/vendor for their interest or effort, a clear statement of the rejection or reason for the decision, and a polite closing statement wishing them the best in their future endeavors.

How do I customize a rejection email template for different scenarios?

You can customize a rejection email template by adjusting the tone, level of detail, and messaging to fit the specific situation or candidate/vendor. For example, you may want to provide more specific feedback or offer constructive criticism for a candidate who made it to the final round of interviews, compared to a vendor who did not meet the minimum requirements.

Should I include feedback or reasons for rejection in a rejection email template?

While providing feedback or reasons for rejection in a rejection email template is not always required, it can be appreciated by candidates and vendors who are seeking constructive criticism to improve their chances in the future. However, it’s important to be honest, specific, and diplomatic in your feedback to avoid potential legal or ethical issues.

How do I handle requests for additional feedback or reconsideration after sending a rejection email?

If a candidate or vendor requests additional feedback or reconsideration after receiving a rejection email, it’s important to respond promptly and politely. However, you should also be clear and firm in reiterating the reasons for the rejection and avoiding any false hopes or promises.

How can I make a rejection email template more empathetic or compassionate?

You can make a rejection email template more empathetic or compassionate by using personalized language, expressions of understanding or appreciation for the candidate/vendor’s efforts, and offering sincere encouragement or advice. However, you should also be careful not to overpromise or sound insincere, as this can also backfire.

Are there any legal or ethical considerations to keep in mind when using a rejection email template?

Yes, there are several legal and ethical considerations to keep in mind when using a rejection email template, such as avoiding discrimination, maintaining confidentiality, avoiding misrepresentation or defamation, and complying with applicable regulations or policies. It’s always recommended to consult with legal or HR experts if you have any doubts or concerns.

How can I evaluate the effectiveness of a rejection email template?

You can evaluate the effectiveness of a rejection email template by monitoring the response rate, feedback, or sentiment from candidates/vendors who received it, tracking the conversion rate or quality of future applications/proposals, and comparing it with industry standards or best practices. You can also conduct surveys or focus groups to gather more detailed feedback and suggestions for improvement.

Thanks for Sticking Around for a While!

Well, that’s about it for the rejection email template, folks. We hope that this guide has been able to help you create a simple yet powerful rejection email. Remember, rejection emails may not be the most fun emails to write, but it doesn’t mean that you have to be insensitive or harsh to the recipient. Being respectful and empathetic goes a long way, and it may even help in the future if you need to approach the same person. In the meantime, thank you for reading and we hope to see you again soon for more tips and guides!