Receiving a job rejection stings. Whether sending or getting one, these emails need careful handling to maintain professionalism while showing genuine consideration for the candidate’s time and effort.
A thoughtfully written rejection email can shift a disappointing moment into a chance for growth and connection. The right words help candidates stay positive and might keep doors open for future positions. Here are email templates that strike the right balance between honesty and empathy.
“You Didn’t Get The Job” Email Samples
These email samples will help you communicate job rejection news with professionalism and care.
1. The Encouraging Mentor
Subject: Your Application for Marketing Manager Position at ABC Corp
Dear Marcus,
Thank you for taking the time to interview for the Marketing Manager position at ABC Corp. After careful review of all candidates, we have chosen to move forward with someone whose experience better matches our current needs.
Your presentation skills really stood out during the interview, and your creative campaign ideas showed great potential. While we can’t offer you this position, we believe you have strong capabilities that would serve you well in similar roles.
We encourage you to apply for future positions at ABC Corp that match your qualifications. We will keep your application on file for six months should any suitable openings arise.
Best wishes for your job search, Sarah Thompson HR Director, ABC Corp
2. The Network Builder
Subject: Follow-up Regarding Senior Developer Role
Dear Jennifer,
Thank you for your interest in the Senior Developer position and for the engaging technical discussion during your interview. While we have decided to proceed with another candidate, your coding expertise and problem-solving abilities left a lasting impression.
Based on your skills, we would like to keep your contact information for networking purposes. Our tech community often shares opportunities, and we would be happy to notify you of relevant positions, both within our company and among our partner organizations.
Please let us know if you would like to stay connected for future opportunities.
Kind regards, Michael Chen Technical Recruiting Manager
3. The Growth Facilitator
Subject: Update on Your Product Designer Application
Dear Alex,
Thank you for applying to the Product Designer role and sharing your portfolio with us. Though we have selected another candidate for this position, we wanted to provide some constructive feedback that might help in your job search.
Your visual design skills are strong, but we were looking for someone with more experience in user research and usability testing. Adding these skills to your toolkit could make you an even stronger candidate for similar positions.
We wish you success in your career journey and appreciate your interest in our company.
Best regards, Rachel Martinez Design Team Lead
4. The Future Door Keeper
Subject: Regarding Your Sales Director Application
Dear Robert,
Thank you for the time you invested in interviewing for the Sales Director position. While we have chosen another candidate whose background better aligns with our immediate needs, we were truly impressed by your sales strategy insights and leadership approach.
Our company is growing rapidly, and we expect to have similar positions opening up within the next few months. With your permission, we would like to reach out when such opportunities arise.
Please let us know if you would be interested in future opportunities with us.
Warm regards, Lisa Parker VP of Sales
5. The Skill Acknowledger
Subject: Your Application Status – Content Strategist Position
Dear Samantha,
Thank you for participating in our selection process for the Content Strategist role. After reviewing all candidates, we have decided to move forward with someone who has more specific experience in B2B content creation.
Your writing portfolio demonstrated excellent storytelling abilities and creative thinking. These skills are valuable, and we believe you would be particularly well-suited for consumer-focused content roles.
We appreciate the time you spent interviewing with our team and wish you continued success.
Best wishes, David Wilson Content Director
6. The Personal Connection
Subject: Follow-up on Project Manager Interview
Dear Carlos,
Thank you for sharing your experiences and ideas during our discussions about the Project Manager position. While we have chosen a candidate with more healthcare industry experience, your project management approach and team leadership philosophy really resonated with us.
Your success stories about turning around struggling projects showed great insight. Though this opportunity didn’t work out, we believe your skills would be highly valued in organizations focusing on digital transformation.
We wish you the best in finding a position that matches your impressive capabilities.
Regards, Amanda Foster Operations Manager
7. The Specific Feedback Provider
Subject: Update on Financial Analyst Position
Dear Victoria,
Thank you for your interest in the Financial Analyst role and for the detailed discussion of your experience. We have decided to proceed with a candidate who has more extensive experience with Bloomberg terminals and financial modeling.
Your strong analytical skills and understanding of market dynamics stood out during the interview. Building on your current skills with some specific technical certifications could make you an excellent match for similar roles.
We appreciate your time and interest in joining our team.
Best regards, James Cooper Finance Manager
8. The Bridge Builder
Subject: Your Application for Software Engineer Position
Dear Raj,
Thank you for applying to the Software Engineer position and showcasing your technical skills. Although we have selected another candidate whose background better matches our current project needs, we were impressed by your coding capabilities and problem-solving approach.
Your experience with cloud architecture caught our attention, and we believe you would be a strong fit for companies focusing on cloud-native applications. With your permission, we could connect you with some of our partner companies looking for similar skills.
Please let us know if you would be interested in these connections.
Best wishes, Emily White Technical Recruiter
9. The Learning Opportunity Creator
Subject: Regarding Your Marketing Coordinator Application
Dear Jordan,
Thank you for your time during the interview process for the Marketing Coordinator position. While we have chosen to move forward with another candidate, we wanted to share some observations that might be helpful.
Your enthusiasm for digital marketing and social media management was clear. Adding some hands-on experience with analytics tools and campaign management platforms could strengthen your profile for similar positions.
We appreciate your interest in our company and wish you success in your career path.
Kind regards, Mark Stevens Marketing Manager
10. The Resource Provider
Subject: Follow-up on UX Designer Interview
Dear Maria,
Thank you for sharing your portfolio and participating in our design challenge for the UX Designer position. Although we have selected a candidate with more experience in enterprise software, we were impressed by your creative solutions and user-centered thinking.
Based on your interests, we thought you might benefit from these UX design resources and communities [links removed]. Many of our team members found these valuable in their career development.
We wish you continued growth in your design career.
Best regards, Thomas Lee Design Manager
11. The Transparent Communicator
Subject: Update on Business Analyst Position
Dear Priya,
Thank you for your time during the interview process for the Business Analyst role. We have decided to proceed with a candidate who has more experience in the pharmaceutical industry. We want to be transparent about our decision-making process.
Your analytical skills and presentation abilities were impressive. However, our current projects require deep knowledge of FDA regulations and compliance procedures.
We appreciate your interest in our organization and wish you success in your job search.
Regards, Brian Miller Senior Business Analyst
12. The Opportunity Highlighter
Subject: Your Customer Success Manager Application
Dear Kevin,
Thank you for applying to the Customer Success Manager position and sharing your experiences with us. While we have selected another candidate whose background better aligns with our B2B focus, we noticed several strengths in your profile.
Your track record in customer satisfaction and relationship building would be particularly valuable in B2C companies. Many tech startups are currently seeking professionals with your skill set.
We wish you the best in finding a role that matches your impressive capabilities.
Best wishes, Nancy Rodriguez Head of Customer Success
13. The Connection Maintainer
Subject: Regarding Data Scientist Position
Dear Aisha,
Thank you for your interest in the Data Scientist role and for demonstrating your analytical capabilities. Although we have chosen a candidate with more experience in natural language processing, your machine learning expertise and problem-solving approach stood out.
We would like to stay connected and encourage you to follow our company on LinkedIn. We regularly post about technology trends and job opportunities that might interest you.
We appreciate your time and wish you continued success.
Kind regards, Peter Chang Data Science Lead
14. The Career Coach
Subject: Follow-up on Product Manager Interview
Dear Hassan,
Thank you for discussing your product management experience with us. While we have decided to move forward with a candidate who has more specific experience in SaaS products, we wanted to offer some career development suggestions.
Your strategic thinking and market analysis skills are strong. Gaining hands-on experience with agile methodologies and product analytics tools could make you an even stronger candidate for similar roles.
We wish you success in your professional journey.
Best regards, Sandra Morris Product Director
15. The Industry Guide
Subject: Your Application Status – Operations Manager
Dear Lucas,
Thank you for your time during the interview process for the Operations Manager position. Though we have selected a candidate with more manufacturing experience, we were impressed by your process improvement ideas and leadership potential.
Your skills in team management and workflow optimization would be particularly valuable in logistics and supply chain companies. These sectors are actively seeking professionals with your capabilities.
We appreciate your interest in our organization and wish you the best in your job search.
Warm regards, Michelle Wong Director of Operations
16. The Professional Developer
Subject: Update on HR Coordinator Position
Dear Trevor,
Thank you for applying to the HR Coordinator role and sharing your career goals with us. While we have chosen another candidate whose experience better matches our immediate needs, we wanted to provide some professional development suggestions.
Your communication skills and enthusiasm for employee engagement are notable. Building expertise in HR software systems and benefits administration could strengthen your candidacy for similar positions.
We wish you success in your HR career.
Best wishes, Karen Bennett HR Manager
17. The Community Builder
Subject: Regarding Digital Marketing Specialist Application
Dear Sophie,
Thank you for your interest in the Digital Marketing Specialist position. Although we have selected a candidate with more experience in B2B marketing automation, your social media expertise and content creation skills were impressive.
We host monthly marketing meetups where professionals share insights and network. These events could help you connect with companies seeking your skills. Let us know if you would like details about upcoming sessions.
We appreciate your time and enthusiasm.
Kind regards, Ryan Peters Marketing Director
18. The Skills Validator
Subject: Your Software Developer Application Status
Dear Miguel,
Thank you for participating in our technical assessment for the Software Developer position. While we have chosen a candidate with more experience in microservices architecture, your coding skills and problem-solving abilities were noteworthy.
Your frontend development expertise and clean coding practices would be particularly valuable in companies focusing on user-facing applications. We encourage you to highlight these strengths in your future applications.
We wish you continued success in your development career.
Best regards, Laura Chen Engineering Manager
19. The Resource Connector
Subject: Follow-up on Graphic Designer Interview
Dear Nathan,
Thank you for sharing your portfolio and discussing your design approach with us. Although we have selected a candidate with more experience in brand identity design, we were impressed by your digital illustration skills and creativity.
We believe you might benefit from connecting with local design communities and creative agencies. These groups often share job opportunities and provide valuable networking platforms.
We appreciate your interest in our company and wish you success.
Regards, Jessica Kim Creative Director
20. The Path Shower
Subject: Update on Project Coordinator Position
Dear Olivia,
Thank you for your time during the interview process for the Project Coordinator role. While we have decided to move forward with a candidate who has more experience with enterprise project management tools, your organizational skills and attention to detail stood out.
Many growing startups seek professionals with your capabilities for roles that could lead to project management positions. This path often provides valuable experience with various project management methodologies.
We wish you the best in your career journey.
Best regards, Daniel Roberts Project Management Office
Wrap-up: Professional Job Rejection Emails
These email templates demonstrate how to deliver disappointing news while maintaining professionalism and showing genuine care for candidates. Each message opens doors for future opportunities, provides constructive feedback, or offers valuable resources. The key lies in balancing honesty with empathy while keeping the communication clear and respectful.