The following are various types of rejection email templates for each stage of the interview process if you want to politely, considerately, and sympathetically reject job applicants. These will help you reject job applicants at different points in the hiring process, such as when they are not invited for interviews or after an interview.
Use these sample rejection templates as a guide, but be sure to take the following safety precautions. When you use “one-size-fits-all” templates, you run the risk of sounding robotic and hollow. Choose messages that are similar to human face-to-face conversations and reflect the tone and style of your company’s employer brand.
What is the purpose of writing a position-filled email?
Several justifications for writing a position-filled email are listed below:
What is a position-filled email?
When they find a suitable applicant, hiring managers will send a position-filled email to everyone who applied to their position. This email informs applicants that the position has been filled and the application period has ended. Usually, this email informs the recipient that the business has found a more suitable applicant for their team. Send this to applicants who recently submitted an application or candidates you recently interviewed.
How to write a position-filled email
Follow these steps to write a position-filled email:
1. Create a few different templates
For each email you send with a position filled in, there might be various scenarios. You can save a ton of time when you need to send out a batch of emails by creating templates beforehand. Here are different templates you can write:
2. Keep it generic
You can keep the explanation for your rejection general unless a candidate specifically requests it. Simply let them know that you filled the position and found the ideal candidate for your team. You want the email to sound professional and polite. Try to understand their situation while keeping in mind that looking for a job takes time and effort.
3. Show your appreciation
Tell the applicant how grateful you are that they applied to work for your company. Wish them luck and offer some words of support as they continue their job search. It is preferable to be polite rather than provide specific justifications for moving forward with someone else.
4. Carefully proofread
It’s crucial that this email is error-free because you might send it to a large group of people. Carefully scan it for any grammar, spelling and clarity errors. Ask one of your team members to read it too. Ask them if the email’s tone is appropriate for your company to send and whether it sounds professional.
Position-filled email examples
Here are examples of different kinds of position-filled emails:
Promising candidate example
An email sample for a candidate you might hire in the future is provided below:
Dear Josie,
It was wonderful getting to know you and finding out more about your qualifications. Unfortunately, we are currently moving forward with a different candidate. We genuinely value what you shared with us when you applied to work for our company.
We are keeping your resume on file because we believe that many of your skills and experiences are in line with what our company needs. Please consider applying for future job openings with us. If you have any questions, please reach out directly.
Best of luck with your job search.
Best,
Cindy Meyers
Hiring manager
Unqualified candidate example
For a candidate who didn’t meet your requirements, here is an email:
Dear Micheal,
I’m writing to let you know that your application will not be processed by our team. For this position, we thought we needed a candidate with more expertise.
Thank you for submitting an application for this role. We hope you locate a position that better matches your current qualifications.
Sincerely,
George Hillson
HR manager
Late candidate example
For a candidate who missed the deadline for applications, here is an email:
Dear Ari,
Thank you for applying to our position. Unfortunately, we received your application after the deadline. We have offered the role to another candidate. Please keep in mind the application deadline when applying in the future.
Best of luck with the rest of your job search. We hope you find something that matches your professional goals.
Thanks,
Linda Rogers
HR specialist
Lighting Positions & Fill Lights – OnSet ep. 61
FAQ
What does it mean when a position is filled?
Simply let the candidate know that the position was filled in a dignified and courteous manner. You can provide more specific justification if they ask for it later. Be respectful; candidates spend a lot of time crafting their cover letters and resumes for job applications.
