Rejection Letter Samples: Professional & Empathetic Templates

Writing a rejection letter can be challenging. It’s crucial to be professional, empathetic, and clear about the decision. A well-crafted rejection letter maintains a positive image for your organization and leaves the applicant with a sense of respect, even in disappointment. These samples cover various scenarios, from job applications to grant proposals, providing you with a solid foundation for creating effective and considerate responses. Remember to tailor each template to the specific situation for maximum impact.

The goal is to communicate the rejection with tact and honesty, without providing false hope or opening the door for further negotiation. Focus on the strengths of the candidate or proposal while clearly stating the reasons for the rejection. Be specific enough to provide closure, but avoid overly detailed explanations that could lead to misunderstandings or legal complications. Offering constructive feedback (when appropriate and legally permissible) can also be a valuable gesture.

Rejection Letter Samples

Sample 1: Generic Job Application Rejection

Dear [Applicant Name],

Thank you for your interest in [Company Name] and for taking the time to apply for the [Job Title] position. We received a large number of applications and after careful consideration, we have decided to move forward with other candidates whose qualifications and experience more closely align with the requirements of this role. We appreciate your interest in our company. We wish you the best of luck in your job search.

Sample 2: Rejection After Interview

Dear [Applicant Name],

Thank you for taking the time to interview with us for the [Job Title] position. We enjoyed learning more about your background and experience. While we were impressed with your qualifications, we have decided to move forward with another candidate whose skillset is a stronger fit for the team’s current needs. We appreciate your interest in [Company Name] and wish you the best in your future endeavors.

Sample 3: Rejection – Overqualified

Dear [Applicant Name],

Thank you for applying for the [Job Title] position at [Company Name]. Your qualifications are impressive; however, we have determined that your experience exceeds the requirements of this role. We believe you would be better suited for a more senior position and encourage you to apply for future opportunities that align with your expertise. We appreciate your interest.

Sample 4: Rejection – Underqualified

Dear [Applicant Name],

Thank you for your interest in the [Job Title] position at [Company Name]. After careful review of your application, we have determined that your qualifications do not yet meet the minimum requirements for this role. We encourage you to continue developing your skills and apply for future openings that align with your experience. Thank you again for your interest.

Sample 5: Rejection – Candidate Not Selected

Dear [Applicant Name],

We appreciate you applying for the [Job Title] position at [Company Name]. The selection process was highly competitive, and unfortunately, we were unable to offer you the position at this time. We wish you success in your job search.

Sample 6: Internal Candidate Rejection

Dear [Applicant Name],

Thank you for your interest in the [Job Title] position and for your continued dedication to [Company Name]. After careful consideration, we have decided to move forward with another candidate. We value your contributions to the team and encourage you to continue to pursue opportunities for growth within the company. We will be in touch to discuss your career development goals further.

Sample 7: Internship Rejection

Dear [Applicant Name],

Thank you for your interest in the internship program at [Company Name]. We received a large number of applications, and the selection process was very competitive. We have decided to move forward with other candidates at this time. We wish you the best of luck in your academic pursuits and future endeavors.

Sample 8: Grant Proposal Rejection

Dear [Applicant Name],

Thank you for submitting your grant proposal to [Organization Name]. We appreciate the time and effort you invested in developing your project. Unfortunately, due to limited funding and a large volume of applications, we are unable to fund your proposal at this time. We encourage you to apply again in the future.

Sample 9: Volunteer Application Rejection

Dear [Applicant Name],

Thank you for your interest in volunteering with [Organization Name]. We are grateful for your willingness to dedicate your time and skills to our mission. At this time, we have filled all available volunteer positions. We encourage you to check our website regularly for future opportunities.

Sample 10: Scholarship Application Rejection

Dear [Applicant Name],

Thank you for applying for the [Scholarship Name] scholarship. We received many outstanding applications, and the selection process was highly competitive. Unfortunately, we are unable to award you the scholarship this year. We wish you continued success in your academic pursuits.

Sample 11: Program Application Rejection

Dear [Applicant Name],

Thank you for your interest in the [Program Name] program. After a thorough review of your application, we regret to inform you that you have not been selected to participate at this time. We appreciate your interest and wish you the best in your future endeavors.

Sample 12: Contract Proposal Rejection

Dear [Applicant Name],

Thank you for submitting your contract proposal for [Project Name]. After careful consideration, we have decided to move forward with another vendor whose proposal better aligns with our current needs and budget. We appreciate your interest and wish you success in your future endeavors.

Sample 13: Product Submission Rejection

Dear [Applicant Name],

Thank you for submitting your product for consideration. While we appreciate the innovation and effort behind your product, it does not align with our current market strategy at this time. We wish you the best in bringing your product to market.

Sample 14: Guest Blog Post Rejection

Dear [Applicant Name],

Thank you for your interest in contributing a guest blog post to our website. We appreciate the time and effort you put into your submission. Unfortunately, your post does not align with our editorial calendar or target audience at this time. We encourage you to submit future posts that better fit our content strategy.

Sample 15: Membership Application Rejection

Dear [Applicant Name],

Thank you for your interest in becoming a member of [Organization Name]. After reviewing your application, we regret to inform you that you do not meet the current membership criteria. We encourage you to reapply in the future should your qualifications align with our requirements.

Sample 16: Conference Speaker Rejection

Dear [Applicant Name],

Thank you for submitting your speaker proposal for our upcoming conference. The selection process was highly competitive, and unfortunately, we were unable to accept your proposal at this time. We appreciate your interest and hope you will consider submitting again next year.

Sample 17: Award Nomination Rejection

Dear [Applicant Name],

Thank you for nominating [Nominee Name] for the [Award Name]. The selection committee carefully reviewed all nominations, and unfortunately, [Nominee Name] was not selected as a recipient this year. We appreciate your participation in the nomination process.

Sample 18: Business Proposal Rejection

Dear [Applicant Name],

Thank you for submitting your business proposal. While we appreciate your innovative ideas and thorough planning, we have decided to pursue a different strategy at this time. We wish you success with your business ventures.

Sample 19: Vendor Application Rejection

Dear [Applicant Name],

Thank you for your interest in becoming a vendor with our company. After careful consideration of your application, we have decided to move forward with other vendors whose products or services better meet our current needs. We appreciate your interest and wish you the best in your business endeavors.

Sample 20: Real Estate Offer Rejection

Dear [Applicant Name],

Thank you for your offer to purchase the property located at [Address]. After careful consideration, we have decided to accept another offer at this time. We appreciate your interest and wish you the best in your property search.

Sample 21: Event Sponsorship Rejection

Dear [Applicant Name],

Thank you for your interest in sponsoring our event. Due to the high volume of sponsorship requests we receive, we are unable to accept your sponsorship at this time. We appreciate your consideration and hope you will consider sponsoring future events.

Sample 22: Article Submission Rejection

Dear [Applicant Name],

Thank you for your article submission. We appreciate you considering our publication. Unfortunately, we are unable to publish your article at this time. We encourage you to submit other work in the future.