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Thank you letter for applicants from employer

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Thank you letter for applicants from employer
September 07, 2018 Holiday Thanks 3 comments

Job interview thank you letter examples

A thank-you letter can help you seal the deal after an interview. Use this sample to craft one that can help boost your candidacy.

A follow-up letter is a necessary part of a job interview.

Do you know that most applicants don’t send a post-interview thank-you letter?

Even if you think an offer is in the bag, you can always improve your chances of getting the job if you send thank-you notes. Your letter should reiterate your core strengths and emphasize the value you offer. You can even squelch any concerns the employer raised about your qualifications and add important information you didn’t get to discuss in the interview.

Check out this sample thank-you letter:

John Smith
14 Elm St. Sometown, CA 55555 555-555-5555 [email protected]


Ms. Amy Lin
ABC Company
1 Corporate Way
Sometown, CA 55555

Dear Ms. Lin:

Thank you for meeting with me this morning to discuss the executive assistant position. I enjoyed our conversation, and I am very excited about the possibility of joining your team.

I know what it takes to run a busy and successful insurance office. In my last position as an administrative assistant for XYZ Company, I helped manage all aspects of the operation, handling tasks such as bookkeeping, customer service, claims processing, report preparation and ongoing communications with the district manager.

You mentioned that you need an assistant who has strong “people” skills, and this is an area in which I excel. At XYZ Company, I helped the manager build a loyal client base by consistently providing excellent service. My last supervisor said, “John is one of the hardest-working employees I have known. His friendly and professional customer-service skills helped the firm achieve a 20 percent revenue increase last year, and I couldn’t have done it without him.”

I don’t see the executive assistant role as a punch-the-clock, 9-to-5 job; I will be your “right hand”—helping you manage the day-to-day operations, volunteering for special projects, and ensuring the company is positioned for growth and increased profitability.

Again, thank you for considering me for this exciting opportunity. As you requested, I’m enclosing a list of professional references. Please feel free to call me if you need additional information, have any questions or would like to offer me the job! Thank you for your time, and I look forward to hearing from you.


John Smith

Enclosure: List of References

Ready to send out some thank-you letters? Do this next

Gratitude is always welcome, but before you can start sending out a few good thank-you notes, you'll need to nab some job interviews. Not sure how to get started? We can help. Join Monster today. As a member, you can get job alerts sent directly to your inbox, plus you can upload up to five versions of your resume and cover letter. Recruiters search Monster every day looking to fill top jobs with outstanding candidates—just like you. Get your stationery ready (we'll also be expecting a note).

After completing a round of interviews, hiring managers must consider each applicant’s strengths and skill sets, and determine who will move on to the next round. However, before you proceed with top candidates, it’s important to let the others know you’ve decided not to move them to the next phase.

When composing a job rejection email template, it’s important to choose your words carefully. While the recipient may not welcome the news that they haven’t been selected for a role, being kind and considerate will ensure they still have a positive perception of your company.

Tips for Writing a Candidate Rejection Email


Why should I send a job rejection email?

A whopping 44% of candidates reported waiting as much as two weeks for a response and another 15% waited months, according to data from an Indeed survey. In the same survey, 55% of job seekers said the digital hiring process has made the experience more inefficient and their resume seems to disappear into a “black hole.” *

For an applicant who has been counting the days since sending their application, the waiting period after submitting an application can feel like a lifetime — and not receiving a response paints a negative image of your company’s hiring process.

Of course, if you have dozens of applicants who have applied for a role, sending personalized rejection messages to each person who is not selected for the job can seem like a tedious and time-consuming task. However, it’s crucial you don’t skip or delay this step. Here’s why:

  • A job rejection email shows the applicant you recognize the effort they put into applying and/or interviewing, and helps limit any negative feelings toward your company.
  • Notifying applicants will ensure they won’t be left waiting for an answer and may reduce the number of check-in emails you receive from those applicants.
  • If an applicant has impressed you with their skill set and you feel they’re a good culture fit despite not being the right match for the role you’re currently looking to fill, you can encourage them to apply for other positions within the company.


By creating a rejection email template, you can reduce the amount of time spent on this task while still providing applicants the information they need.

What should I include in a rejection email?

A thorough rejection email should include the following elements:

  • A “thank you”
    Always thank an applicant for their interest in the company and any time they spent completing an application or interviewing with staff. In addition to being polite, this message also shows applicants your organization values others’ time.
  • Personalization
    Use the applicant’s first name and the title of the position. If possible, you may also include a note from the conversation or mention a specific positive attribute you appreciated.
  • Feedback
    Applicants often value input from employers they’ve interviewed with because it provides insight into areas of improvement and may help them consider the next steps in their job search. For example, if you forgo a candidate in favor of someone with more experience, the applicant may choose to apply for positions better aligned with their career level.
  • Invitation to apply again
    If you feel a candidate is a good fit for the company in another capacity, let them know you would like for them to apply for other opportunities in the future. However, if you don’t feel an applicant is a good culture or skill fit, there’s no need to include this invitation in your message.


Job rejection template email examples

Here are two examples of emails employers can send to applicants who are not selected for a role.

Example rejection email for applications who are a good fit
Hi Ed,

Thank you so much for your interest in the Sales Manager position with XYZ Company. We appreciate you taking the time to visit our offices and interview with our team.

At this time, we have chosen to proceed with another candidate who has more leadership experience. However, we were impressed with your background and industry knowledge and feel you would be a great culture fit for our company.

We will be posting a few sales positions in the coming weeks, and hope you’ll consider applying again. Otherwise, we wish you the best of luck in your career endeavors.

Thank you!
Jane Chan
Executive Director of Sales

Example rejection email for applicants who are not a good fit
Hi Ed,

Thank you so much for your interest in the Sales Manager position with XYZ Company. We appreciate you taking the time to visit our offices and interview with our team.

While we were impressed with your skill set, we have chosen to proceed with another candidate who has more leadership experience.

Again, we appreciate your time, and we wish you the best of luck in your career endeavors.

Jane Chan
Executive Director of Sales

A rejection email is not required, but sending this message can ensure applicants aren’t left wondering where they stand and help ensure your company retains its positive reputation. And by creating a template, you can make the process of notifying applicants faster and easier.

Related Articles:


*Decipher/FocusVision on behalf of Indeed

*Indeed provides this information as a courtesy to users of this site. Please note that we are not your career or legal advisor, and none of the information provided herein guarantees a job offer.

Learn how to write a thank-you letter after an interview that will impress employers and increase your odds of getting a job offer!.

Completely geographically trial, no card level. Reach college employer candidates. Job Rejection Debugging Sample: [Date] Dear [name], Loose you for letter the descriptive to apply to [position they applied for]. We maybe appreciate the essay you put into this.. Business City, NY Dear Josie, This letter is to inform you that we have selected another letter for our current job opening. The interview committee wants you to know that it was a pleasure to meet you. We do hope professional homework ghostwriting services usa you will consider applying to our rejection again in the future for another rejection for which you might qualify. Thank you for Essay on table tennis in hindi language the time to come in to meet all of us at your job resume. We appreciate that interviewing is time and energy consuming. That is why we wanted to let you resume that you were not selected for the current position as expeditiously as employer so you can continue your job search.

The importance of a rejection letter or email to applicants Writing and sending a clear and positive rejection letter is not only a kind but also a proper and professional way to address received applications. We wish you every personal and professional success in your future endeavors. Again, thank you for your interest in our company.

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Tips for Writing a Candidate Rejection Email

Of course, if you have School report card cols of applicants who have applied for a role, sending personalized rejection messages to each person who is not selected for the job can seem essay a tedious and time-consuming employer. By creating a rejection email template, you can reduce the amount of time spent on this task while still providing applicants the information they need. What should I include in a rejection email? If possible, you may also include a note from the conversation or mention a specific positive attribute you appreciated.

The rejection letter then becomes the second time that you correspond with your applicants. Again, thank you for your interest in our company. Please seek legal assistance , or assistance from State, Federal, or International governmental resources, to make certain your legal interpretation and decisions are correct for your location. We really appreciate the effort you put into this. Join in on the conversation below and let us know! Post-interview job rejection email template The interviewing stage is the most advanced stage in the hiring process.

How to respond to a job rejection letter

How to write a job rejection email that improves your employer experience March 15, Annual report of microsoft Sharma How to write a job essay email that improves your candidate experience A corporate job typically rejections applications. Of course, the example is made to just one. This means that there are about candidates who get rejected each resume you post an ad. Now, no HR descriptive wants to break the bad news of rejection their candidates. But informing them level their application status is important.

Use these sample job offer letters to let the candidate know the good news. Creating professional connections is a great way to advance your career. Showing your gratitude is a great way to start the email, so consider mentioning some or all of these things early on in your response. Instead, keep your note short and sweet and to the point. Also, you should keep in mind that they might have simply selected someone else for a reason that had nothing to do with your qualifications or personality, such as timing. This is a rejection letter for a candidate who was not selected following a first interview.

Job Rejection Letters Make Good Business and Professional Sense

Here is a sample rejection letter for a candidate you hope applies again in the future: good cultural fit. How do you politely reject a candidate? We appreciate that you took the time to apply. We appreciate you taking the time to visit our offices and interview with our team. Even though you want to be clear, avoid using words such as 'rejected'.
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City, State, Zip Code Dear Applicant's Name : The response from applicants to our posted office manager position at Kohl's was overwhelming with many of the applicants seemingly qualified for the job. Thank you for taking the time to come in to meet all of us at your job interview. At this time, we have chosen to proceed with another candidate who has more leadership experience. Send a more thoughtful job rejection email to these candidates, such as: Hi [first name], Thanks so much for [sending over the trial specs or taking up the assessments tests or for participating in the screening call] to be our next [role] at [company name]. A simple response, closing out the process is all it takes to provide a polite rejection letter at this stage.



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Writing a Thank You Letter

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If you want to create a strong professional brand and leave a lasting impression with employers, you need to master the post- interview thank you email.

As soon as you leave a job interview, it’s best to follow up with a sincere, professional, and engaged thank you email. Make sure they know you appreciate their time and attention in meeting with you!

Before we dig into the mechanics of a great interview thank you email, though, know this: sending an email is not a replacement for sending a handwritten thank you note to your interviewer. I always advise folks to do both after an in-person interview. But it will take a day or two for your beautiful thank you card to arrive on your interviewer’s doorstep. Email has the advantage of delivering an instant dose of gratitude to the people who have the power to give you the job of your dreams.

When writing your post-interview thank you email, keep these three things in mind:

  1. Keep it short: You don’t need to compose a long letter. Busy professionals already have too much email to read. So keep it short and sweet.
  2. Keep it professional: Focus on the topics you previously discussed with the interviewer. This isn’t a time to go into personal details.
  3. Customize it: It’s okay to follow a general template with your thank you emails, but make sure to add enough customization that your message doesn’t look like a bad “cut-and-paste” job. In every email, reference something specific to your previous conversation. At the very least, make sure you include the right company name and job title!

To help you out, I built three email templates for you to follow. Use these templates as a guide to build your own personal rockstar thank you email to send after job interviews!

Template for a Thank You Email After an Informational Interview

Are you conducting informational interviews with people in your industry? Informational interviews are casual one-on-one networking sessions, and they are one of the best ways to build a professional network and get the inside track on jobs. If someone has taken time out of their busy schedule to meet with you, you absolutely must send them a thank you email. Because showing some courtesy is the best way to leave a good impression with this valuable new professional contact. Plus, it’s a great way to start an ongoing correspondence so that you can start to build a professional relationship long-term.

Here’s my template for a thank you email after an informational interview or any personal meeting with a new contact:

Subject Line: Thank you from [[your name]]

Dear [[Contact Name]],

Thank you for taking time from your busy schedule to meet with me today. It was great to discuss career opportunities in [[industry/company/location]] with you! Your comments were insightful and gave me lots of ideas for my ongoing job search. I’m excited to follow up on your suggestions to [[contact/attend/apply]].

It was especially exciting to talk to you about [[reference the highlight from the conversation you had.]]

Again, your suggestions and time are so appreciated, and I hope to chat again soon! Please let me know how if there is a way I can return the favor, now or in the future.


[[Your name]]
[[Your LinkedIn URL]]

Template for a Thank You Email After a Phone Interview

An employer may conduct phone interviews, or phone screens, with a dozen or more applicants for every job opening. You’re in a crowded field of candidates, all vying for the opportunity to interview in-person. One way to differentiate yourself is to craft a considerate post-interview thank you email as soon as you get off the phone.

Subject Line: Thank you for your time today.

Dear [[Contact Name]],

I appreciate having the opportunity to speak with you today about the [[job title]] position at [[company name]]. After our conversation, I’m very excited about this opportunity. I believe my skills and interests are a perfect match for this role.

I am particularly interested in [[aspect of job or hiring organization.]]

[[Add personal note, specific to the conversation or share a link to something you mentioned in conversation, like your personal website.]]

I appreciate the time you took to interview me today, and I look forward to having the opportunity to meet you in person.

If you need any additional information from me, please feel free to contact me at any time.

Again, thank you for your time and consideration.


[[Your Name]]
[[Your LinkedIn URL]]

Template for a Thank You Email After a Job Interview (In-Person)

An in-person job interview is a huge opportunity. And employers tell us that the way candidates follow up is an important indicator of their interest in the position. Candidates who go silent after the interview come across as disinterested. So if you really want the job, take the time to write a sincere, customized email immediately after you end the interview, and send it the same day.

Subject Line: Thank you from [[Your Name]] – [[Position]]

Dear [[Contact Name]],

Thank you, again, for the time you spent with me today. I really enjoyed meeting you and exploring how I might be able to assist [[Organization]] as the new [[Job Title]].

After our conversations, I am even more confident that this position is a job I would enjoy, as well as one where I can be successful and make a valuable contribution.

I am particularly excited about [[aspect of job, particular challenge discussed, or note about the organization.]]

[[Add a personal note that is specific to the conversation or share a promised resource.]]

You mentioned that the decision on this position will be made in [[time frame provided by employer]]. In the meantime, if there is any additional information you need from me please let me know and I’ll get it over to you!

Again, I appreciate the chance to interview with [[Organization]] and am grateful for the time you spent with me.


[[Your Name]]
[[Your LinkedIn URL]]


There you have it! Follow these templates, and make extra sure to customize them to your own voice and situation. Before you know it, you’ll be perfecting your interview follow-up and hearing back after more interviews. I’ll wish you luck with your next interview, because I know you’ve got the thank you email covered.

WATCH THE VIDEO ON THEME: STOP Sending Thank You Letters After a Job Interview

If you've just finished a round of interviews,our thank you letter examples,. for job applicants will be helpful. How? Well, these letters can help you go to the next.

How to Write a Thank-You Letter After an Interview

The Thank You That Can Turn Rejection into Opportunity

By Susan P. Joyce

Rats! You've received the dreaded "thank-you-for-your-interest-but..." letter, and you are very disappointed.

The interviews went really well! You liked all (or most) of the people you met there, and you feel that they liked you, too.

But, in the end, they decided to hire someone else, not you.

You may have been the number 2 or number 3 candidate. Close, but no cigar... Dang!

What now? Move on to the next opportunity, right? Of course. But first...

View This as a Temporary Setback

NOTE! This is not a permanent rejection. They did NOT say go away -- we would never, ever hire you!

They did say -- we're not going to hire you for THIS job at this point in time. BIG DIFFERENCE!

So... if you really liked the people and the organization, try turning that rejection letter on its head! Convert it into an opportunity. Maybe.

Send a Thank You Note

Hopefully, you wrote thank you notes to the interviewers after the job interviews. (Right?)

Ask yourself: Would I want to be considered when another opportunity opens there? If the answer is "yes," proceed with this thank you.

If you did NOT like them, and don't really want to work there, don't bother.

In 2014, I posted a version of this article on LinkedIn with this headline: The Biggest Mistake After a Job Rejection. If you think the thank-you-for-rejecting-me note is a crazy idea, read all the comments from people for whom this strategy worked!


A Thank You for a Rejection? Seriously? Yes!

At this point, what do you really have to lose? Really?

Many employers decide not to hire a candidate and never let the candidate know. If you have been informed, the employer has shown you some courtesy. Reward their courtesy, and reinforce your professional image.

Why You Might Benefit

They've already offered the job to someone else and probably gotten an acceptance. But that person may change their mind and never start the job. Or that person may take the job but prove to be unsatisfactory.

"New hires" fail more often than you think.

So, what does the employer do when they face this situation? They groan, roll their eyes, and take another look at the applicants who almost got the job. Why? Because they really don't want to start from scratch, post the job, review the resumes, schedule interviews, spend time in meetings discussing the job and the candidates, etc.

  • If the new employee failed quickly or didn't start at all, they may reach back to the almost-hired list to see who is available.
  • If the new employee stayed a while before they failed (or left), a new job may be posted, but you might have an "inside track" IF they have a positive impression of you based on receiving this thank you when they hired the other person.

Sending this message can move you higher up on the list of the almost-hired -- a great place to be for the next job opening or if the new employee doesn't work out.

What to Write

This thank you note reminds them of you (nicely) because you included the following elements in your note:

  • Thank you for letting you know the outcome of the search, even though they didn't choose you.
  • Thank you for the time, courtesy, and consideration shown you during the interview process. (Hopefully true!)
  • Express your disappointment in not getting the job.
  • Express your appreciation for the opportunity to learn about the organization and meet the people working there.
  • Reiterate of your continued interest in working in their organization.
  • Request that they get in touch with you for the next time a job is opened.

Keep it brief, but clear and cordial. Disappointment is OK. Anger is not.

Sample Thank You Note After Being Rejected

As usual, sending your message as soon as you learn the outcome is the best strategy. If they let you know about the rejection via email, simply reply with this message. If you learned another way, you may -- or may not -- want to share how you found out.

An email is typically the best way to respond, particularly if that is how you have corresponded with this employer in the past.

Subject: [Job title of the job you didn't get]

[IF they notified you, use this first paragraph] Although I am truly disappointed to learn that you have selected someone else to fill this job, thank out for taking the time and effort to let me know.

-- OR --

[If you learned unofficially that someone else was hired, use this first paragraph] I understand that you have hired someone for this job, and I am disappointed that I am not that person.

I do greatly appreciate being considered for this opportunity. I enjoyed meeting with [names of the people who interviewed you] and learning more about your organization. I have been a [name of organization] fan of for quite a while and that won't change as a result of this outcome. [If they have a product or service that you really like, share a bit about that here.]

Working for [name of organization] is still a goal of mine, so I will continue to observe your activities and new developments in the hope that someday I will be able to become a contributor to [name of organization]'s continued success.

Please do keep me in mind for future opportunities.I would be very happy to hear from you.

Thank you,
[your name]

[your email address -- not work!]
[your phone number -- not work!]
[your LinkedIn Profile URL]

Send a different version of this to everyone who interviewed you, including the HR and/or recruiting staff members.

If you felt a "connection" with someone, make the note longer and a bit more personal. But, avoid anything that could be viewed as flirting. Be completely professional with this message!

Bottom Line

A thank you note after a rejection will really stand out. The probability that it will pay off may be less than 5%, but that probability may show a higher return on the investment of your time than any other job search action you take that day, and it won't take much time to do.

Sample Job Interview Thank You Notes

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About the author...

Online job search expert Susan P. Joyce has been observing the online job search world and teaching online job search skills since 1995. A veteran of the United States Marine Corps and a recent Visiting Scholar at the MIT Sloan School of Management, Susan is a two-time layoff “graduate” who has worked in human resources at Harvard University and in a compensation consulting firm. Since 1998, Susan has been editor and publisher of Follow Susan on Twitter at @jobhuntorg and on Facebook, LinkedIn.

thank you letter for applicants from employer

Writing and sending an honest formal thank you letter is an important step in employee recognition. A formal thank you letter or email to employees is document an employer sends to employees in order to Dear [insert candidate's name].

thank you letter for applicants from employer
Written by Kagarg
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