how to write an unsuccessful application letter

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7 Rejection Letter Samples to Send to Unsuccessful Applicants

10 min read · Updated on December 08, 2023

Simplify the rejection notification process with these sample rejection letters

Whenever you hire a new employee, it almost always means that you selected them over other applicants. Obviously, the courteous thing to do is to let each of them know that you've decided not to offer them employment. But how should you notify them that they've been passed over for the position? For many companies, the answer is simple: send them a clear and professional rejection letter that confirms your decision. Unfortunately, writing those letters is not always the easiest thing to do.

In this post, we'll explain why rejection letters are important and offer some tips to help you craft your own rejection letter templates. We'll then provide seven sample employment rejection letters that you can customize to fit your company's needs.

Why send out a job rejection letter?

Obviously, sending out rejection letters to applicants does take up precious time, but there are good reasons why companies do this. First, a polite rejection notice is considered good etiquette, since it lets the candidate know that the job has been filled. That confirmation shows that you respect their time enough to help them avoid wasting it on a job that's no longer available. It also helps to avoid any candidate confusion by helping them to understand why they weren't selected for hire.

Companies that develop a habit of sending out formal rejection letters can also help themselves, by promoting their own commitment to respectful professionalism. This can leave a positive impact on the rejected candidate, as well as anyone else they might talk to about their job search experience.

Why use template rejection letters?

Template rejection letters can be a great way to save time and ensure a consistent approach to your communication with unsuccessful candidates. They can help you to provide uniform answers to explain why a candidate was rejected, as well as advice that you think may help the candidate as they continue their job search. Well-constructed rejection letters that offer helpful feedback to candidates can help to soften their disappointment, while providing useful information that can benefit their careers.

How to write your own employer rejection letters

So, how do you write a positive and helpful employment rejection letter? The following tips can help you to determine what to include in your template letters, and the best tone and method for addressing rejection in the clearest and most concise manner possible.

Don't delay the rejection. Once you've decided to move forward with a specific candidate, notify rejected applicants as soon as possible. Remember that they may also be pursuing other open positions, so you're doing them a favor by letting them know that your company's job has been filled.

You can send the rejection via email rather than by regular mail service. While a mailed letter might seem more formal, most candidates will appreciate receiving the news as soon as possible – and email is always quicker.

Keep your rejection letters short. No candidate wants to read through a lengthy explanation about why they didn't measure up to expectations. At the same time, though, your letter should include enough detail to ensure that you explain the decision.

Try to be as positive as possible. The rejection will be disappointing for the candidate, so there's no need to pile on with negative feedback or other criticism.

As a rule, keep your letter limited to no more than three short paragraphs. The first one can simply thank them for their interest and let them know that you've decided not to hire them. 

The second paragraph can include some positive affirmation, by focusing on anything that impressed you during their interview, and perhaps cite a reason why they've been rejected. If you might consider them for a different job in the future, tell them that too. 

Finally, your third paragraph should simply thank them again and wish them well in their efforts to land the right job in the future.

Seven rejection letter samples

Below, we've included seven example rejection letter templates that you can customize and send to unsuccessful applicants. This selection of templates covers a variety of different approaches for rejecting candidates, so you can choose one or several depending on your company's needs.

1.     Generic rejection letter template

Dear Mr / Ms [Applicant's name],

Thank you for submitting your application and resume for our [title of the position they applied for] position. We deeply appreciate you taking the time to reach out to us. However, after reviewing your application, we have decided not to move forward with your application.

As you probably know, we received a tremendous amount of interest in this position, so this was an extremely difficult decision for our hiring team. Unfortunately, we concluded that your impressive array of skills and achievements were not what we were looking for at this time.

We want to thank you again for your interest in working with us and wish you the best of success in your future career endeavors.

[Your name and company name]

2.     Application rejection letter template

Thank you for submitting your application. We appreciate your interest in a position as a [job title] in our company and the effort you invested in reaching out to us. Unfortunately, our review of the many applications and resumes we received in response to our job posting has moved us to select another candidate for the role.

We do want to commend you for your impressive skill set and accomplishments, and hope that you will consider a different role with us at some future point in time. We will keep your resume on file and may reach out to you if we have another opening for a job that better aligns with your unique talents.

Again, thank you for getting in touch with us and providing us with your resume and application. We wish you luck and much success in your job search efforts.

Warmest regards,

3.     Screening stage rejection letter template

Thank you for your resume and application submission and for participating in our initial screening process. Unfortunately, our screening suggests that you may not be the best fit for this position or our company at this time. As a result, we have decided to decline moving forward with our interview process.

We should note that your skills, experience, and other qualifications are very close to what we need for this position. However, our screening results found that [provide reason for rejection, such as failed background check, failed drug test, etc.]. Those results led us to focus on other candidates to fill this position.

Again, we applaud your credentials and wish you nothing but the best in your job search efforts. Thanks for reaching out to us and good luck throughout your career.

Best regards,

4.     Early-stage interview rejection letter template

We truly appreciate you taking the time to meet with our hiring team to interview for our open [title of the job] position. I speak for everyone on the team when I say that we were really impressed with your overall performance and believe that you have a lot to offer to any company that hires you. Regrettably, however, we have decided to decline moving forward in our interview process.

While your interview was solid and compelling, and your resume qualifications are close to what we were looking for, we have decided to hire another candidate whose skills more closely align with our needs for this position. Make no mistake, though – this was a difficult decision.

Since we were so impressed with your candidacy, we will keep your resume on file and contact you if any other opportunities arise in the future. Until then, we wish you the best of luck in all your endeavors and hope for your continued career success.

5.     Final stage interview rejection letter template

Thank you so much for your time and attention throughout our application and interview process. We appreciate the patience you extended to everyone on our team during all [number of interviews] of your meetings with us. Unfortunately, after reviewing the results of our assessments of every candidate for the position, we have decided not to offer you the role.

Everyone on our team agrees that your skills and experience are beyond question, so this decision is in no way a reflection on your qualifications. Our decision was based solely on an evaluation of every candidate's experience and how well we believe they might fit with the specific needs of that open position. Regrettably, that decision process led us to another candidate.

We would appreciate it if you would allow us to contact you if or when another position opens, that we believe might be a better fit for your core competencies. Again, we want to thank you for your commitment to the process and extend our best wishes for your future success.

With our best regards,

6.     Post-phone call rejection letter template

Dear Mr /Ms [Applicant's name],

This letter is to follow up on our recent phone call with you confirming that we will not be hiring you for the position of [name of position the applicant applied for]. I wanted to personally contact you and let you know how much we all appreciated having the opportunity to get to know you throughout our interview process.

Though you have already been notified of our decision in that brief call, I still want to take a few moments to say how impressed we were with your qualifications and interview skills. We all recognize the potential value our company could enjoy if you were a member of our team.

Thank you again for your interest in our company. We wish you luck in your career journey.

7.     Rejection letter template advising candidate to reapply in the future

Thank you so much for interviewing for our position as a [job title]. Your qualifications are impressive, which made our hiring decision extremely difficult. However, the team here have decided to offer the job to another candidate.

Still, we want to let you know that we recognize your talents and are confident that you would do well in a different role within our organisation, if you focused on developing [cite a skill that the candidate needs to enhance]. With those added skills , we would be eager to consider you for a different role in our company.

Thanks again for your dedication and interest in joining our firm. Good luck to you in your job search!

Simplify your efforts to follow-up with rejected candidates

It's never easy to craft a letter letting job candidates know that they've been rejected. Still, it's something that every company should do, so it's important to streamline the process as much as possible. By using some variation of these rejection letter templates, and customizing them to fit your unique needs, sending out these notifications can be quicker and easier than ever before.

Looking to avoid a job rejection letter by bolstering your resume? Get a free resume review from our experts today!

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Job Rejection Letters for Unsuccessful Candidates (4 Templates)

In the world of recruiting, job postings on job portals like Indeed, LinkedIn and Naukri.com often attract a large number of candidates who submit their CVs directly to the company email. Although numerous qualified candidates may be applying, not everyone can be chosen. This is when a well-created and careful rejection letter becomes necessary.

Table of Contents

What is a job rejection letter.

A job rejection letter is a formal communication sent to candidates who were not selected for a job position after the interview process. It serves as a professional and respectful way to inform applicants that they have not been chosen for the role. The letter typically includes a brief thank you for their interest in the position, a notification of the decision, and sometimes a brief explanation for the decision.

The purpose of a job rejection letter is to provide closure to the candidates, maintain a positive impression of the company, and leave the door open for future opportunities.

Types of Job Rejection Letters

When an employer decides not to move on with a specific candidate it becomes important to send that candidate a rejection letter to provide closure. There are different types of Job rejection letters for different stages of the interview.

Here are some of the common types of job rejection letters.

1. Standard Rejection Letter: A generic letter thanking the candidate for their application and informing them that they have not been selected. It does not provide specific feedback or reasons for the decision.

2. Pre-Interview Rejection Letter: Sent to candidates who were not selected for an interview, this letter thanks them for their application but informs them that they were not chosen to proceed to the subsequent stage of the hiring process.

3. Post-Interview Rejection Letter: Sent to candidates after an interview, this letter thanks them for their time and effort in attending the interview but informs them that they were not selected for the position.

4. On-Hold Rejection Letter: Informs the candidate that the hiring process for the position has been put on hold and that their application will not be considered further at this time.

5. Finalist Rejection Letter: A letter sent to candidates who made it to the final stages of the interview process but were not ultimately selected. It often includes more personalized feedback and encouragement.

6. Constructive Feedback Rejection Letter: A letter that, in addition to informing the candidate of the decision, provides specific feedback on areas where the candidate can improve for future applications.

7. Rejection Letter with Feedback: A rejection letter with feedback provides candidates constructive criticism, helping them understand why they were not selected.

8. Re-Applicant Encouragement Letter: A re-applicant encouragement letter invites past candidates to reapply for future job openings, maintaining a positive relationship and their interest in the company.

Simple Tips for Writing a Rejection Email

Here are some of the best tips for you to craft a professional yet polite Rejection Email.

• Be clear and concise: Keep your rejection email brief and straightforward. Candidates appreciate clarity and don’t need extensive details.
• Express gratitude: Begin your email by thanking the candidate for their interest in the position and for taking the time to apply. This shows respect for their effort.
• Provide a brief explanation: While you don’t need to give a detailed explanation, a brief reason for the decision can help candidates understand and move forward.
• Maintain a professional tone: Even though the message may be disappointing, it’s important to maintain a respectful and professional tone to uphold your company’s image.
• Offer constructive feedback: If you can provide feedback that can help the candidate improve for future applications, it can be valuable. However, this is not always necessary.
• Close on a positive note: End your email by wishing the candidate success in their job search and future endeavors. A positive closing can leave a good impression.

Job Rejection Letter Sample Templates

Here are a few sample templates for your better understanding of how to write a professional yet polite job rejection letter for unsuccessful applicants.

1. Standard Rejection Email

Subject: Your application for [Position Title] at [Company Name]

Dear [Candidate’s Name],

Your interest in the [Job Title] position at [Company Name] is greatly appreciated. We value the time and effort you dedicated to the application process. After careful review, we have chosen a candidate whose qualifications better match our current requirements.

While we will not be moving forward with your application, we sincerely appreciate your interest in joining our team. We wish you success in your future endeavors.

Best regards,

[Your Name] [Your Title] [Company Name]

2. Rejection Email with Feedback

Subject: Feedback on Your Application for [Position Title] at [Company Name]

We value your interest in the [Job Title] position at [Company Name]. We appreciate the opportunity to review your application. While your qualifications and experience are impressive, we have decided to move forward with another candidate whose skills and experience align more closely with our current needs.

We encourage you to continue pursuing opportunities that match your skills and qualifications. One area for improvement we noted in your application is [specific feedback, if applicable].

We value your interest in our company and wish you success in your future endeavors.

3. Encouragement to Reapply Email

Subject: Future Opportunities at [Company Name]

Thank you for your application for the [Job Title] position at [Company Name]. While we have selected another candidate for this position, we were impressed with your qualifications and would like to encourage you to apply for future opportunities that align with your skills and experience.

We will keep your application on file for future reference and notify you of any suitable opportunities that arise. We appreciate your interest in our company and look forward to potentially working with you in the future.

4. Job Application Result

Subject: Job Application Result for [Job Title] Position at [Company Name]

I hope this email finds you well.

Thank you for your application for the [Job Title] position at [Company Name]. After careful consideration, we regret to inform you that we have selected another candidate who we believe is the best fit for the role.

We were impressed with your qualifications and experience, and we appreciate your interest in joining our team. We will keep your resume on file for future opportunities that match your skills and experience.

We wish you the best in your job search and future endeavors.

Benefits of Job Rejection Letters for Employers

Job Rejection templates are very beneficial to employers because they are time-saving and effortless. These templates help maintain a consistent and professional communication style with candidates.

Time-saving: Templates allow employers to quickly communicate the outcome of the application process to candidates without having to draft individual emails for each job applicant .

Consistency: Using templates ensures that all candidates receive a consistent message, which helps maintain professionalism and avoids misunderstandings.

Professionalism: Templates help employers convey a professional image by providing a well-written and respectful message to candidates, even in the case of rejection.

Efficiency: Templates can be customized to include specific feedback or information relevant to the candidate, making communication more efficient and effective.

Enhanced Candidate Experience: A well-crafted rejection email can leave candidates with a positive impression, reflecting well on the employer and potentially enhancing their reputation for future recruitment.

Legal protection: Templates can help ensure that the rejection message complies with legal requirements and does not inadvertently expose the employer to legal risks.

In conclusion, job rejection letters play a crucial role in the recruitment process by offering closure to applicants and leaving a positive impression of the company. Sending a well-crafted job rejection email to unsuccessful candidates is not just about closing one chapter but also about opening doors for future opportunities. It’s an opportunity to maintain a positive relationship with candidates, uphold the company’s reputation, and contribute to a more compassionate and respectful hiring process overall.

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A job rejection letter is a formal communication sent by an employer to inform a job applicant that they have not been selected for a position. It is a standard practice in the recruitment process and is used to provide closure to applicants who have invested time and effort in applying for the position.

A job rejection email should include a thank you for the candidate’s application, a brief explanation of the decision, and a wish for their future success. You can also offer feedback or encourage them to apply for future opportunities.

Not necessarily required, providing constructive feedback can be helpful for candidates to improve their future applications. It also demonstrates your commitment to their professional development.

A job rejection letter can be delivered via email or postal mail, depending on the company’s preference. Email is often preferred for its efficiency, but postal mail can be more personal.

A job rejection email is important because it provides closure to applicants, informs them of the outcome of their application, and maintains a positive relationship with candidates. It also reflects professionalism and respect in the hiring process.

Yes, it’s still considerate to inform candidates of their application status, even if they didn’t attend an interview. It provides closure and maintains a positive image of your company.

Yes, a well-crafted job rejection email can leave a positive impression on candidates and reflect well on your company. It shows that you value professionalism and respect in your hiring process.

To ensure legal compliance, avoid discriminatory language or reasons for rejection. Keep the letter professional and focus on the candidate’s qualifications and fit for the role. If in doubt, seek legal advice.

Yes, it’s recommended to personalize job rejection emails whenever possible. Addressing the candidate by name and mentioning specific details from their application can make the letter more meaningful.

Yes, it’s a good practice to keep a record of rejection emails for documentation purposes. This helps ensure consistency in your hiring process and can be useful if there are any questions or disputes later on.

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Sample Rejection Letters for Unsuccessful Applicants

• January 16, 2018

Writing a rejection letter can be confusing sometimes since it’s a failure notification to a wide group of job applicants. Among which you truly know that some would not receive such notification if you were to increase the number of your intakes. It’s a notification that must be circulated to every unsuccessful applicant.

Rejection letters are important to notify the applicants that they have been screened out, appreciate their efforts, and motivate them while also encouraging them to apply again when there’s another job opening. Sending rejection letters to unsuccessful applicants will also show high professionalism, protect your company from discrimination and also provide the feedback for the candidate’s improvement.

Three steps are paramount when writing a rejection letter; make it brief, considerate, and straight. It is important to understand that the applicant will be disappointed, no matter how you paint your words. However, a well-composed rejection letter can reduce the heartbreak while also encouraging the applicant to keep up with his or her job search.

The following tips will guide you to prepare a standard and well-written rejection letter.

• Use your company’s letter heading
• Plan to make the letter brief
• Address the candidate with his or her name in the salutation
• Thank the candidate
• Directly state your decision
• Include supportive words
• End with a greeting and a signature

Sample Rejection letter II

This sample is for candidates that did not make it to your company’s interview list

Mark J Pospisil 2429 Emerald Dreams Drive Woodbine, KS 67492

Dear Mr. Pospisil,

Thank you for your interest in the Operation Manager position at Karen & Brooks Limited.

Unfortunately, your experience and qualification did not qualify you to participate in our interview. We are proceeding with other candidates whose qualifications closely fit our needs at this time.

Karen & Brooks Limited appreciate the time you spent on the application and wish you the best of luck in the next phase of your career. We also welcome your continued interest in our company.

Sincerely, John Doe Head of Human Resources Karen & Brooks Limited

This sample is for candidates that were not selected after your company’s interview.

Kate L Stamper 3319 Round Table Drive Dayton, OH 45402

Dear Ms Stamper,

Thank you so much for taking the time to visit Karen & Brooks Limited to interview for our open operation manager position. Your experience and credentials impressed our interview team.

Sequel to your appealing quality and the strengths we felt you would offer us in the open position, it was difficult for us to drop you for another candidate for this job position.

Though we have chosen another candidate for this position, we encourage you to consider applying for open jobs that match your experience and credentials with Karen & Brooks Limited in the future.

Your next employer will surely appreciate your skills and capabilities should you decide to continue your job search. Karen & Brooks Limited wishes you well in the next phase of your career.

Thank you once again for your interest in our company.

Sincerely, Jane Doe HR Director For the Interview Team Karen & Brooks Limited

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Rejection Letter Samples for Unsuccessful Applicants

Sending a Rejection Letter Makes a Good Impression on Applicants

Theresa Chiechi © The Balance

• Hiring Best Practices
• Job Search Resources
• Employment Law
• Employee Motivation
• Employee Management
• Management Careers
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• Rejection Letter Sample #1 for Applications

Applicant Sample Rejection Letter #2

• More Related to the Rejection Sample

Susan Heathfield is an HR and management consultant with an MS degree. She has decades of experience writing about human resources.

Many employers skip sending a rejection letter to unsuccessful job applicants who they haven't invited to come in for an interview. Employers rationalize that they have never had any contact with the applicant so no response to the application is necessary. You could not be more wrong. As long as an applicant hears nothing, he or she feels as if their application is still under consideration, or worse, lost in the ether.

This is unkind and unfeeling and your applicants deserve better. At least, consider sending a customized form letter that lets the applicant know that you received the application. The second goal of a rejection letter is to let the candidate know they will not be invited to your organization for an interview. This is kind and professional.

Sending a letter is a courtesy and can emphasize your position as an employer of choice . Your reputation, built one candidate at a time, is critical to your ongoing ability to attract the best and most skilled talent to your firm. Don't make a lasting bad impression when your opportunity to shine is so easy.

Your rejection letter should be straight-forward and officially notify an applicant of their status. The following samples should serve as your guide when you write your own applicant rejection letters.

Rejection Letter Sample #1 for Unsuccessful Applications

This is a rejection letter example for unsuccessful applications. Download the rejection letter template (compatible with Google Docs and Word Online) or see below for more examples. It is a template that you can use in the future when you need to reject job applicants.

Rejection Letter Sample for Unsuccessful Applications (Text Version)

September 1, 2018

Thomas Rodriguez 123 Main Street Anytown, CA 1234

Dear Thomas,

We appreciate that you took the time to apply for the position of (name of position) with our company. We received applications from many people. After reviewing your submitted application materials, we have decided that we will not offer you an interview.

We appreciate that you are interested in our company. Please do apply again in the future should you see a job posting for which you qualify. Again, thank you for applying. We wish you all the best.

Bill Lee (Human Resources Staff Signature)

Bill Lee (Human Resources Staff Name)

This second sample applicant rejection letter is not so much a template as you saw in the first sample. Rather it is a fully written sample that reinforces the appropriate contents for an applicant rejection letter. Download the sample rejection letter (compatible with Google Docs and Word Online).

Sample Rejection Letter #2

Ellen Johnson

8888 Munger Ln.

Santa Fe, NM 87501

Dear Ms. Johnson,

The Norton Company wanted to let you know that we received your application for our position as Director of Marketing. Thank you for taking the time to send your resume and cover letter as we know how time-consuming this effort is.

After reviewing all of our applications, you were not selected to come in for an interview. Please don't take this as notice that we are not interested in your qualifications. We reacted favorably to your application materials and encourage you to apply for another role within our company when an appropriate role becomes available.

We wish you all of the best in your current job search and trust that you will find a position that will suit your needs.

Avram Prudhomme

Manager of Human Resources

Email Address

Smartphone Number

More Related to the Rejection Letter Samples

Remember that the rejection letter is your last opportunity to build a relationship with the applicant. A rejection letter following this format should cause the applicant to think favorably of your company.

Hopefully, the second applicant rejection letter sample will reinforce the positive approach that is essential in an application rejection letter.

Your reputation as an employer is affected by this applicant's opinion and the opinions of the people who hear this applicant's opinion.

Don't ever believe that sending a rejection letter is unimportant for your reputation as a potential employer for desirable employees.

Please note that the information provided, while authoritative, is not guaranteed for accuracy and legality. The site is read by a world-wide audience and ​ employment laws  and regulations vary from state to state and country to country. 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. This information is for guidance, ideas, and assistance.

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• Career Development

7 Rejection Letter Samples to Send Unfit Applicants

When it comes to the hiring process, rejection letters play a significant role in maintaining a positive candidate experience. Addressing unsuccessful applicants with tact and respect reflects well on your company's professionalism and helps build a favorable reputation for your brand. Crafting well-written and thoughtful rejection letters can help you attract potential employees in the future. 

In this article, we will provide seven rejection letter samples to send to applicants deemed unfit for the job. These templates will assist you in delivering clear, concise, and courteous messages to unsuccessful candidates while maintaining a professional yet approachable tone.

How do you write a rejection letter politely?

Before we dig into those samples, there are a few things you should know about crafting a rejection letter. The first thing to remember is you’re sending a document that has the potential to ruin someone’s day, so remember the human factor. You want the rejection letter to be professional, but embracing empathy is important, also. 

Here are some additional tips for crafting your rejection letter:

Be direct and clear about the outcome. You can even provide a bit of an explanation for the decision so that the candidate knows what they need to work on to improve their skills or qualifications. 

Offer encouragement . Dr. Barbara Fredrickson, a positivity researcher, suggests a 3-to-1 positivity ratio – for every negative, include 3 positives. Rejection doesn’t have to be cold and detached, nor does it have to be overtly negative. 

Personalize your template. When you personalize the letter to address the candidate by name and mention specific details about their application or interview, you add some authenticity to their whole experience. 

Sample 1: A polite nudge for future opportunities

Dear [Applicant's Name],

We want to extend our appreciation for your interest in the [Job Title] role at [Company Name]. Your application showed your dedication, and we value the effort you put into the process.

While your qualifications and experience are commendable, we have chosen to move forward with another candidate who possesses skills that more closely align with our current requirements.

However, we genuinely recognize your potential and would like to encourage you to interview for future openings that might be a better fit for your qualifications. We invite you to keep an eye on our job postings and apply again when the right opportunity arises.

Once again, thank you for your interest in joining our team. We wish you the best of luck in your job search and hope to connect with you in the future.

[Your Name] [Your Job Title]

Sample 2: Rejection for an unqualified candidate

Thank you for considering [Company Name] for the [Job Title] position. We appreciate your interest in joining our team.

After a careful review of your application, we are sorry to say that we have chosen another candidate whose qualifications are more closely aligned with the requirements for this role.

While your application showcased [mention one or two positive aspects from their application], we believe that the specific skills needed for this position differ from what you currently offer.

Please feel free to explore other opportunities that might be a better match for your skills and expertise.

Thank you once again for your application. We wish you the best in your job search and future endeavors.

Sample 3: Appreciation for a positive experience

We extend our gratitude for considering [Company Name] as a potential employer for the [Job Title] position. Your interest is genuinely appreciated.

Upon reviewing your application, we acknowledge your impressive credentials and qualifications. However, it is evident that the culture and values that shape [Company Name] may not align with your professional aspirations.

We believe that a harmonious relationship between our team members and our company culture is vital to both personal growth and collective success. In this instance, we regret that we are unable to proceed further with your application.

We sincerely encourage you to continue your journey in pursuit of opportunities where your skills and ambitions will seamlessly integrate with the organization's ethos. Your dedication to crafting a meaningful career path is admirable, and we have no doubt that you will find the perfect match.

Thank you for your interest in [Your Company Name]. We wish you the best in your endeavors, both professionally and personally.

Warm regards,

Sample 4: Gratitude and encouragement for growth

We sincerely appreciate your interest in the position of [Job Title] at [Your Company Name]. Your application showcased your dedication and enthusiasm for joining our team.

Although we were impressed with your skills and qualifications, we have chosen to move forward with a candidate who more closely aligns with the specific requirements for this role.

We want to encourage you to continue developing your talents and experience, as we believe you have the potential to excel in your professional journey. Please consider applying for future openings, as we would be delighted to consider your candidacy again.

Thank you once again for your interest in [Your Company Name]. We wish you all the best in your career endeavors.

Sample 5: Recognition due to late application

Thank you for expressing interest in the [Job Title] position at [Company Name]. We appreciate your proactive approach to joining our team.

Regrettably, we have already progressed into the advanced stages of the selection process. Your application, while impressive in showcasing your skills and qualifications, was received after our deadline for evaluation.

Given the high level of interest in this position, we had to adhere to a strict timeline. As a result, we are unable to consider applications submitted beyond the specified cutoff date. We understand that timing can be a critical factor in job searches, and we regret any inconvenience this may cause. We encourage you to stay updated with our future openings and ensure that your application is submitted within the designated timeframe.

Thank you for considering [Company Name]. We wish you success in your job search and hope to have the opportunity to consider your application for future roles.

Best regards,

Sample 6: Post-interview rejection

We sincerely appreciate your time and effort throughout the interview process for the [Job Title] position at [Company Name]. Your enthusiasm for the role and your thoughtful responses were truly valued.

After we concluded our rounds of interviews, having spoken to more than 25 equally impressive candidates, we have chosen someone whose qualifications more closely align with the specific needs of the position. Please know that this decision does not diminish the impressive skills and experience you demonstrated during the interview. It was a pleasure to learn about your achievements and aspirations.

We genuinely appreciate your interest in becoming a part of the [Company Name] team. We encourage you to keep an eye on our future job postings and consider applying for positions that match your expertise.

Thank you once again for your time and interest. We wish you continued success in your career journey.

Warmest regards,

Sample 7: Appreciation and encouragement to stay connected

We extend our appreciation for your interest in expanding your role within [Company Name] by applying for the [Job Title] position. Your dedication to our organization and your desire to contribute further is commendable and appreciated.

After carefully reviewing all of the applications we've received, we made the decision to move forward with another candidate. Don't be discouraged, though. Your accomplishments and contributions are recognized and valued, the selection process was highly competitive, and another candidate's qualifications were more aligned with the specific requirements of the role.

Please understand that this outcome does not diminish the significant role you continue to play within our organization. Your ongoing commitment is integral to our success.

We encourage you to maintain your enthusiasm for growth and advancement within [Your Company Name]. Your skills and expertise will undoubtedly be sought after in future opportunities that align with your career goals.

Thank you for your ongoing dedication to our company. We look forward to your continued contributions and hope to have the opportunity to consider your application for future internal positions.

Avoid ghosting job seekers

It is easy to send out an offer letter to the candidate you choose for your role and let everyone else guess that they didn’t get the job. As a professional, you should avoid doing that. Rejection letters are more than just a courtesy, they bridge the gap between your company and candidates. You’ll likely need to fill new jobs in the future; therefore, you want your company to have the reputation of being transparent and respectful to attract future job seekers. Ghosting can have lasting negative effects on a candidate's morale and perception of your company. 

In the end, be professional yet approachable

Crafting rejection letters with a professional yet approachable tone is essential in the hiring process. Utilizing these seven sample rejection letter templates will enable you to communicate respectfully and courteously with candidates who are deemed unfit for the job. 

If you're receiving a lot of rejection letters or are being ghosted by companies, it may have something to do with your resume. Let ZipJob's resume writing service help you open doors to new job opportunities.

Recommended reading: 

How Long Does it Take to Hear Back From a Job Application in 2023?

Being Unemployed: How Long is Too Long?

5 Places to Get Feedback on Your Resume

Marsha Hebert, Professional Resume Writer

Marsha is a resume writer with a strong background in marketing and writing. After completing a Business Marketing degree, she discovered that she could combine her passion for writing with a natural talent for marketing. For more than 10 years, Marsha has helped companies and individuals market themselves. Read more advice from Marsha on ZipJob's blog .

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Mar 23, 2021

How to write the perfect candidate rejection email

Learn how to craft a polite, personalized, and professional candidate rejection email that protects your reputation and strengthens your brand.

Lawrie Jones

Table of contents

Telling a prospective candidate that they've not got a job is one of the most challenging things anyone can do, but it's crucial that you do. Jobseekers have taken the time, effort and, in some cases, the expense to submit an application and attend an interview, so the least you can do is to tell them if they haven't got a job.

The best candidate rejection emails are personal and professional, providing just enough feedback to the job seeker. They find the right balance between being positive, informative and encouraging while still saying no.

Get it right, and you can improve the reputation of your business. Get it wrong, and a bad job rejection email can quickly spread across the world, damaging your reputation and credibility.

Do you send a lot of candidate rejection letters? Try Flowrite's smart email templates to write repetitive emails faster. Here's how it works:

What is a rejection email?

 A job rejection email response is a professional courtesy to job seekers who haven't been successful after submitting an application or attending an interview.

Once you've decided whom to interview or employ, it's essential that you let unsuccessful candidates know as soon as possible.

There are no real rules on job rejection emails, but you should definitely send one. Sadly, many organizations don't bother.

Job platform Workable found that  75% of job seekers never receive a reply  after sending an application. A further 60% never received any feedback after an interview.

Why do I need to know about job rejection emails?

The task of crafting a rejection letter is often delegated to staff who may not have been involved in the selection process. The key is to find the right tone between being encouraging and positive but honest and professional.

If you've never written an applicant rejection letter before, it can take some practice before you hit all the right notes. Even experienced recruiters may find rejection emails can be challenging to create.

Telling someone bad news is always tricky but writing rejection letters is particularly challenging. Jobseekers become  emotionally invested  in the recruitment process, and rejection can be hard to take.

From application to an appointment, the average recruitment process takes 27 days,  Glassdoor  found. If candidates have been invited to interview and have met prospective employers, a 'no' can be difficult to take. When rejected, jobseekers will  experience a range of emotions , including disappointment, anger, and frustration.

A missing or poorly written letter could harm the self-concept of the recipient and future intentions of potential recruits,"  researchers found.  Simply put, a bad rejection letter could do lasting damage to someone's mental health.

In  another study , academics found that applicants rejected without receiving correspondence were more likely to believe that the organization failed to fulfill its obligations. Those who didn't receive a personalized rejection letter had what the researchers describe as "more negative intentions" toward the organization. ‍

A well-written rejection letter can achieve three things: ‍

• Deliver essential news promptly.
• Provide emotional closure for the job seeker.
• Protect the reputation and improve their perception of your organization.

A rejection letter before interview or a post-job interview rejection email can be as short or long as you wish, but it needs to contain some specifics that we'll cover next.

What makes an excellent candidate rejection email?

We've written before on  professional email etiquette , but a rejection letter for job vacancies is slightly different. Our research has identified that there are four core parts of any successful rejection email.

• Thank the applicant
• Give the bad news
• Explain the reasons
• End positively

Let's look at these in more detail.

1. Thank the applicant

Jobseekers have put time and effort to apply and craft a resume . They're enthusiastic, excited, and have invested emotionally in the process. Applying for a job is hard , and rejection is even harder. Hence, it's essential to recognize that by thanking them for their effort .

2. Give the bad news

Rejection letters are about bad news, so be clear and upfront. If it's a no, then say so.

Your response must be definitive and leave the applicant under no illusion that they have a chance. A clean break is the fairest approach.

3. Explain the reasons

It's vital that you explain why the person didn't get a job.

You can enter into as much detail here as you wish. In some cases, it may be as simple as stating there were more suitable candidates, or you may want to provide lengthy and detailed feedback. See our examples below for some inspiration.

Even brief feedback is better than no feedback. If you struggle with finding time or the right words for writing feedback, check out Flowrite's smart feedback email template , that uses AI to write your feedback emails for you.

4. End positively

Finishing your email on a positive note is essential. You haven't given this person a job, but there's a role out there for them.

Thank the applicant, recognize their strengths, and encourage them to apply again. If you're prepared to follow through, then offer to give the applicant feedback.

How to reject a candidate via email

You've read our framework for constructing the perfect email, but you may wonder how that translates into a rejection email? Let's take a look at some of the crucial tips for writing an application rejection letter.

1. Use the person's name

It may be tempting to send out a group email to all interviewees but don't. Always address the person by name. They will appreciate it.

We prefer using the first name as it sounds much more personal. You can learn more about  how to start a professional email  in our in-depth blog.

2. Thank them for applying

Every application and interview represent hours of effort on behalf of a jobseeker, so a thank you isn't just welcome; it's a necessity.

3. Start with the bad news (and don't apologize for picking the best candidate)

Tell people straight away that they have been unsuccessful. Don't leave it to the end of the email to give the bad news. Jobseekers will read and re-read your email, so be clear, not vague.

For example: ‍

• On this occasion, we've decided not to take your application further.
• I'm writing to let you know that you've not been selected for an interview.
• Unfortunately, we won't be proceeding with your application at this time.

You may want to say sorry but don't . The decisions you take are what's best for your business, and there's no need to apologize.

4. Be personal

Spending a little time reflecting on a candidate's experience can make the jobseeker feel your decision is considered and fair. A rejection with no explanation can lead to confusion, frustration, and upset.

5. If you offer to provide feedback, make sure you really mean it

So many organizations offer to provide feedback but don't (for many reasons). If you aren't prepared to provide feedback, then don't offer to do so.

6. Encourage them to apply again

The door is never shut to great candidates, so encourage them to apply again. Include details of how they can search for new opportunities.

You can suggest job seekers connect with you on social media platforms such as LinkedIn to learn about new opportunities. ‍

7. End professionally

We've written a detailed blog on the best practices for ending professional emails .

8. Proofread all emails

There's nothing worse than a poorly written rejection email, so be sure to check it before sending it.

How long should my rejection letter be?

There is no right or wrong answer, but following a professional email format is advised. The first thing is that you write a job rejection letter, as so many businesses and organizations don't even take this step.

A good guide is that the longer someone has been involved in the job selection process, the more detailed a candidate rejection letter should be. In most cases, three or four paragraphs is enough.

Subject line for the rejection email

It's best to keep things simple, clear, and professional. We recommend that you list the job title in the subject line. As an example, you could use the following.

Rejection email template

You should personalize your rejection emails for each role and each organization, but here are some basic examples you can follow.

Example 1: Basic candidate rejection email

This is a pretty standard rejection letter that is tailored for the person. It's professional, to the point, and clear.

Example 2: Formal rejection letter

If you are writing on behalf of someone else, keep it brief and formal. Here's an example.

Example 3: Detailed rejection email

If you're prepared to provide detailed feedback, it can be highly beneficial for the job seeker. This template is a suitable sample rejection letter after the interview. It's modeled on the rejection email used by Apple.

Example 4: Personal job rejection email

If you run a business yourself and want to do something slightly different (while following our basic principles), then why not?

Are you still struggling to write that candidate rejection email? Flowrite turns sequences of words into ready-to-send email that's both personal and professional. ‍

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How to Write a Job Rejection Email (Template & Examples)

By Ammar Ahmed

Published: January 31, 2024

Rejecting a job applicant is a delicate task, and it’s important to get it right. This article is here to guide you through the process. We’ll cover the best ways to communicate a job rejection with kindness and clarity. This guide offers practical tips and templates to help you handle these difficult conversations with professionalism and empathy. 

What Is the Purpose of a Job Rejection Email?

A job rejection communicates a decision while maintaining a positive relationship with the candidate. This email is an essential part of the recruitment process, reflecting the company’s professionalism and respect for the applicant’s efforts. It closes the application process, giving closure to the candidate and preserving the possibility of future interactions.

The Importance of Sending a Job Rejection Email

In today’s competitive job market, how a company handles job rejections can be as impactful as how it manages job offers .

Here are some reasons to send courteous and professional job rejection emails:

Positive Candidate Experience

Although rejection is never pleasant, a well-crafted email can leave candidates feeling respected and valued. It demonstrates that the company acknowledges the time and effort put into the application process. 

This thoughtful approach can turn a potentially negative experience into a constructive one, leaving candidates with a favorable impression of the organization. They’re more likely to reapply for future positions or recommend the company to peers, knowing that their efforts won’t go unnoticed.

Reputation Management

The practice of sending job rejection emails is pivotal for reputation management. In today’s interconnected world, a company’s recruitment practices are often as visible as its products or services. A respectful rejection email can enhance the company’s image as a considerate and ethical employer. 

This positive perception can spread through word-of-mouth and social media , bolstering the company’s reputation in the job market.

Transparency

Transparency is a key element in modern HR practices, and sending a job rejection email is a direct demonstration of this value. It shows that the company is open and honest in its communications, even when the message might be difficult. 

This transparency is appreciated by candidates, who often face uncertainty and anxiety during job searches. Receiving a clear and direct response allows them to understand where they stand and focus their efforts on other opportunities.

Closing the Loop

Finally, sending a job rejection email is essential for closing the loop in the recruitment process. It offers a sense of resolution to candidates, who otherwise might be left wondering about the status of their application. 

This closure is not only beneficial for candidates but also for the company, as it prevents the need for follow-up inquiries and allows both parties to move forward. Moreover, it keeps the door open for future interactions, as candidates who are treated with respect and professionalism are more likely to reengage with the company when other opportunities arise.

How to Tell Someone They Didn’t Get the Job

This section provides a detailed guideline on how to tell someone they didn’t get the job, ensuring the message is conveyed with professionalism and empathy.

• Clear and Concise Subject Line: The subject line of your job rejection email should be straightforward yet sensitive. Phrases like “Job Application Update” or “Regarding Your Application for [Position Name]” are appropriate. It’s crucial to avoid ambiguity, ensuring the candidate is not misled about the email’s purpose.
• Personalized Greeting: Begin the email with a personalized greeting, using the candidate’s name. A personalized approach shows the candidate that they are not just another number in the process, but an individual whose application was considered seriously.
• Gratitude and Acknowledgment: Acknowledge the time and effort the candidate invested in applying and interviewing. This appreciation helps soften the blow of rejection and leaves the candidate with a sense of respect and value.
• Reason for Rejection: Providing a reason for the rejection can be beneficial, but it should be handled delicately. General factors like a highly competitive applicant pool or the need for specific skills that were not a strong match can be cited. If appropriate, gently mention a lack of fit with the company culture . However, ensure that the reasons are constructive and not personal.
• Encouragement and Constructive Feedback: Offer encouragement by highlighting positive aspects of the candidate’s application or interview. If suitable, provide constructive feedback, focusing on areas for improvement. This can be invaluable for the candidate’s professional growth. The key is to be honest yet tactful, ensuring the feedback is useful without being disheartening.
• Closing Statement: Conclude the email with a positive note. Wish them success in their future endeavors, leaving them with a sense of goodwill and optimism. This closing can help maintain a positive relationship with the candidate, who may be a perfect fit for a different role in the future.

Related Article: Asking for Feedback After a Job Rejection: Do’s and Don’ts 

Job Rejection Email Templates

Crafting a well-structured job rejection email is crucial in maintaining a professional and empathetic approach to recruitment. Below are templates for different scenarios, designed to assist HR professionals in effectively communicating job rejections.

Declined Interview Email

Sometimes, a candidate may not be the right fit even before the interview stage. In such cases, sending a declined interview email is necessary.

Here’s a template:

Subject: Update on Your Application for [Job Title] at [Company Name]

Dear [Candidate’s Name],

I hope this message finds you well. Thank you for your interest in the [Job Title] position at [Company Name] and for the effort you put into your application.

After careful review, we wanted to inform you that we will not be proceeding with an interview at this time. This decision was challenging due to the high caliber of applicants we received. Please know that your qualifications were impressive, and we appreciate the time you invested in reaching out to us.

While we are unable to offer an interview currently, we would like to keep your resume on file for future opportunities that may better align with your skills and experience. We encourage you to apply for any future positions at [Company Name] that interest you.

Thank you again for considering a career with us. We wish you the best in your job search and all your future professional endeavors.

Warm regards,

[Your Name] [Your Position] [Company Name]

Job Rejection Email After Interview

After conducting interviews, it’s important to communicate with candidates who won’t be moving forward.

Subject: Your Interview for [Job Title] at [Company Name]

I hope this email finds you well. We want to extend our sincere thanks for taking the time to interview with us for the [Job Title] position. We truly appreciated the opportunity to learn about your skills and experiences.

After careful consideration and thorough review of all our candidates, we have made the difficult decision to move forward with another applicant whose qualifications more closely align with our needs for this particular role. This was not an easy choice given the impressive talents of all our interviewees, including yourself.

We are grateful for the interest you have shown in [Company Name] and for sharing your professional aspirations with us. Although this specific position was not the right fit, we were impressed by your [mention a specific strength or quality of the candidate], and we encourage you to apply for future openings at our company that align with your skills and career goals.

Thank you again for your time and effort, and we wish you all the best in your continued job search and future professional endeavors. Please feel free to stay in touch.

[Your Name] [Your Position]

Related Article: Job Rejection After an Interview? Here’s How to Handle It

Job Rejection Email for Internal Candidates

Rejecting an internal candidate requires a delicate approach, as these individuals are already part of your organization. Such emails should focus on maintaining a good working relationship and encouraging their continued growth within the company.

Subject: Regarding Your Application for [Job Title] Within [Company Name]

I hope this message finds you well. I want to start by expressing our sincere appreciation for your ongoing contributions to [Company Name] and for expressing interest in the [Job Title] position.

After thorough consideration, we have decided to move forward with another candidate for this role. This decision was particularly difficult given your valuable work and dedication to our team. We were impressed by your [mention any specific strengths or contributions of the candidate] but ultimately felt that another candidate’s specific skill set was better suited to the needs of this position.

We truly value your commitment to [Company Name] and encourage you to continue seeking growth and development opportunities within our organization. Please know that this decision does not diminish the importance of your role and your accomplishments here.

We are more than willing to discuss your career path and future opportunities within [Company Name], and I am personally available to provide guidance or support in your professional development.

Thank you again for your interest in the [Job Title] position, and we look forward to your continued success and contributions to our team.

Job Rejection Email for Post-Internship Candidates

Interns often hope their internship will lead to a permanent position. When this isn’t possible, it’s crucial to communicate this delicately. Here’s a template that will help you acknowledge their contributions and encourage them in their future endeavors.

Subject: Follow-Up on Your Application for [Job Title] at [Company Name]

I hope you are doing well. Firstly, I want to thank you for your hard work and dedication during your internship with us at [Company Name]. It was a pleasure having you as part of our team and witnessing your growth and contributions.

Regarding your application for the [Job Title] position, after much consideration, we have decided to move forward with a candidate who has specific experience and qualifications that align more closely with our current needs. This decision was not easy, especially given your commitment and the skills you demonstrated throughout your internship.

We recognize and appreciate the effort you put into both your internship and your application. While this specific role was not the right fit, your potential did not go unnoticed. We encourage you to continue developing your skills and would be delighted to consider you for future opportunities that match your qualifications and career aspirations.

Please keep in touch and consider [Company Name] for future applications. We wish you all the best in your academic pursuits and upcoming professional endeavors.

Personalized Job Rejection Email Example

Personalizing a job rejection email, especially when offering feedback, is crucial in showing respect and care for the candidate’s professional development.

Below is an example of a personalized job rejection email that includes specific feedback:

Subject: Regarding Your Application for the Marketing Manager Role at Zenith Innovations

Dear Emily,

I hope this email finds you in good spirits. First and foremost, thank you for the time and energy you dedicated to the interview process for the Marketing Manager position at Zenith Innovations. We were particularly impressed by your enthusiasm for digital marketing and your innovative approach to brand strategy, evident in your successful campaign with ABC Corp.

After a thorough review of all our candidates, we have decided to move forward with someone whose background in international market expansion more closely aligns with our current strategic goals. This decision was by no means an easy one, especially given your strong expertise in domestic market strategies.

I would like to offer some specific feedback to assist you in your career journey. Your experience in developing comprehensive social media campaigns and managing a dynamic team is commendable. However, for a role like Marketing Manager at Zenith, a deeper understanding of global marketing trends and experience in navigating diverse international markets could greatly enhance your candidacy for future opportunities. Additionally, while your creative approach is a significant strength, expanding your skill set in data analytics could provide a more balanced strategy perspective, which is highly valued in our company’s marketing approach.

We truly appreciate your interest in Zenith Innovations and the unique ideas you brought to the table during our discussions. While this particular role wasn’t the right fit, your talent and passion for marketing are clear, and I have no doubt you’ll find a position that suits your impressive skill set. Please feel free to stay in touch, and should a suitable role arise in the future, I hope you will consider reapplying.

Thank you once again for considering a career with us, and I wish you the best of luck in your ongoing job search. If you would like to discuss your application or our feedback further, please don’t hesitate to reach out.

Jonathan Smith Director of Human Resources Zenith Innovations [email protected]

Best Practices for Crafting Compassionate Job Rejection Emails

Crafting a compassionate job rejection email is a critical aspect of the recruitment process. Below are best practices for creating job rejection emails that are empathetic and professional.

It’s respectful to inform applicants of their status as soon as a decision has been made. Timely communication demonstrates that your company values the candidate’s time and effort. It also helps candidates to move on quickly in their job search, potentially reducing the emotional impact of the rejection.

Provide Constructive Feedback

Offering constructive feedback shows that you have taken the time to evaluate the candidate’s application thoroughly and are interested in their professional growth. Feedback should be specific, actionable, and framed positively. However, it’s important to balance honesty with sensitivity, ensuring that your comments are helpful and not discouraging.

Encourage Future Applications

If you see potential in a candidate for future roles, explicitly encourage them to reapply. This can be particularly important for candidates who were strong contenders but weren’t the right fit for the current role. By inviting them to apply for future positions, you maintain a relationship with them and create a pool of pre-vetted candidates for your company. This gesture can also boost the candidate’s confidence and willingness to re-engage with your organization.

Legal and Compliance Considerations

When crafting job rejection emails, it’s vital to be mindful of legal and compliance considerations. Avoid statements that could be interpreted as discriminatory or that imply an unlawful basis for the decision. Stick to factual, job-related reasons for the rejection. It’s advisable to consult with your legal team to ensure that all communications are compliant with employment laws and regulations.

The Future of Job Rejection Emails

The future of job rejection emails is set to evolve significantly with advancements in technology and a greater focus on candidate experience. Let’s explore how these changes will shape the way companies communicate rejections.

Personalization through AI

AI can analyze a candidate’s application and generate a customized response that addresses specific aspects of their profile. This technology can identify the key strengths of the candidate and tailor the message to provide relevant and individualized feedback. 

The use of AI in crafting personalized rejection emails not only enhances the candidate experience but also reflects a company’s commitment to thoughtful and respectful communication. As AI technology becomes more sophisticated, we can expect even more nuanced and personalized interactions in the recruitment process.

Automated Feedback Systems

Automated feedback systems represent another innovative trend. These systems can provide more detailed and constructive feedback to candidates by analyzing their interviews or assessments using predefined criteria. By offering insights into areas of strength and those needing improvement, automated feedback systems help candidates in their professional development. 

This technology ensures that each candidate receives valuable feedback without significantly increasing the workload for HR professionals. As these systems develop, they could become a standard feature in the recruitment process, benefiting both candidates and employers by fostering transparency and growth.

Integration with Learning Platforms

An emerging concept is the integration of job rejection emails with learning platforms. For instance, a rejection email could include links to online courses or workshops that align with the areas of development identified during the application process. 

This approach positions the company as an enabler of professional growth, extending the relationship beyond the recruitment process. It demonstrates a commitment to the long-term success of all candidates, enhancing the company’s reputation as a supportive and developmental organization.

About the Author

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Sample Job Rejection Letters

A LinkedIn survey found that 94% of talent would like to get interview feedback .

Make sure you provide a great employer branding experience by communicating with your candidates when they haven’t been successful in applying for a job.

When you send a candidate  rejection letter, it puts your company in a good light.

This will encourage candidates to reapply for another position, speak to their friends or leave good reviews about your business.

The sample job application rejection letters below will give you a good start when communicating with candidates who haven’t made the grade. Use these candidate rejection letter templates and personalize them according to your company. Before we get into the “you didn’t get the job” email samples, here are some tips for writing job applicant rejection letters.

Job applicant rejection letter tips

• Keep it straightforward. Don’t make the applicant letters long-winded. Keep it professional and to-the-point.
• Personalize your applicant rejection letters. Use the candidate’s name and position and, if they attended an interview, make a comment about their performance.
• Be gracious. As well as being professional, you should also be gracious. The person applied for a job at your business because they wanted to work with you, so make sure that your applicant rejection letter is respectful and considerate.
• Be honest. It may be tempting to say things you don’t mean in your applicant rejection letter. So, keep things simple. For example, don’t include that you want the candidate to apply for more openings going forward if you know that the person isn’t a good fit for your business.
• Be swift. When you know an applicant isn’t suitable for the role, don’t wait a long time before sending a rejection letter. Do it as soon as possible, so they will concentrate their efforts elsewhere.
• Cushion the blow. When you have to give the candidate constructive criticism, start off with something positive. You can talk about things you were impressed with and then go into the skills or qualifications they were lacking. Always end on a positive note by wishing them well.
• Always remember your brand. The applicant rejection letter could be your last chance to convey a positive impression of your business. This will either make your applicant feel favorably towards your business or hard done by. Always think about your reputation when communicating. This should be no different with an applicant rejection letter.

The structure of the job applicant rejection letter

You should have a structure for all of your job candidate rejection letters. This will enable you to say what you need to quickly and efficiently as well as sticking to your company’s brand. Use the following information when formatting a job applicant rejection letter:

• ‍Address. Start the sample letter for rejecting a candidate with the official address of your business in the top right hand corner. You need to include your address only if you’re sending a physical letter. ‍
• Date. A few lines under the address, include the date. You don’t need to do this if you’re sending an email.‍
• Inside address. The candidate’s address goes a few lines underneath the date. ‍
• Subject. Use a subject line  that is short and to-the-point. For example, the candidate’s name – job application.‍
• Salutation. How formal or informal your salutation is will depend on your company and whether you’ve met the applicant. If you’ve met them in an interview and have developed a rapport, you can go on a first name basis, for example, “Dear Jane.” ‍
• Opening paragraph. In the opening paragraph, convey that you appreciate that the candidate took the time to apply for the job and, if applicable, attended the interview.‍
• The body. Use this part of the job candidate rejection letter to inform the applicant that they were not successful at this time. You can give reasons or just let them know that other candidates were more suitable and matched the job description better .‍
• Last paragraph. How you use this last paragraph depends on your company’s policies. Some companies use it to give more detailed advice about the application while others simply note that, if the job applicant wants more detailed feedback, they can make a request.‍
• Closing. Keep this short and to-the-point. Thank the candidate for their time and wish them the best in their future job search.‍
• Your name and signature. You need to include your name and signature in the last part of the letter. Also, include your contact information just in case the applicant wants more information. In addition, include a signature if you’re sending a physical letter.

Job candidate rejection letter samples and templates

Job rejection letter sample 1, the standard sample rejection letter from an employer to an applicant who will not get an interview..

Dear < Applicant’s first name >,

I would like to say thank you for taking the time to apply and meet with our team about the <role title=””> at <company name=””>. It was great to find out more about what you have achieved, as well as your skills and qualifications.</company></role>

Regrettably, you were not selected by our team to go forward. Please remember that competition for jobs at <company name=””> is very high and it is often difficult to choose between many experienced and quality applicants.</company>

We will be keeping your details on file in case any openings come up in the future that we believe you would be a better fit for.

Please feel free to contact me if you would like detailed feedback about the selection process.

Many thanks again for your interest and application to <company name=””> and all the best with your job search.</company>

< Sender’s name >

Job Rejection Letter Sample 2

Dear Mr./Miss < Applicant’s last name >,

Thank you for applying for the <job title=””> at <company name=””>. We want to thank you for making the effort to apply to our company and we value your interest in becoming part of our team.</company></job>

The number of applications we received for this role was unprecedented and, after careful consideration of every single one of them, it is unfortunate that we have to let you know that you will not be proceeding to the next phase of our selection process. Although your skills and qualifications are remarkable, we have chosen to go forward with another applicant, who is a better fit in terms of experience.

Again, we value your interest in our company and would welcome an application from you in the future, should you come across another role that you think you will be suitable for.

If you need further information or have any more questions, please feel free to contact me by phone at <phone number=””> or email< email address>.</phone>

We wish you all the best with your future ventures.

Job Rejection Letter Sample 3

After a phone interview.

Dear Miss/Mr. < Applicant’s last name >

Thank you for taking the time to speak with me on the phone for the position of <job title=””>.</job>

Our company has received a high number of applications and we have contacted a number of applicants. We would like to let you know that, although your qualifications and skills were very impressive, we have decided to go forward with other candidates whose experience and skills better meet the needs of our organization at this time.

Thank you again for your interest in <company name=””>. I wish you success in your career search.</company>

Job Rejection Letter Sample 4

After a face-to-face interview.

Thank you for taking the time to interview with <company name=””> for the <position name=””>.</position></company>

We value your interest in our company and this role. I am writing to inform you that we have chosen an applicant who is the closest match for the job requirements and description of this role.

We very much appreciate you taking the time and making the effort to attend the interview. We would like you to consider applying for future openings at our company.

Once again, thank you very much for your time.

Job Rejection Letter Sample 5

Dear Miss/Mr. < Applicant’s last name >,

I appreciate you taking the time and making the effort to meet with our team to talk about the <position> at <company>.</company></position>

Your time, enthusiasm and interest in this position are much appreciated. I would like to inform you that the position has been filled by another candidate, whose qualifications, skills and experience most closely matched the requirements in the job description.

However, your application will be kept on file and you will be considered for future openings, if they are a good fit.

Again, it was good to meet with you and I wish you all the best in your future job search.

Job Rejection Letter Sample 6

Thank you for providing us with the opportunity to meet and interview you for <job position=”” title=””> with our company. We value your interest and enthusiasm in joining our team and we enjoyed getting to know more about you.</job>

It can be difficult to choose among brilliant candidates who we interview, especially when we have many who are so qualified for this particular role. Even though we would love to welcome every single person we interview to our team, in the end we need to choose an applicant who we know most closely fulfills the requirements of the position’s job description.

Although your qualifications, experience, skills and education are very impressive, we have chosen to go forward with another candidate who better matches and meets the needs of this role. Our decision was based on small nuances, but you were still a very exceptional candidate. We do hope that you keep us in mind and apply again in the future for a role you believe would be a good fit, as we appreciate your expertise in our industry. You were one of the few top candidates and it was a pleasure to meet you.

If you need more information or have any questions, I would be happy to speak with you. You can contact me by email at <email address=””> or phone at <phone number=””>.</phone></email>

Once again, thank you for the time, effort, energy and enthusiasm you have invested in this process and we wish you all the best in your personal and professional endeavors.

Job Rejection Letter Sample 7

This job applicant rejection letter is used for after a second interview.

Thank you for investing the time to go through our two-stage interview selection process for the position of <job title=””>. Our team really enjoyed meeting you and discussing various aspects of the < industry>.</job>

We have now had the time and opportunity to consider every candidate. You were one of the candidates most highly regarded for this position. However, on this occasion, the team felt that another candidate’s experience and skills were a better match for the position. We want to take this time to encourage you to continue to check our vacancies for future positions that match your skills and experience.

We wish you all the best in your future endeavors and the next part of your career. Thank you again for your interest in <company name=””>.</company>

Job Rejection Letter Sample 8

After assessment test.

Dear <applicant’s first=”” name=””>,</applicant’s>

Thank you for taking the time to meet with me and the team for <job title=””> at <company name=””>. It was a pleasure to learn more about your accomplishments and skills.</company></job>

We have now had the chance to review all applicants and, unfortunately, we regret to inform you that, at this time, we have decided not to proceed with your application. This has been a tough decision as the applicant standards have been very high. However, we have found that, during the test, other candidates had higher verbal reasoning skills. We would like to give you the advice to gain more experience in this field and to submit another application in the near future when more vacancies become available.

Thank you once again for your interest in <company name=””> and we wish you all the best in your job search and career.</company>

Conclusion: Job applicant rejection letter sample

Use the job applicant rejection letter templates above by customizing them according to the different stages of the hiring process .

Want templates for job descriptions to attract the best candidates?

Click here for Fountain’s job description templates , which include bank teller, delivery driver, retail cashier and more. You can even use our interview preparation checklist to prepare in advance for your interviews with each candidate.

After you’ve filled in your job description templates, you can use Fountain’s Boost to get your description in front of the most qualified candidates on both free and paid platforms.

For quicker and more efficient sourcing and hiring, find out about how to Boost a job here .

Deliver a better candidate journey.

You want to hire fast, but you also want your candidates to have a smooth journey to their first day of work. Learn how to enhance the applicant experience to build a successful frontline workforce.

About the Author

Josh harrisking, related content, how to build a direct sourcing strategy for frontline hiring, top 3 challenges of quick-service restaurant hiring (plus 3 solutions), yardstik and fountain commit to deliver better tools to hourly workers.

Rejection of an application: 7 Examples of how to politely reject applicants

Is the shortlist already completed and the vacancy almost filled? Then comes the part that probably no HR department likes to do: to politely inform the rejected applicants, including cancelation of the job interviews that have already been arranged. In this guide you will find 7 examples of how to write a rejection letter and how to introduce the reason. You will also find out how to react in the opposite case, i.e. what if the employee declines with thanks?

7 Templates for Employers: Rejection Letter for an apprenticeship, unsolicited application, etc.

Irrespective of the company size, in theory, there should be feedback for every single application , as rejection is still better than no response at all. Writing a rejection letter, on the other hand, plays a crucial role in Employer Branding.

We have then put together various templates on how you can politely formulate the rejection of an application. All patterns are to be understood as suggestions ; the more customized you make the rejection letter, the better for the candidate experience. At the same time, the applicants know, of course, that not every company has time to formulate an individual rejection. Don’t make it harder than necessary – but don’t make it too easy either.

1. Basic template for the polite rejection of an application

In the first example, we assume that you can already tell from the application documents that this person does not fit into the company. In such a case, the rejection could be formulated in the following way.

Dear Mr…/ Dear Ms…,

Thank you for your application for [position] and your interest in our company.

We have received a large number of applications and, unfortunately, we cannot shortlist yours at this time.

Please do not take our rejection as a depreciation of your skills. In the application process, small details are often crucial for the final decision.

With your consent, however, we would like to include you in our talent pool and inform you if further positions are available. To do so, please follow this link: [ Link to the Talent Pool Declaration of Consent ]

In the meantime, we wish you every success in your job search.

Kind regards,

Recruiting Readiness Check

How good are we at getting the right candidates to the right position in time.

Where are you in recruiting now?

What’s your company’s size?

Of course, you don’t have to refer to the T alent P ool for every rejection . After all, only applications that really have potential should end up there.

However, as soon as you want to add someone to this pool, you must obtain their consent, as this is related to the use of personal data . With the right HR software, the talent pool can be managed without much effort.

2. Rejection of an Unsolicited Application

Imagine, a promising application is on the table, but there is no vacancy. In this case, too, it’s time for a polite refusal. Refer to the talent pool if it is possible!

Thank you for your interest in our company and your application documents, which we have looked through with great interest.

Unfortunately, there is currently no vacancy in our company that matches your profile.

However, since your qualifications are very promising, we would like to include you in our talent pool for future positions. If you consent to this and wish to receive notifications, please follow this link: [ Link to Talent Pool Consent Statement ]

3. Application Rejection in English

If you need to reject a candidate in English, you can use this template as a guide:

Dear Mr/Ms …,

Thank you for your interest in our company and for sending us your job application.

After reviewing the many applications we received for this vacancy, we regret to inform you that we cannot consider you as a candidate. Although you are highly qualified, another candidate’s profile was even better suited to what we are currently looking for.

Nevertheless, we wish you success for your future career.

TURN ON YOUR DIGITALIZATION NOW

4.rejection after probation.

Probation is a proven method to test whether companies and applicants are actually compatible . In the best-case scenario, both sides immediately realize that the chemistry is right. However, it can also happen that the opposite quickly turns out to be the case.

Ideally, as a company, you should not cancel by email, but rather do it by phone . It’s a sign of respect, after all the potential candidate has put in some effort. If you cancel by message, the following letter would be a good idea:

Thank you for taking your time to get to know our company better during the probation period.

Unfortunately, after detailed consultation, we came to the conclusion that we would like to continue our search for the ideal candidate to fill the vacancy.

We are sorry that we cannot give a positive feedback. Thank you for your commitment and good luck for your future!

5. Rejection of an Apprenticeship Application

Delicacy is required , especially when rejecting an apprenticeship. For the HR department it is nothing more than a quick e-mai, but for a young person it may be a shattered dream.

Dear Mr …/ Dear Ms…,

Thank you for your application documents. We are very pleased that you are interested in an apprenticeship at [ company ] and would like to start your career with us.

Unfortunately, we have to inform you that we cannot offer you an apprenticeship position at this time. [ Add a reason here if necessary: other candidates with even more potential or similar ]. Please do not take our rejection as a depreciation of your skills.

We wish you every success on your further path!

6. Rejection after the Interview

Just like the probation, the interview is a crucial point in the application process. However, this decision is not always positive, and the disappointment on the applicant side may be all the greater. In the rejection, show that you appreciate the effort .

Dear Mr…/ Dear Ms…

Thank you for taking your time for a personal interview as part of your application. It was a pleasure to meet you and you left a very positive impression.

Unfortunately, we have to inform you that, after careful consideration, we have decided to move on with another applicant.

We wish you all the best in your future journey.

7. Rejection of an Internship Application

Interns are often smiled at – a mistake, because they often turn out to be an unused talent pool. So pay as much attention to internship cancellations as you would to a permanent position. You never know: maybe you are turning down a talent for tomorrow and squandering the chance that this person will apply again in the future!

Dear Mr … Dear Ms…,

Thank you for your application documents and your interest in an internship at [ company ].

Unfortunately, we have to inform you that we cannot offer you an internship at this time. Please do not take our rejection as a depreciation of your skills.

We are sure that you have a lot to offer and would be happy to include you in our talent pool. If you wish to do so, please follow this link: [ Link to Talent Pool Consent Statement ]

We wish you every success in your journey.

Writing Appreciative Rejection Letters: How to Formulate Application Rejection Letters

The fact is: the rejection of an application reflects the corporate culture to a certain extent. Applicants will remember whether they received a rejection and, if so, how it was written.

Here are some recommendations on how to make the text of the application rejection polite, friendly and appreciative:

• Pay attention to the personal salutation and the correct spelling of the name. “Dear applicant” shows total disinterest.
• Customize the style . A manager with 10 years of professional experience expects different formulations in the rejection than a school graduate who is currently looking for an apprenticeship.
• Don’t skimp on praise . Has an application particularly impressed you? Say it out loud! An appreciative rejection is easier to digest.
• Assemble your message from meaningful text blocks instead of using a rigid template. Phrases such as “keep on record” or “the application does not fit the profile” are a starting point, but not the best solution across the board.
• Give a meaningful reason , if possible. (more on that later!)

The Rejection Reason: Do’s and Don’ts when You Reject an Application

The question of why is a tricky one. Many companies do not give a reason for the rejection and do not want to take the risk of violating the General Equal Treatment Act (AGG ). This law states that no one may be rejected on the basis of age, origin, gender, etc. (Caution, the job post must also comply with the AGG!)

In any case, a legally safe refusal should be given if you refer to factual reasons, such as

• Another applicant has more experience or better education.
• The position was spontaneously filled internally.
• There are currently no vacancies (for unsolicited applications).
• The salary expectations are too high (according to Statista, a major reason for many personnel decision-makers to reject jobs). A possible wording in this case would be: “Unfortunately, your salary expectations deviate from our current budget options for this position”.

And what if the application is rejected mainly because it contains too many errors ? Then caution is advised: For example, do not accuse anyone of bad or faulty language – you may never know whether dyslexia or another impairment is behind it. To give that as a reason would be a violation of the AGG.

Does the application fail because of the catastrophic formatting? Then the question arises whether you want to point this out to the candidate. To put it politely, it goes something like this: “Please take this note as well-intentioned advice based on my experience as an HR manager: Your application documents could benefit if you improve the formatting” .

If you do not give a reason, you may have to expect that the applicants will ask for a reason – especially if you cancel an interview that has already been arranged. Therefore, be sure to use an evaluation sheet for the interview . This makes the decision easier in the end and you have the reasons for acceptance and rejection ready in writing.

For Employees: Respond and Politely Reject an Application

Let’s go to the other side, namely that of the employee. Here, too, it can happen that you have to decline the job offer, e.g. because…

• another employer agreed more quickly.
• the chemistry at the interview/probation was not right.
• the circumstances of the employee unexpectedly change drastically (relocation or similar).

So what can it look like if you have to withdraw your application or cancel an interview?

The most important thing is that the cancellation is communicated at all . Feedback leaves a good impression, even if it’s just a brief thank you. A few lines are enough. It should contain the thanks, the rejection itself and, if necessary, a brief explanation . However, the latter is not mandatory and is at your own discretion.

Basic Rules: Polite Rejection of an Application

Cancellations are not popular – neither with the sender nor with the recipient. After all, there are a few golden rules on how you can design the rejection of an application in such a way that your company is remembered well:

• Remain friendly, polite and respectful, in other word – This applies even if an applicant behaves exactly the other way around.
• Respond promptly. According to a survey from 2019, the majority of applicants expect 1-2 weeks between application and feedback.
• Send back the complete application documents. They legally belong to the person who submitted them in response to a job advertisement.
• The contact persons do not change constantly. If you cancel after the interview, the cancellation should come from someone who was present at the interview.

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Job rejection letter sample for unsuccessful candidates

A job rejection letter informs interviewed but unsuccessful job candidates of your decision. You may wish to customize this rejection letter sample template to fit your startup’s needs.

Choosing to hire is a significant business decision for any organization, and job interviews need to planned and conducted with care. A difficult element of this recruiting process is informing unsuccessful candidates.

Template: Job rejection letter

Use the following job rejection letter sample template to help you inform unsuccessful candidates of your decision. This communication must be sent out in a timely fashion after the interview as a late communication also impacts the candidate experience.

Defining job requirements and assessing skills

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Securing a job in today’s competitive job market is pretty challenging, a well-written job application letter can make all the difference in landing a dream job. It serves as your first introduction to your potential employer and offers a valuable opportunity to showcase your qualifications, skills, enthusiasm, and suitability for the role.

To explore the ins and outs of writing a job application letter, and how to make a strong impression with it, check out this blog. This blog will show you how to write an exceptional job application letter that will help you stand out from the competition.

A job application letter is commonly referred to as a cover letter. This letter of application is a document that is sent along with your resume when you apply for a job. Its main purpose is to introduce yourself to the potential employer or hiring manager, providing an opportunity to present your skills, qualifications, and experience that are relevant to the job you’re applying for. Additionally, it aims to persuade the hiring manager to consider you for the role. 

Therefore, a strong job application letter serves as your ultimate gateway to your dream job.

• Components of a Job Application Letter

To draft an outstanding application you need to follow the right step to write a letter. Therefore, here are the key components that you should follow:

Include your contact information and the date at the top of the letter, followed by the employer’s contact details.

Begin your letter with a formal greeting to the hiring manager. It’s best to address the letter with the name of the hiring manager. For this, it’s advisable to call the company and ask for the hiring manager’s name as it would look professional. Alternatively, use a generic salutation like “Dear Hiring Manager”.

Craft a standout introduction to build that positive impression from the start of your letter. Your introduction should highlight your relevant skills, experiences, and achievements that make you a suitable candidate for the job.

Highlight what value you can bring to the company with this position. Talk about why you’re the perfect fit for the job; this way, you can showcase your professional skills and stand out from other applicants.

Express your enthusiasm for the position and reiterate your interest in the opportunity. Also, thank the employer for considering your application. End the letter with professional closing for example: “Yours sincerely”, “Best regards”, or “Thanks for your consideration”, followed by your name and signature.

Read More: All You Need to Know About Resume Headlines – With Example

• Tips on How to Write a Job Application Letter

Customize your application letter for the job; formally, it’s best to follow the key components that we discussed above. This way, you can tailor your application letter to each job, highlighting the qualifications and experiences most relevant to the position.

Show your understanding of the company and its values in your application letter as this shows that you are aware of what the company does, and your genuine interest in the position.

Though you have a lot to say and express in your letter, do not go over the board, keep it concise and to the point, focusing on key skills and experiences that align with the role.

It sometimes happens that the hiring manager may not read the entire letter but rather would just find the relevant keywords that match the job requirements. Additionally, incorporating keywords will also help your application stand out to applicant tracking systems (ATS).

Finally, once you have drafted your outstanding job application letter, give a quick check on the grammatical errors to ensure the letter is professionally well formatted without any blunders.

• Best Job Application Letter Format (Example Templates)

Subject: Application for the Role of [Job Title] at [Company Name]

I am writing to express my interest in the [Job Title] position listed on [where you found the job posting]. As a recent graduate from [University/College Name], I am excited about the opportunity to contribute to [Company Name] and grow both personally and professionally.

During my academic studies, I developed strong skills in [relevant skills or coursework]. I am particularly drawn to [specific aspect of the company or job description] and am eager to apply my knowledge and enthusiasm to support [Company Name]’s goals.

I am highly motivated and detail-oriented, and I possess excellent communication skills. I am confident that my academic background and passion for [industry or field] make me a strong candidate for this position.

Thank you for considering my application. I look forward to the opportunity to discuss how my skills and experiences align with the needs of [Company Name].

Best regards,

[Your Name]

Subject: Job Application for [Job Title] Position at [Company Name]

Dear [Hiring Manager’s Name],

I am writing to apply for the [Job Title] position at [Company Name], as listed on [where you found the job posting]. With over [number of years] years of experience in [relevant industry or field], I am excited about the opportunity to bring my expertise to your esteemed organization.

In my current role at [Current Company], I have successfully [mention key achievements or responsibilities]. These experiences have equipped me with strong skills in [relevant skills or competencies], including [specific skills mentioned in the job description].

I am particularly drawn to [specific aspect of the company or job description], and I am confident that my background in [relevant experience or industry] aligns well with the needs of [Company Name].

Thank you for considering my application. I am eager to further discuss how my qualifications and experiences can contribute to the continued success of [Company Name].

Yours Sincerely,

Subject: Expressing Interest in [Job Title] Position at [Company Name]

I am writing to express my interest in the [Job Title] position at [Company Name], as posted on [where you found the job posting]. With [number of years] years of experience in [relevant industry or field], I am confident in my ability to contribute effectively to your team.

In my previous role at [Previous Company], I [briefly mention key responsibilities or achievements]. These experiences have honed my skills in [relevant skills or competencies], and I am eager to apply them to drive success at [Company Name].

I am particularly impressed by [specific aspect of the company or job description], and I am excited about the opportunity to collaborate with the talented team at [Company Name].

Thank you for considering my application. I look forward to the possibility of discussing how my background and expertise align with the needs of your organization.

Read More: Resume Headline For Freshers: 30+ Examples and Tips

Now that you’ve reached the end of this article, you understand that a well-written job application letter can significantly enhance your chances of securing an interview with your dream company in this challenging job market. Therefore, follow these tips, key components, and templates to draft a successful job application letter that impresses your hiring manager. With the right approach, you’ll be one step closer to your next career opportunity.

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• Company Names Tribunal decision: DCCManagement Limited
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Decision on DCCManagement Limited

Published 8 May 2024

© Crown copyright 2024

This publication is licensed under the terms of the Open Government Licence v3.0 except where otherwise stated. To view this licence, visit nationalarchives.gov.uk/doc/open-government-licence/version/3 or write to the Information Policy Team, The National Archives, Kew, London TW9 4DU, or email: [email protected] .

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Order under the Companies Act 2006

In the matter of application No. 4531

For a change of company name of registration No. 15140438

The company name DCCMANAGMENT LIMITED has been registered since 15 September 2023 under number 15140438.

By an application filed on 25 October 2023, DCC PLC applied for a change of name of this registration under the provisions of section 69(1) of the Companies Act 2006 (the Act).

A copy of this application was sent to the primary respondent’s registered office on 6 November 2023, in accordance with rule 3(2) of the Company Names Adjudicator Rules 2008. The copy of the application was sent by Royal Mail “Special Delivery” service and also by standard mail. It was returned “refused”. On 6 November 2023, the Tribunal wrote to Sascha Bresemann to inform them that the applicant had requested that they be joined to the proceedings. The letters sent to Sascha Bresemann were returned “refused”. No comments were received from Sascha Bresemann in relation to this request. On 14 December 2023, the parties were advised that no defence had been received to the application and so the adjudicator may treat the application as not being opposed. The parties were granted a period of 14 days to request a hearing in relation to this matter, if they so wished. The letter sent to the primary respondent by Royal Mail “Special Delivery” was returned “refused”. No request for a hearing was made.

It was subsequently noted that correspondence dated 14 December 2023 had not been issued to Sascha Bresemann, as such, on 14 March 2024, Sascha Bresemann was joined as a co-respondent and the parties were advised that no defence had been received to the application and so the adjudicator may treat the application as not being opposed. The parties were granted a period of 14 days to request a hearing in relation to this matter, if they so wished. No request for a hearing was made.

The primary respondent did not file a defence within the one month period specified by the adjudicator under rule 3(3). Rule 3(4) states:

The primary respondent, before the end of that period, shall file a counter-statement on the appropriate form, otherwise the adjudicator may treat it as not opposing the application and may make an order under section 73(1).

Under the provisions of this rule, the adjudicator may exercise discretion so as to treat the respondent as opposing the application. In this case I can see no reason to exercise such discretion and, therefore, decline to do so.

As the primary respondent has not responded to the allegations made, it is treated as not opposing the application. Therefore, in accordance with section 73(1) of the Act I make the following order: (a) DCCMANAGMENT LIMITED shall change its name within one month of the date of this order to one that is not an offending name; [footnote 1] (b) DCCMANAGMENT LIMITED and Sascha Bresemann each shall: (i) take such steps as are within their power to make, or facilitate the making, of that change; (ii) not cause or permit any steps to be taken calculated to result in another company being registered with a name that is an offending name.

In accordance with s.73(3) of the Act, this order may be enforced in the same way as an order of the High Court or, in Scotland, the Court of Session.

In any event, if no such change is made within one month of the date of this order, I will determine a new company name as per section 73(4) of the Act and will give notice of that change under section 73(5) of the Act.

All respondents, including individual co-respondents, have a legal duty under Section 73(1)(b)(ii) of the Companies Act 2006 not to cause or permit any steps to be taken calculated to result in another company being registered with an offending name; this includes the current company. Non-compliance may result in an action being brought for contempt of court and may result in a custodial sentence.

The applicant is requesting its costs. In its form CNA1, the applicant states that it sent a letter to the respondent providing notice but that the letter could not be delivered and was returned “gone away” prior to the filing of the CNA1. In the circumstances, an award of costs to the applicant is considered appropriate.

DCC PLC, having been successful, is entitled to a contribution towards its costs. I order DCCMANAGMENT LIMITED and Sascha Bresemann, being jointly and severally liable, to pay DCC PLC costs on the following basis:

Fee for application: £400 Statement of case: £400 Total: £800

This sum is to be paid within seven days of the expiry of the appeal period or within seven days of the final determination of this case if any appeal against this decision is unsuccessful.

Any notice of appeal against this decision to order a change of name must be given within one month of the date of this order. Appeal is to the High Court in England, Wales and Northern Ireland and to the Court of Session in Scotland.

The company adjudicator must be advised if an appeal is lodged, so that implementation of the order is suspended.

Dated 7 May 2024

Susan Eaves Company Names Adjudicator

An “offending name” means a name that, by reason of its similarity to the name associated with the applicant in which he claims goodwill, would be likely to be the subject of a direction under section 67 (power of Secretary of State to direct change of name), or to give rise to a further application under section 69.  ↩

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NATO Parliamentary Assembly

Nato pa research programme 2024-2025.

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The NATO Parliamentary Assembly (NATO PA) provides a critical forum for international parliamentary dialogue on an array of security, diplomatic, political, and economic matters. Its principal objective is to facilitate dialogue among Allied parliamentarians on the key shared challenges confronting North America and Europe. Through its reports, the seminars and delegation visit it organises, the Assembly also helps parliamentarians develop a better understanding of these challenges. Assembly discussions and debates help forge the democratic consensus that strengthens transatlantic solidarity. The Assembly’s Brussels-based International Secretariat is staffed by approximately 30 professionals from NATO member countries.

The NATO PA is currently seeking five (5) Researchers to support the policy team within the International Secretariat. This is a full-time on-site position based in Brussels, Belgium. Eligibility is restricted to citizens of NATO PA member states and partners. The application deadline is 12 May 2024 at midnight (CEST).

• Contribute, at the request and under the supervision of Committee Directors or Senior Management, to the research and writing necessary for the elaboration of Assembly reports;
• Produce other documents such as background information documents, speeches, and communication materials;
• Provide support during the parliamentary Sessions of the Assembly, including note taking and summary writing;
• Researchers may be asked to travel with the policy team on Committee visits and seminars to take notes, draft mission reports and contribute to communication activities;
• Occasionally complete administrative tasks and support various departments;
• Performing other duties as assigned.

Necessary Qualifications and Skills

• Master’s degree or PhD in Political Sciences, International Relations, Journalism or a related field;
• Professional work experience in policy research institutions and government or international organisations is an asset;
• Excellent written communication and drafting skills;
• Interest in conducting research on a wide range of topics;
• Good understanding of the NATO PA and NATO and their mandates;
• Good time management skills and flexibility;
• Ability to build and maintain effective working relationships with people of different national and cultural backgrounds;
• Professional fluency in English and/or French; knowledge of another language is an asset.
• Temporary employment contract for the duration of one year, with a possibility to renew this contract once by a year, with the agreement of both parties;
• The contract will commence in September. The exact dates of the contract vary each year based on the NATO PA’s calendar of activities;
• Monthly net salary of EUR 2,200;
• Basic health insurance policy for the duration of the employment;
• Possibility of working from home 2 days per week (from Belgium);
• Monthly internet allowance for working from home;
• Substantial reimbursement of commuting expenses;
• Reimbursement of travel costs to and from Brussels at the beginning and end of the contract are considered on a case-by-case basis, in compliance with the financial procedures of the Assembly.

More details about the employment conditions will be provided to selected candidates upon receipt of an official offer from the Director of the Research Programme.

Application Process

Materials required for applying:

• A curriculum vitae, clearly indicating nationality and language proficiency;
• A cover letter of up to 750 words, explaining areas of interest, preferences between the five Assembly Committees, and competence as well as availability;
• A writing sample of no more than five pages on a relevant topic (i.e., foreign policy, international relations, defence, and security, etc.). Excerpts of longer pieces are acceptable. Sources and/or citations may be included in addition to the 5-page sample;
• Two academic or professional references and their up-to-date contact details.

Submitting your application

• All applications must be submitted in either English or French;
• All application materials must be gathered and sent together as one single PDF document; – Applications must contain all the above required documents. Please do not include any other supplementary documents. Incomplete applications will automatically be discarded;
• If you have already applied for the position in the past, you are welcome to re-apply. To do so, you must re-submit all required application materials;
• Applications are accepted by email only. Cover letters may be addressed to the Director of the Research Programme;
• Applications should be sent to: [email protected].

Due to the large number of applicants, only candidates invited for the next stage of recruitment will be contacted. Please do not make additional inquiries by email or phone. The selection process can take up to eight weeks. Please note that we are unable to provide individual feedback to unsuccessful candidacies.

Associate Dean Remembered for Personal and Professional Impact at MSU and Beyond  

• Post published: May 3, 2024

The College of Arts & Letters is mourning the loss of Bill Hart-Davidson, Associate Dean of Research and Graduate Studies and Professor in the Department of Writing, Rhetoric, and Cultures (WRAC) . Hart-Davidson, who was beloved both personally and professionally across the College and Michigan State University, passed away suddenly on April 23, 2024. He was 53 years old.  

A renowned scholar, teacher, and administrator, Hart-Davidson has been described as visionary, generous, brilliant, innovative, empathetic, selfless, and a collaborative leader whose reach was expansive. This year was his 20 th year with the College of Arts & Letters and Michigan State University.

“Bill was a brilliant scholar, an imaginative administrator, and a beloved friend, father, and partner. To lose him at the height of his creativity and influence is devastating,” said Christopher P. Long, Dean of the College of Arts & Letters and the Honors College. “His generous spirit and the wisdom of his work will endure in the lives of all of us who had the privilege to know him.”  

Since 2017, Hart-Davidson had served as Associate Dean of Research and Graduate Studies where he oversaw all activities associated with research and graduate education in the College of Arts & Letters. In this role, he developed a strategy and support network for faculty that increased grant-funded research proposals and awards in the College.  

“When I first met Bill, he exuberantly told me that the Associate Dean job was what he had always wanted as he could share his vast strategic research and grant knowledge with students and colleagues to help them flourish,” said Sonja Fritzsche, Associate Dean of Undergraduate Studies and Administration and Professor of German Studies. “In the gift of the seven years that we worked together in the College, he touched thousands of lives here at MSU and across the country through his many 1-1 meetings, guest lectures, and instructional videos. It is now only in his profound absence that this enduring influence is truly felt. That he is missed does not begin to describe this loss.”  

Together with Dean Long and Associate Dean Fritzsche, Hart-Davidson helped develop and lead the Charting Pathways of Intellectual Leadership initiative in the College of Arts & Letters , an initiative that was first created to address the disconnect felt by faculty who found the traditional categories of research, teaching, and service pulled them away from a more holistic and meaningful approach to their work. The framework shifts the lens to the more inclusive categories of sharing knowledge, expanding opportunities, mentorship and stewardship designed to expand our understanding of what is valuable university work and empower staff and faculty to put their values into intentional practice.  

Hart-Davidson was an ongoing champion for graduate students, supporting their scholarship and research. Prior to his role as Associate Dean of Research and Graduate Studies, he served as Associate Dean for Graduate Education for the College for three and a half years and was the Associate Chair and Director of Graduate Studies for WRAC and helped build the WRAC graduate program, which he led for years.     “Bill was an amazing, incredible person,” said Dànielle DeVoss, Chairperson of WRAC. “He worked tirelessly and usually behind the scenes to build community, to ensure resources were available to grad students, to champion people as whole people, to recognize all staff and faculty in their roles in supporting student success, to shine the spotlight on faculty research and creative activities, and so much more.”  

Hart-Davidson was a co-founder and Senior Researcher in the Writing, Information, and Digital Experience (WIDE) Research Center connected with WRAC and Digital Humanities at MSU. Some of his teaching and research areas included writing and technology, human-computer interactions, and user experience design. He also helped launch the Experience Architecture major in 2015, which is shared between the Department of Art, Art History, and Design and WRAC.  

More recently, Hart-Davidson’s research explored the challenges and opportunities with generative artificial intelligence models and the impact on language and writing. He shared this work in a 2023 Ask the Expert article and video and in many presentations at MSU and other universities nationwide. Just last month, he delivered the in-person keynote address at the Global Digital Humanities Symposium at MSU in which he discussed generative AI and the near future of writing technologies.   

Hart-Davidson was a co-investigator on a $3.75 million National Institutes of Health grant studying ways to help decrease cardiovascular disease risk for minority and low-income populations with diabetes by improving patient interaction and communication. He also was a co-investigator on a $48,000 Council of Graduate Schools and the Andrew W. Mellon Foundation Award in 2021 to pilot a program customizing learning experiences and career pathways for doctoral students in the humanities.  

Hart-Davidson co-founded Eli Review in 2007 with colleagues Jeff Grabill and Mike McLeod when they were faculty members in the then Department of Writing, Rhetoric, and American Cultures. This online peer review platform is dedicated to helping writers in any discipline become better writers through a write, review, and revise process. Initially used at MSU, Eli Review’s three founders worked with Spartan Innovations, the MSU Research Foundation’s venture creation entity, to set up Eli’s parent company Drawbridge in 2012 to make the software commercially available and to expand its learning and research tools. Eli Review is now used worldwide by tens of thousands of students and teachers every day to promote critical thinking and better writing.      Hart-Davidson also was part of the research team that developed the Faciloscope app, which provides rapid, real-time analysis of online conversations as they develop, giving moderators the tools they need to keep conversations moving along in a productive way or the insight to know when a conversation is not worth continuing.    

Hart-Davidson co-edited two books, Rhet Ops: Rhetoric and Information Warfare (2023) and Rhetoric and the Digital Humanities (2015), with co-editor Jim Ridolfo. He also published over 100 articles and books chapters that have been cited over 1,700 times.    

In recognition of his comprehensive and sustained record of scholarly excellence in research, instruction, and outreach, Hart-Davidson was awarded in 2023 the William J. Beal Outstanding Faculty Award , one of MSU’s highest honors. He also was named a Fellow of the Association of Teachers of Technical Writing in 2016 for his career contributions and leadership in technical communication.    

“A transformative leader in the field of Rhetoric and Writing, a gifted researcher, an inventor and innovator, Bill saw potential in each person,” said Mary Beth Heeder, Sr. Consultant and Project Manager and Co-Coordinator of the Arts and Humanities Health and Wellbeing Minor that’s currently in development. “He saw possibility and made Michigan State University and our world a better place.”  

Hart-Davidson’s influence can be seen in the many students and colleagues he mentored who share stories of his kindness, support, and encouragement.  

“What Bill taught me was the ways your relationships and networks with people and institutions can really make a difference in the day-to-day lives of people,” said Kristin Arola, Associate Professor in WRAC, Gillmor Endowed Professor in Professional and Public Writing, and Director of the American Indian and Indigenous Studies program. “He was a mentor to so many people because he just was so present and open and excited for whatever you were into. And his answer was never ‘no’ to anything, it was ‘let’s talk about how we could do that,’ which I think was a beautiful thing about him.”    

Hart-Davidson earned his Ph.D. in Rhetoric and Composition from Purdue University. He also received an M.A. in Writing and Rhetoric and a B.S. in Education, both from Bowling Green State University. In addition to his academic accolades, he was an avid runner, cyclist, and musician who played bass in the local Blue Jazz Working Group band.  

The College of Arts & Letters wishes to express its heartfelt condolences to Hart-Davidson’s wife, Leslie, and daughter, Lilian. Hart-Davidson’s obituary can be viewed on the Watkins Brothers Funeral Homes website .  

Memorial Tributes

In honor of Hart-Davidson, an “Ohio Buckeye” tree will be planted at the MSU Sacred Space, west of Linton Hall. Hart-Davidson cherished his Ohio family roots. This living memorial will stand as a lasting homage to his legacy and his profound love for Michigan State University. A tree planting and dedication ceremony is scheduled for Friday, May 3, from 10:30 to 11 a.m.

A Celebration of Life also is planned for Friday, May 3, from 5 to 7 p.m. at the Broad Art Museum. The service will be officiated by Professor Kirk Domer and there will be time for guests to share their memories of Hart-Davidson. Following the Celebration of Life Service, a reception, with food and refreshments, is planned for 7 to 9:30 p.m. at the Horticultural Gardens of MSU (1066 Bogue Street, East Lansing).    

Also, in honor of Hart-Davidson, the William Hart-Davidson Endowed Scholarship has been established, which will further cement his enduring impact on the academic community. Contributions to this scholarship can be made by visiting the Online Giving page for the William Hart-Davidson Endowed Scholarship .

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