How to Respond graciously to a Job Rejection Email (with Examples)

Receiving a rejection email from a job can be disappointing, especially if this is not the first rejection letter you’ve received.

In fact, on average, only 1 in 40 job applicant will be given an job offer letter.

  • 1 in 10 applicants will be given an opportunity to come for an interview.
  • 1 in 4 of applicants whom are interviewed will be given a job offer.

While you may want to ignore the rejection letter and pretend it never happened, or even feel like crying after job rejection because you’ve put in so much effort and got rejected for a job you was perfect for.

Follow-up and respond to the job rejection email professionally is a courteous approach that will serve you well in your career.

Why you should reply back to a job rejection email?

While it’s not required for you to reply to a job rejection email, you should absolutely do so. Responding graciously to a job rejection will help you make a good impression with the company, and it is a common courtesy. In additional, you can turn the experience into a career development opportunity.

Most employers don’t even bother to tell the applicants that their job application has been rejected.

It is due to the courtesy of the employer, that they sent the job applicant a rejection email to notify the applicant of their application status.

Common reasons why you should respond to a job rejection email.

  • Show professionalism. Even when you are rejected from the job, reaching out to your hiring manager to thank them for their time can show that you are professional and courteous.
  • Future opportunities. Even if you didn’t get this job today, getting rejected of the current application can help you open a door for future opportunity. The recruiter may remember how professional and impressive you were during the interview and save your resume for any future career opportunities.
  • Gain feedbacks. Gaining insight on why you are not selected for the job will help you to learn what you have done right, and what you can improve. Feedbacks can help you become more successful in your next job application.

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How do you respond to a rejection email?

When responding to a job rejection email, you can think of your interview or application as a networking opportunity.

Your response to a job rejection email can be less formal than your job application, but it should be professionally written, free from typo and grammatical errors.

Here are the 5 steps to craft a graceful respond to rejection email.

1. Job rejection email response subject line

When responding to a job rejection email, you may want your subject line to be clear and easily searchable for your hiring manager.

You should include the following information at your subject line.

  • Your name
  • Job title you’ve applied for
  • Reference code that the company used for your job application if available

3 types of template of a good email response subject line are:

  • Subject Line: Applicant: [Your Name] – [Job title you’ve applied for] – [Reference code]
  • Subject Line: Regarding [Job title you’ve applied for] – [Your Name]
  • Subject Line: RE: [Original subject line of the rejection email]

Example of a good email response subject line are:

  • Subject Line: Applicant: John Smith – Account Manager – REF123456
  • Subject Line: Regarding Sales Manager Position at ABC Company – Mary Jane
  • Subject Line: RE: Application for Mechanical Engineer – REF123456

Subject line should be short and tells the reader the whole story.

If your subject line is too long and hard to understand, the reader will probably delete your email without even opening it to read its content.

2. Thank your interviewers

Saying thank you after being rejected for the position you’ve put in a lot of effort requires a lot of courage. You can state the following points in your response.

  • Show appreciation to your hiring manager or HR for letting you know their response.
  • Thank them for their time and consideration for the role.
  • Genuinely feel appreciated for the opportunity to learn about the company and the chances to meet the people who worked there.

Showing gratitude is a great way to start your email, so you may want to mention these early in your email.

Keep the response short and keep it to one to two sentences.

3. Briefly mention your disappointment

Being disappointed is alright, and you can briefly mention your disappointment for not getting the job offer.

Don’t be angry over the job rejection, but use this opportunity to tell the hiring managers you are interested in the role and like the company.

Keep this section brief and short with one or two sentences.

Most importantly, maintain a positive tone throughout the email.

4. Show interest for future opportunities

Let the hiring manager knows that you are interested to be considered for any future career opportunities in the company.

This will remind them to keep your resume for future reference when a position which aligns to your skills and experience is available.

Keep your tone upbeat and hopeful. This is probably one of the most important part of the email.

5. Request for feedbacks

Response to a job rejection email is the best opportunity for you to get professional opinion about your interview skills, and what can you do to perform better.

This request should not come across as a demand or questioning their hiring decision.

Decision for rejecting an applicant can be due to many factors.

Here are a few common reasons why a job applicant is rejected.

Job rejection reason for job applicants before interview

  • Incomplete or sloppy application
  • Wrong skill set
  • Irresponsive
  • No reference
  • Weak recommendations
  • Unrealistic salary expectations

Job rejection reason for job applicants after interview

  • Wrong skill set
  • Unsuitable personality
  • Bad fit to the team
  • Late for interview
  • Sloppy attire and general appearance
  • Lack of passion
  • Co-workers don’t feel comfortable

Email response to job rejection example

Here we will show you an email template and a few sample email response you can use if you’ve received a job rejection email. You can include some specific details so that your reply do not seem to be generic.

Respond to a job rejection Email Template

Subject: [Your Name] – [Position you apply] – [Reference No. of any]

Dear [Hiring Manager or HR],

Thank you for informing me of your decision in such a timely manner. I appreciate the opportunity to interview with you for the [Position you apply] at [Company you apply]. I enjoyed the environment and culture of the company.

While I must admit that I was disappointed to receive your email stating that my application have been rejected, I hope that you’ll keep me informed for any future opportunities that suit my profile.

If you are willing, I’ll like to have some feedback on my resume and interview.

Thanks again and I wish you and [The Company] the best.

Sincerely,

[Your Name]

[Your Email]

[Your Contact Number]

Example 1: Thank you email after job rejection

Subject: John Smith – Sales Manager Position

Dear Mr. Johnson,

Thank you for informing me of your decision in such a timely manner. I appreciate the opportunity to interview with you for the Sales Manager position at ABC Company. I enjoyed the environment and culture of the company.

While I must admit that I was disappointed to receive your email stating that my application have been rejected, I hope that you’ll keep me informed for any future opportunities that suit my profile.

If you are willing, I’ll like to have some feedback on my resume and interview.

Thanks again and I wish you and ABC Company the best.

Sincerely,

John Smith

JohnSmith@email.com

+1 202-123-4567

Example 2: Reconsideration letter after job rejection

Subject: John Smith – Marketing Specialist Position

Dear Mr. Johnson,

Thank you for considering me for the marketing specialist position. I really appreciate the time you’ve spent with me discussing on the job and ABC company.

Although I am not selected for this job role now. I greatly appreciate your reconsideration of my application for this position. I know I will be an asset to the team, and I know it will be an honor to work with such a talented group of individuals.

Nonetheless, if this role has been filled, I thank you for your time.

Additional, I was hoping if you can give me some feedback about my application process. Any input will be helpful to help me grow in my career.

Thanks you and hope to hear from you soon.

Best Regards,

John Smith

JohnSmith@email.com

+1 202-123-4567

Example 3: Respond to a rejection without interview

Subject: John Smith – Business Analyst Position

Dear Mr. Johnson,

Thank you for getting back to me about your hiring decision. Although I am not able to move forward to the interview process, I truly appreciate for being considered for the position at ABC Company.

I admired the mission of ABC company and would be proud to become a part of the ABC company’s business development team.

If there is another position in the organization that will be a better fit for my skills and experience, I will be open to discuss any possibilities that arise.

Finally, if you have a moment to spare I would love to hear your feedback on my job application, but please do not feel obligated to answer this question. If there was something you noticed and it will help me in my future job search, I would be grateful.

Thanks again and keep in touch.

Kind Regards,

John Smith

JohnSmith@email.com

+1 202-123-4567

Question?

How many job application do you sent before you are invited for an interview?

Opportunities don't happen, you create them. - Chris Grosser

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