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How to Send a Rejection Letter After an Interview (+ Templates)

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Ever wondered how to gracefully handle rejecting a candidate after an interview? It's a tricky part of the hiring process, but it's essential to ensure that candidates feel respected and valued, even if they're not the right fit for the role. In this guide, we'll explore step-by-step how to navigate this challenging task with professionalism, empathy, and integrity. From preparing for rejection to crafting a thoughtful message and delivering it with care, we'll cover everything you need to know to ensure a positive experience for both you and the candidate.

Importance of Handling Rejections Professionally

Handling rejections professionally is not just a matter of courtesy; it's an essential aspect of maintaining a positive employer brand and fostering positive relationships with candidates. Here's why it's crucial to handle rejections with care:

• Protecting Your Employer Brand : How you treat candidates throughout the hiring process, including during rejections, directly impacts your employer brand. A positive candidate experience, even in rejection, can enhance your reputation as an employer of choice. Conversely, negative experiences can damage your brand and deter future candidates from applying.
• Respecting Candidates' Dignity : Rejection is a natural part of the job search process, but it can still be a challenging and emotional experience for candidates. Handling rejections professionally demonstrates respect for candidates' dignity and acknowledges the effort they invested in applying and interviewing for the position.
• Building Relationships for the Future : Candidates who receive respectful and transparent rejections are more likely to maintain a positive perception of your organization, even if they were not selected for the position. This can lead to future opportunities for engagement, such as referrals or reapplications, and helps to build a pipeline of talent for future roles.
• Legal Compliance and Risk Mitigation : Treating candidates fairly and consistently throughout the hiring process is not just good practice; it's also legally required. Discriminatory or unfair rejection practices can expose your organization to legal risks and damage your reputation. Handling rejections professionally helps to ensure compliance with relevant laws and regulations.

Benefits of Providing Constructive Feedback

While providing constructive feedback to candidates is optional, it offers several benefits for both candidates and employers:

• Candidate Development : Constructive feedback provides candidates with valuable insights into their strengths and areas for improvement. This feedback can help candidates refine their skills, enhance their qualifications, and become more competitive in future job searches.
• Positive Candidate Experience : Offering feedback demonstrates that your organization values candidates' professional growth and development, even if they were not selected for the position. This can leave a positive impression on candidates and enhance their overall experience with your organization.
• Enhanced Employer Brand : Organizations that provide constructive feedback are perceived as transparent, supportive, and invested in the success of their candidates. This can enhance your employer brand and attract top talent who value professional development opportunities.
• Increased Candidate Engagement : Candidates who receive feedback are more likely to engage with your organization in the future, whether through referrals, reapplications, or networking opportunities. This ongoing engagement helps to build a strong talent pipeline and fosters long-term relationships with candidates.
• Internal Learning and Improvement : Providing feedback can also benefit your organization internally by highlighting areas for improvement in your hiring process. By identifying common themes or trends in candidate feedback, you can make informed decisions to optimize your recruitment strategies and enhance the candidate experience.

Overall, providing constructive feedback benefits both candidates and employers by fostering professional development, enhancing the candidate experience, and strengthening your employer brand. While it requires time and effort, the long-term rewards are well worth the investment.

How to Prepare Rejection Letter After Interview?

Before delivering the news of rejection to a candidate, it's essential to ensure that you're fully prepared. This involves not only understanding the legal implications and compliance requirements but also crafting appropriate communication materials and considering the timing and channels of communication.

Understanding Legal Implications and Compliance

When rejecting a candidate, it's crucial to comply with relevant employment laws and regulations to avoid potential legal issues. Discrimination based on protected characteristics such as race, gender, religion, or age is prohibited by law. Therefore, rejection decisions must be based on legitimate job-related factors, such as qualifications, skills, and experience.

Additionally, some jurisdictions require employers to provide reasons for rejection upon request. Familiarize yourself with the specific legal requirements in your area to ensure compliance throughout the rejection process. By understanding these legal implications, you can mitigate the risk of legal disputes and uphold fair hiring practices.

Crafting Rejection Templates or Scripts

Crafting rejection templates or scripts can streamline the rejection process and ensure consistency in communication across all candidates. These templates should be empathetic yet clear, conveying the decision to the candidate while maintaining professionalism and respect.

When crafting rejection templates, consider including elements such as:

• A personalized greeting addressing the candidate by name.
• Expressions of appreciation for the candidate's interest in the position.
• Clear and concise reasons for the rejection, focusing on job-related factors.
• Optional feedback on areas for improvement, presented constructively.
• Closing remarks wishing the candidate success in their future endeavors.

By preparing these templates in advance, you can save time and ensure that rejection messages are delivered promptly and effectively.

Considering Timing and Communication Channels

Timing plays a crucial role in the rejection process. It's essential to deliver the news of rejection as soon as a decision has been made, allowing candidates to move forward with their job search without unnecessary delay. Delaying the rejection unnecessarily can cause frustration and uncertainty for candidates.

When deciding on the communication channel, consider factors such as the candidate's preferences, the complexity of the message, and the nature of your relationship with the candidate. Email is often the preferred method for delivering rejection messages due to its asynchronous nature, allowing candidates time to process the news privately. However, for candidates who have reached advanced stages of the hiring process or have established a rapport with the hiring team, a phone call or in-person meeting may be more appropriate.

By carefully considering the timing and communication channels, you can ensure that rejection messages are delivered respectfully and efficiently, preserving the candidate's dignity and maintaining a positive employer brand.

How to Write a Rejection Email After Interview?

Crafting a rejection message requires finesse and empathy to ensure that the candidate feels respected and valued despite the outcome. Each element of the message, from the opening to the closing, plays a crucial role in shaping the candidate's perception of your organization.

1. Open with Gratitude and Appreciation

The opening of the rejection message sets the tone for the entire communication. Start by expressing genuine gratitude and appreciation for the candidate's interest in the position and the time they invested in the interview process. Acknowledge the effort they put into their application and any specific contributions they made during the interview.

A sincere expression of gratitude can help soften the impact of the rejection and demonstrate your organization's commitment to treating candidates with respect and appreciation, regardless of the outcome.

2. Provide Clear and Concise Reasons for Rejection

Transparency is key when providing reasons for rejection. Be clear and concise in explaining why the candidate was not selected for the position, focusing on specific job-related factors such as qualifications, skills, and experience. Avoid vague or generic statements that may leave the candidate confused or frustrated.

When articulating the reasons for rejection, it's important to strike a balance between honesty and diplomacy. While you want to provide meaningful feedback, be mindful of how your words may be perceived and strive to deliver the message in a constructive and professional manner.

3. Offer Constructive Feedback (Optional but Recommended)

While not always required, offering constructive feedback can be immensely valuable to candidates seeking to improve their skills and performance. If you choose to provide feedback, focus on specific areas where the candidate excelled and areas for potential growth or development.

Frame your feedback in a positive and supportive manner, highlighting opportunities for improvement rather than dwelling on shortcomings. Offer actionable suggestions or resources that the candidate can leverage to enhance their skills and qualifications for future opportunities.

4. Maintain a Respectful and Empathetic Tone

Throughout the rejection message, it's essential to maintain a respectful and empathetic tone that acknowledges the candidate's feelings and demonstrates empathy for their situation. Acknowledge the disappointment they may be experiencing and assure them that their candidacy was carefully considered.

Avoid using language that may come across as dismissive or insensitive. Instead, convey your message with sincerity and compassion, recognizing the candidate's efforts and expressing confidence in their potential for success in the future.

By crafting a rejection message that opens with gratitude, provides clear reasons for rejection, offers constructive feedback (if appropriate), and maintains a respectful and empathetic tone, you can ensure that candidates feel valued and respected, even in the face of disappointment.

Rejection Email After Interview

Crafting a rejection email after an interview is a delicate task that requires empathy, clarity, and professionalism. This communication serves as the official notification to the candidate that they have not been selected for the position. Here's how to write a thoughtful rejection email that leaves a positive impression, even in disappointment:

1. Subject Line:

The subject line of your rejection email should be clear and concise, indicating the purpose of the email while maintaining professionalism. Examples include:

• "Application Status Update: [Position Title]"
• "Thank You for Interviewing: [Position Title]"

2. Greeting:

Address the candidate by name in the greeting to personalize the message and establish a respectful tone. Examples include:

• "Dear [Candidate's Name],"
• "Hello [Candidate's Name],"

3. Opening Paragraph:

Start the rejection email by expressing gratitude for the candidate's interest in the position and their time spent interviewing. Acknowledge the effort they put into their application and any contributions they made during the interview process. Examples include:

• "Thank you for taking the time to interview for the [Position Title] role at [Company Name]. We appreciate your interest in joining our team."
• "We wanted to extend our sincere thanks for your recent interview for the [Position Title] position. We value the time and effort you dedicated to the process."

4. Rejection Announcement:

Clearly communicate the decision to not move forward with the candidate, providing a brief and neutral explanation for the decision. Focus on job-related factors and avoid personal criticisms. Examples include:

• "After careful consideration, we regret to inform you that we have chosen to pursue other candidates whose skills and experience more closely align with the requirements of the role."
• "While we were impressed with your qualifications and experience, we have ultimately decided to move forward with another candidate whose background better fits the needs of the position."

5. Optional Feedback:

Offering constructive feedback is optional but can be highly appreciated by candidates seeking to improve. If you choose to provide feedback, be specific, constructive, and tactful in your delivery. Examples include:

• "While your experience in [specific area] was impressive, we felt that another candidate's expertise better matched the requirements of the role."
• "We encourage you to continue developing your skills in [specific area], as we believe it will enhance your future opportunities."

6. Closing Remarks:

End the rejection email on a positive note, expressing well wishes for the candidate's future endeavors and thanking them again for their time and interest. Examples include:

• "We wish you the best of luck in your job search and future endeavors. Thank you again for considering [Company Name]."
• "Please know that we genuinely appreciate your interest in [Company Name]. We wish you continued success in your career journey."

7. Signature:

Sign off the email with your name and title to provide a personal touch and authenticate the message. Examples include:

• "Best regards,[Your Name][Your Title]"
• "Warm regards,[Your Name][Your Title]"

By following these guidelines and tailoring the content to the specific circumstances of the candidate and position, you can craft a rejection email that conveys professionalism, empathy, and respect, leaving a positive impression on the candidate despite the disappointing news.

Rejection Email After Interview Examples

Crafting a rejection email after an interview is a delicate task that requires empathy, clarity, and professionalism. Providing examples can help illustrate different approaches and styles for delivering the message. Here are several examples of rejection emails after an interview, each tailored to convey professionalism and respect while delivering the disappointing news:

Example 1: Simple and Direct

Subject Line: Application Status Update: [Position Title]

Dear [Candidate's Name],

Thank you for taking the time to interview for the [Position Title] role at [Company Name]. We appreciate your interest in joining our team.

After careful consideration, we regret to inform you that we have chosen to pursue other candidates whose skills and experience more closely align with the requirements of the role.

We wish you the best of luck in your job search and future endeavors. Thank you again for considering [Company Name].

Best regards,[Your Name][Your Title]

Example 2: Appreciative and Encouraging

Subject Line: Thank You for Interviewing: [Position Title]

Hello [Candidate's Name],

We wanted to extend our sincere thanks for your recent interview for the [Position Title] position. We value the time and effort you dedicated to the process.

While we were impressed with your qualifications and experience, we have ultimately decided to move forward with another candidate whose background better fits the needs of the position.

Please know that we genuinely appreciate your interest in [Company Name]. We wish you continued success in your career journey.

Warm regards,

[Your Name]

[Your Title]

Example 3: Offering Feedback

Subject Line: Update on Your Application for [Position Title]

Thank you for your interest in the [Position Title] role at [Company Name] and for taking the time to interview with us.

After careful consideration, we have decided to pursue other candidates for this position. While your experience and skills are impressive, we ultimately selected a candidate whose background closely matches the requirements of the role.

We encourage you to continue developing your skills in [specific area], as we believe it will enhance your future opportunities. We wish you the best of luck in your job search and future endeavors.

Example 4: Personalized and Detailed

Subject Line: Decision Regarding Your Application for [Position Title]

I hope this email finds you well. I wanted to personally thank you for your interest in the [Position Title] position at [Company Name] and for the insightful conversation we had during your interview.

After careful consideration and evaluation of all candidates, we have chosen to move forward with another candidate whose background closely aligns with the specific needs of the role. While this decision was difficult, please know that your candidacy was given thoughtful consideration.

I want to express my appreciation for your professionalism and the valuable contributions you made during the interview process. Your [specific skills or experiences] were particularly noteworthy and made a positive impression on our team.

Although we will not be moving forward with your application at this time, I encourage you to keep in touch and consider applying for future opportunities at [Company Name]. We are always on the lookout for talented individuals like yourself.

Thank you again for your interest in [Company Name]. I wish you continued success in your career endeavors and hope our paths may cross again in the future.

By providing multiple examples, you can tailor the rejection email to fit the specific circumstances and tone you wish to convey, ensuring that the message is delivered with professionalism, empathy, and respect, regardless of the outcome.

How to Deliver the Rejection Letter?

Now that you've crafted a thoughtful rejection message, it's time to deliver it to the candidate. How you deliver the rejection can greatly impact the candidate's experience and perception of your organization. Let's explore the key aspects of delivering the rejection with professionalism and empathy.

1. Choose the Appropriate Communication Method

Selecting the right communication method is essential to ensure that the rejection message is delivered effectively and respectfully. Consider the following communication channels:

• Email : Email is often the preferred method for delivering rejection messages due to its asynchronous nature, allowing candidates time to process the news privately. It also provides a written record of the communication for both parties.
• Phone Call : A phone call can offer a more personal touch, allowing you to convey empathy and answer any immediate questions the candidate may have. However, it requires more time and resources and may not be feasible for all candidates.
• In-Person Meeting : For candidates who have reached advanced stages of the hiring process or have established a rapport with the hiring team, an in-person meeting can provide a more personal and respectful experience. However, this option may not always be practical, especially for remote candidates.

Consider the candidate's preferences and the nature of your relationship with them when deciding on the most appropriate communication method.

2. Personalize the Message for Each Candidate

Whenever possible, personalize the rejection message to address specific points discussed during the interview or highlight the candidate's strengths. This demonstrates that their application was considered thoughtfully and helps to humanize the rejection process.

• Reference specific aspects of the candidate's experience or qualifications that were impressive.
• Express appreciation for any unique contributions or insights they brought to the interview.
• Acknowledge any challenges or concerns raised by the candidate and express empathy.

Personalizing the message shows that you value the candidate as an individual and reinforces your organization's commitment to treating candidates with respect and dignity.

3. Ensure Confidentiality and Professionalism

Maintaining confidentiality throughout the rejection process is essential to protect the candidate's privacy and uphold your organization's reputation for professionalism. Here are some tips to ensure confidentiality:

• Limit Access : Restrict access to candidate information to only those involved in the hiring process to prevent unauthorized disclosure.
• Secure Communication : Ensure that rejection messages are sent securely to prevent interception or accidental disclosure of sensitive information.
• Respect Privacy : Refrain from sharing details of the candidate's application or interview performance with third parties without their consent.

By prioritizing confidentiality and professionalism throughout the rejection process, you can demonstrate your organization's commitment to ethical conduct and respect for candidates' privacy.

How to Handle Follow-Up Questions?

Once you've delivered the rejection message, it's common for candidates to have follow-up questions or seek further clarification. Being prepared to handle these inquiries with patience and professionalism is essential to maintaining a positive candidate experience. Here are some tips for effectively handling follow-up questions:

• Prompt Response : Aim to respond to follow-up questions promptly, ideally within one to two business days. Delaying responses can cause unnecessary anxiety and frustration for candidates.
• Active Listening : Listen carefully to the candidate's questions and concerns, demonstrating empathy and understanding. Acknowledge their feelings and validate their perspective, even if you ultimately cannot change the decision.
• Provide Clear Answers : Be transparent and straightforward in your responses, providing clear answers to the candidate's questions. If you're unable to disclose certain information due to confidentiality or legal reasons, explain this to the candidate in a respectful manner.
• Offer Additional Assistance : If the candidate requests further assistance or resources, such as feedback on their interview performance or information about other job opportunities, be willing to provide support where possible. This can help mitigate any lingering disappointment and maintain a positive relationship with the candidate.
• Redirect if Necessary : If a candidate continues to dwell on the rejection or becomes hostile or aggressive, calmly redirect the conversation back to constructive dialogue. Remind the candidate of the reasons for the decision and offer to provide further assistance if needed.
• Maintain Professionalism : Regardless of the candidate's reaction, maintain a professional and courteous demeanor throughout the interaction. Avoid engaging in arguments or defensive behavior, and always communicate with respect and empathy.

By effectively handling follow-up questions with promptness, active listening, clear answers, and professionalism, you can help candidates navigate the rejection process with dignity and respect, ultimately preserving your organization's reputation and employer brand.

Remember that rejecting a candidate after an interview isn't just about closing a chapter—it's about leaving a lasting impression. By handling rejections professionally and empathetically, you not only preserve your organization's reputation but also uphold the dignity of every candidate who walks through your door. So, whether it's offering constructive feedback or delivering the news with grace, each interaction shapes your employer brand and fosters trust in your organization. Keep shining bright in your hiring journey, knowing that every rejection is an opportunity to showcase your values and commitment to treating everyone with respect.

In the world of recruitment, every rejection is a chance to sow seeds of positivity. By prioritizing professionalism, empathy, and clear communication, you not only soften the blow of rejection but also plant the seeds of goodwill for future engagements. So, as you bid farewell to candidates who weren't the perfect fit, remember that your actions today can influence your organization's success tomorrow. Keep spreading kindness and sincerity in your hiring endeavors, knowing that the way you handle rejections speaks volumes about your character and values.

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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.

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How to Write an Employee Write-Up Form (With Template)

How to write a job offer letter (template & examples), how to create an employee schedule (with templates), how to write a reference letter (template & examples), what is holiday pay everything you need to know, how to conduct a reference check (with questions), what is staff augmentation everything you need to know.

• Human Resources

Rejection Letter

A job rejection letter informs employees that they have not been chosen for a job. Rejection letters give them this information formally and respectfully so that they can continue their job search. They are also known as employment rejection letters or candidate rejection letters.

Make a good impression on the candidates you decline by sending them a rejection letter promptly. We’ve got templates below that will make it super fast and easy.

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Job Rejection Letter Template Download:

Download this job rejection letter template in Word, and customize for your own needs quickly.

Job Rejection Letter Sample:

Dear [name] ,

Thank you for taking the time to apply to [position they applied for] . We really appreciate the effort you put into this. We received and have reviewed [a specific number, or “a large number”] of applications.

After reviewing them thoroughly, we felt that other applicants were better suited for [position they applied for] . At this time, we are declining to move forward with your application.

Best of luck with your job search.

[Company/Organization Name]

The letters above are meant to be catch-all ones that can apply to any business and their style of declining employees. You'll notice that we don't say why the candidate was declined.

Instead, we often like to add the following paragraph to our letters as a way of leaving applicants with a more positive attitude toward our brand:

After reviewing them thoroughly, we settled on [name of selected candidate] for the role. [He/she] was ultimately chosen because [list at least 3 reasons the person was chosen] .

This way you're not focusing on the negative traits of the applicant, but still giving them a reason for your choice.

How to Write a Job Rejection Letter:

Follow our step by step guide to writing a polite, simple rejection letter.

Compose your first paragraph.

Thank the candidate for applying..

Start off your letter by thanking the candidate for applying to your company. Mention the job title that they applied for to make it clear what the letter is about.

• Give them the number of applications you received.

You can mention the specific number of applications you reviewed, or simply state that you reviewed "a large number of candidates."

Move on to the main purpose of your letter.

Tell the candidate that they were not sucessful..

State clearly that you are "declining to move forward with their application." Use the word "declined" rather than "rejected," which can be taken in a negative light.

• Consider giving reasons you choose the final candidate.

Providing the candidate with reasons why someone was chosen over them can give the candidate a positive impression of your company while subtly letting them know what they could improve upon in their experience or skills. Avoid directly giving reasons why a candidate was declined.

After receiving a rejection letter, a candidate may contact you to ask what they could work on for their next interview. In this case, provide the candidate with some helpful tips for improving their interview process and for building up their skills and experience.

Close your letter.

• Wish them luck on their search.

Leave the candidate with a positive experience by wishing them luck on the rest of their job search.

Job Rejection Email Template Download:

Download this rejection email template in Word, and customize for your own needs quickly.

Job Rejection Email Sample:

Subject line: Your Job Application to [Company/Organization Name]

Thank you for your application to [position they applied for] . Your time and effort are much appreciated.

We have received [a specific number, or “a large number”] of applications in response to this position. After a thorough review of all applicants, we regret to inform you that we will not be moving forward with your application. While we were impressed with your ["skills," "qualifications," "accomplishments"] , we felt that other applicants were better suited for [the position they applied for] .

We thank you for considering us a potential employer and wish you success in your job search.

What do you write in a rejection letter?

• Address candidate by full name.
• Thank candidate for the job application.
• List the number of applications you received.
• State clearly that you will not be hiring the candidate.
• Wish them luck on their job search.

How do you politely reject a candidate?

It's best to be concise and appreciative of their application. Be sure to thank the candidate for their application and consider giving reasons as to why you chose the final candidate. Avoid long explanations and giving reasons for why a candidate was declined. In addition, choose your words wisely. Even though you want to be clear, avoid using words such as 'rejected'.

How do you sign off a rejection letter?

Your tone should be courteous so that the candidate remembers your company for it's prompt and polite reputation. In addition, make sure you're prompt and thankful for their efforts. Sign off with your company's name and letterhead.

What do you write in a rejection letter after an interview?

• Thank candidates for applying.
• State clearly that you are "declining to move forward with their application."
• Avoid giving reasons why a candidate was declined.
• Use the word "declined" rather than "rejected."

How do you write a good rejection email?

Have a look at our rejection email example . Keep it simple. Start by thanking the candidate for applying, then let them know their application has been unsuccessful. End off by wishing them luck with future applications.

What do you put in the subject line of a rejection email?

Your subject line should be the candidate's name, the title of the position, and the company name.

What is a rejection letter?

A formal letter sent by a business or organization stating that someone has not been chosen for a job or course of study.

How do you reject an internal candidate?

• Do it in person, not over email.
• Be clear about your reasons.
• Ask about their professional goals.
• Find alternative opportunities for growth in the company.
• Check-in with them after a few days to show that you care.

Where can I find more letters for HR?

• Layoff letter .
• Job Offer Letter .
• Employment Verification Letter .
• Letter of Recommendation .
• Employee Termination Letter .
• New Employee Welcome Letter .
• Thank You Letter to Employees .
• Letters of Appreciation to Employees .

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How to ask for a letter of recommendation, how to train new employees, temporary layoff letter, resignation letter, two weeks' notice letter.

How to Write Professional Yet Kind Rejection Letters [4 Templates]

Published: April 28, 2022

It's never easy notifying someone that they didn’t get the job.

This often leads to generic emails, or worse, complete silence – that’s where a rejection letter template can come in handy.

While it’s never fun to do it, there are kind yet professional ways to reject an applicant that preserve your employer brand .

How to Write a Rejection Letter

You might not think twice about a rejection letter once you send it. But the truth is, your rejection letter is a reflection of your company. If it’s poorly written, that leaves a negative impression of your company that could easily spread to other candidates.

This is why writing a thoughtful rejection letter is key. It allows you to maintain a good relationship with the applicant, even if they were not a good fit for a particular role. Who knows, you may want to circle back to them if another position opens up.

When that comes up, you want a candidate to be excited about the prospect of working with you – and how you communicate plays a pivotal role in this.

It's critical you remain positive with your language and focus on language from the job description itself.

In addition, keep in mind that a rejection letter is a fantastic opportunity for the candidate to receive positive feedback and learn how to do better in the future. Consider how you can include specific and valuable feedback.

A rejection letter can be broken down into three sections:

Paragraph One

Your first paragraph should be completely personalized and include the applicant’s name and the position for which they applied. Next, thank the candidate for their interest in your company and for taking the time to interview.

Finally, it's critical you tell the candidate within the first paragraph you've decided to move forward with another candidate.

You can let them down kindly by including a compliment in the rejection, such as "While your qualifications are quite impressive …"

Paragraph Two (Optional)

The second paragraph is where the personalization really comes in. What you write will depend on your experience with the candidate and how far into the process they got.

For instance, if you’re rejecting a candidate after the first round, you can keep this section brief and jump to paragraph three. However, for a candidate who reached the final round, you’ll likely want to give more context to the reason for the rejection.

The candidate took time to prepare for your interview process, so if you were impressed by them during the interview, it could make a huge difference to let them know.

Simply include one strength of theirs you remembered from the interview process, like "Our team was particularly impressed with your writing skills."

To truly add value, you'll also want to include constructive feedback to help your candidate identify areas of improvement. Take detailed notes during the interview (or ask the hiring manager to do so) and when you reject your applicant, provide one or two areas of improvement.

Focus on one aspect of the job description you feel the candidate didn't quite match.

Say the role required expertise in data analytics, but the applicant wasn’t strong in this area. You might say, "At this time, we're looking for candidates with a deeper understanding of data analytics…"

If you were impressed by the candidate and genuinely feel they’d be a good fit for your company down the road, leave the door open by telling them you'll put them into your contact database and reconsider them in the future.

Additionally, if it was a difficult decision, tell your candidate – it can help soften the blow.

Paragraph Three

Conclude by wishing the candidate luck in their job search, and thanking the applicant again for considering your company.

Standard Rejection Letter

Dear [Name],

Thank you for interviewing for [position] on [date of interview] and taking the time to learn about our company. After careful consideration, we have selected another candidate for the position.

We do hope you’ll keep us in mind when we advertise roles in the future and encourage you to apply again.

We wish you the best of luck in your job search and thank you for your interest in our company.

Feedback Rejection Letter

Thank you for interviewing for [position] on [date of interview]. It was a very tough decision but we have selected another candidate for the position.

Our team was particularly impressed with your [skills], but we felt you lacked experience in [skill/experience]. We'd recommend [taking a course/obtaining a certificate/gaining project experience] to improve.

We would like to stay in touch with you for future opportunities that might be a good fit. Please let us know if you're interested in remaining in our talent pool.

Thanks again for taking the time to apply and come in to meet the team. We wish you the best of luck in your job search and thank you for your interest in our company.

Redirection Rejection Letter

Thank you for interviewing for [position] on [date of interview]. After careful consideration, we have decided to move forward with another candidate.

Our team was particularly impressed with your [skills], but we felt you lacked experience in [skill]. However, we believe your skillset would align better with [position] and would love to consider you for it.

Please let us know if you would be interested in discussing it further.

We’d like to thank you again for your time and wish you the best in your future endeavors.

Short Rejection Letter

We thank you for your interest in the company and we wish you the best of luck in your job search.

Notifying a candidate that they have been rejected is never easy. By writing a thoughtful letter fit for the situation, you leave the door open for future collaboration and leave a positive impression of your company.

Editor's Note: This post was originally published in Oct. 2018 and has been updated for comprehensiveness.

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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
• Management & Leadership
• Employee Benefits
• 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.

• Job Rejection Letter Samples
• Rejection Letters: Applicants Who Won't Receive an Interview
• Sample Letters to Reject a Job Applicant After a Second Interview
• Rejection Letter Samples to Job Candidates
• Rejection Letter Samples Sent Following an Interview
• Rejection Letter Samples
• Rejection Letter Template
• Application Acknowledgement Letter Sample
• Sample Email Rejection Letters for Job Applicants
• How to Reject a Job Applicant Politely
• How to Write Job Candidate Rejection Letters
• Candidate Job Rejection Letter and Email Examples
• Rejection Letters for Every Kind of Candidate
• Admissions Counselor Cover Letter and Resume Examples
• Job Offer, Acceptance, and Rejection Letters
• Candidate Rejection Letter Sample

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How to Reject a Job Offer Politely (Email Samples)

Tips for Sending a Job Offer Rejection Email

What to include in the email message.

• Declining a Job Offer Email Examples

Have you received a job offer and decided not to take the position? When you decide to reject a job offer, it’s a good idea to let the employer know you're declining as soon as possible. Even if you aren't interested in the job, you should graciously turn down the position.

Nowadays, many employers are relaying job offers via email. As such, it’s perfectly appropriate to respond to the offer over email even if you have decided not to accept the job. It is possible to be brief and to the point over email while remaining cordial and polite.

A professional email will help you maintain a positive relationship with the employer.

It’s important to stay on good terms. You never know when you might want to apply for another job at the company. Review tips for sending an email to reject a job offer, advice on what to include, and sample emails for declining a job.

• Send your email right away.  One of the benefits of sending professional correspondence via email is speed. Therefore, when  rejecting a job offer via email, you should send the email as soon as you have decided you are not going to accept the job offer. This is considerate, as it gives the employer time to move forward with alternative candidates.
• Be brief.  You do not need to say much in your email. Your message should be polite, brief, and to the point. It’s important to keep it professional, positive, light, and respectful.
• Be courteous.  There is no need to share what you did not like about the job offer, boss, or company, and you certainly shouldn't provide any negative criticisms. Keep those thoughts to yourself as you might unexpectedly find yourself crossing paths with this employer at some point in the future.

There may be other positions or open roles with the same employer that are a better fit, and you will not be considered for them if you send a negative message about why you decided not to accept the job.

• Use sample emails as a guide.  When writing a job rejection email message, you can use sample messages for inspiration. Be sure to tailor your message to reflect your personal and professional circumstances.
• Proofread, edit, and test your message before sending it.  Make sure your message is perfect before emailing it to the hiring manager. Send yourself a test message to make sure your email is correct and formatted appropriately. Also, send a copy (BCC) to yourself when you respond to the employer so you have it for your records.
• A  subject line  with your full name listed and a reference to the job offered (e.g., “Job Offer – Your Name”)
• A professional greeting
• Your thanks and appreciation for the offer
• State you have chosen to decline the offer
• A typed signature with your contact information

Declining a Job Offer Email Message Examples

Review sample email messages, with and without a reason for turning down the position, sent to decline a job offer.

Rejection Email Without a Reason Example

Subject Line: Job Offer – Ted Gonzalez

Dear Mr. Owen,

Thank you very much for offering me the opportunity to work at Owen & Owen, LLC. I appreciate the time you spent meeting with me to discuss the job.

It was a difficult decision, but I will not be accepting the position.

I would, again, like to express my gratitude for the offer and my regrets that it did not work out. You have my best wishes in finding a suitable candidate for the position. I wish you and the company well in all future endeavors.

Best regards,

Ted Gonzalez 555-123-4567 ted.gonzelez@email.com

Rejection Email With a Reason Examples

Rejection email message with a reason #1.

Subject Line: Jane Smith – Job Offer

Dear Ms. Cho,

Thank you very much for offering me the position of Training Coordinator with Apple Tree Learning. I appreciate the offer and your interest in hiring me.

Unfortunately, I have accepted a position with another company that is a good match for my current professional goals.

Again, I do appreciate both the offer of employment and your consideration. Thank you for such a pleasant interviewing experience.

Jane Smith me@mywebsite.com 555-757-4321

Rejection Email Message With a Reason #2

Subject Line: Roger Clay – HR Specialist Job Offer

Dear Mr. Peterson,

Thank you so much for sending along this offer letter regarding the HR Specialist role for which I recently interviewed. I sincerely appreciate your extending the offer and interest in hiring me.

As you may remember from our last conversation, I was just accepted into a graduate degree program and have since decided to move forward with my education this coming fall. Because of this, I am sorry to say I will have to decline your generous offer.

I want to reiterate that I truly appreciate the offer and regret that I will not be able to join the company at this time. Thank you again for your time.

Roger Clay roger.clay@email.com 555-542-2324

Key Takeaways

• Because so much professional correspondence takes place over email, it’s appropriate to send your rejection letter electronically.
• Send your email promptly, and be sure to thank the employer for their time and offer. Do not share any criticisms of the interviewer or organization.
• There’s no need to go into a great deal of information about your decision. Keep it simple and don't share any details about your decision.

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4 Corner Resources

Sample Applicant Rejection Letter and How To Write One

January 3, 2022 | Recruiting Insights

An applicant rejection letter isn’t fun to send, but it’s an inherent part of the hiring process. In addition to being a kind thing to do for candidates, sending rejection letters helps preserve your company’s reputation and can actually be a boon to your future recruitment efforts. 

Writing applicant rejection letters, however, isn’t the easiest (or the most fun) task a hiring manager has on their plate. To help you, we’ve created a sample rejection letter you can borrow and adjust to suit your needs. But first, let’s cover some of the basics of why applicant rejection letters are necessary and a few best practices to follow when writing them.

Why Send An Applicant Rejection Letter?

First and foremost, it’s a professional courtesy. Searching for jobs can be stressful, and one of the worst parts of the process on the candidate’s side is being left in the dark about where they stand, whether it’s good or bad. 

Sending a rejection letter when you know you won’t be moving forward with a candidate is a small kindness that keeps them from waiting on pins and needles to hear back from you. Look at it as a trade-off: they invested the time to fill out an application, write a cover letter , and compile the required documents necessary to apply. You can return the favor by taking the time to send a rejection letter when they’re no longer in consideration for the position. 

Applicant rejection letters help you stay organized. When you have dozens or hundreds of candidates vying for a single position, it can be challenging to put order to them all. Sending a formal rejection is the last box you need to check before you can file away an application that doesn’t meet your criteria. This allows you to put your full focus on the candidates you do intend to proceed with. 

Though no one wants to hear they’ve been passed over for a position, rejection letters can actually be a positive thing from the candidate’s perspective. Your goal in building a strong employer brand should be to provide a positive experience through the entirety of the application process, and that includes the many people who don’t get a job with your company after applying. 

Rejection letters close the loop in a gracious way and end the interaction on a professional note, preserving your reputation. We’ve all heard a friend gripe about how they applied with such-and-such company and never even heard back (or maybe it’s happened to you!); rejection letters prevent such complaints and ensure that great candidates want to apply with you in the future.

Finally, rejection letters help build your talent pool. Huh?? Yep, you heard right. Just because a candidate wasn’t a fit for a particular role right now doesn’t mean they won’t be a great match for a different role later on, be it with a different skill set or after they’ve built up more experience. If it’s written correctly, a rejection letter doesn’t end the relationship with a candidate. Rather, it leaves the door open to build upon it in the future if the right timing and situation arise.

When To Send Candidates A Rejection Letter

So, when exactly do you need to send a candidate a rejection letter? Do you need to send a rejection letter to every single person who applies for a job, or just the finalists who aren’t ultimately selected?

You should send a rejection letter to any candidate who has applied, but won’t be receiving an interview. In many cases, you know right away when an applicant doesn’t fit the bill. Maybe they don’t have enough experience or their work history doesn’t quite line up with what you’re looking for. Let them know in a timely manner that you’ll be moving forward with other candidates. 

You should also send an applicant rejection letter to candidates who interviewed but won’t be receiving an offer. These are people with whom you’ve built a deeper connection than those who just sent in an application, so it’s even more important that you close out the process in a courteous manner with written correspondence (more on this below). 

Applicant Rejection Letter Tips

Keep it simple.

There are varying schools of thought on rejection letters. Some hiring managers firmly believe they’re a great opportunity to give candidates feedback (especially in those cases where it appears to be desperately needed). Generally, we’re not in this camp. Instead, we favor a short and sweet approach that tells candidates what they need to know and leaves the job of giving feedback to recruiters and other professional mentors. 

There are a few exceptions to this. With an internal candidate, for example, it might be more important to provide professional guidance that will help them advance within the company in the future. Or, if there’s a very green applicant who’s clearly nervous when interviewing, they might greatly appreciate some positive feedback coupled with gentle pointers to gain confidence.

Related: The Do’s and Don’ts of Communicating with Candidates

Provide a reason…

Humans crave closure. Job applicants are no different in this regard. You can help soften the blow of a rejection by giving them a little context on their elimination. For example:

‘We received a huge number of applications for the position and the candidate pool was very competitive. After careful consideration, another candidate has been selected.’

Related: How To Give Your Candidate Interview Feedback

…But don’t get too specific

You’ll notice the example above gives a general explanation without diving into too much detail about the interview process or the reasons for the choice. This not only keeps the task of sending rejection letters manageable–you don’t have to personalize them for every single candidate–but it also protects you from potential legal issues. Rejected candidates can and do win discrimination lawsuits against companies for all sorts of reasons. The fewer details you spill in your letter, the less material you give a disgruntled applicant who might decide to take legal action. 

Personalize letters for your top finalists

Form rejection letters are fine for early-stage candidates, especially for positions where you receive an avalanche of applications. For those select candidates who make it to the final stages, though, it’s best to personalize your rejection letter or better yet, make it a phone call. If you’ve built a good rapport with a candidate, this might be an exception where it makes sense to tell them a little more about why they weren’t the final pick, like if the chosen candidate had a highly relevant piece of experience or a specialized credential that put them above the rest of the pack. Again, it’s all about preserving the candidate relationship and protecting your employer brand. 

Use the tips above in conjunction with the sample rejection letter below to draft up a version that works for your company. 

Sample Applicant Rejection Letter

Dear CANDIDATE NAME, 

Thank you for applying for the JOB TITLE position. We appreciate your interest in working for COMPANY NAME and the time you took to apply with us. 

Though your qualifications are impressive, we’ve decided to move forward with a candidate whose experience is more aligned with the needs of this particular role. We’ll keep your resume in mind for upcoming positions that more closely match your skills and hope you’ll consider applying with us again in the future. 

Wishing you professional success,

HIRING MANAGER NAME

By using rejection letters to demonstrate respect and courtesy to all applicants–even those who aren’t ultimately selected–you’ll establish a great candidate experience that supports your exceptional employer brand. 

Related: How to Properly Rescind Job Offers

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About Pete Newsome

Pete Newsome is the President of 4 Corner Resources, the staffing and recruiting firm he founded in 2005. 4 Corner is a member of the American Staffing Association and TechServe Alliance, and the top-rated staffing company in Central Florida. Recent awards and recognition include being named to Forbes’ Best Recruiting Firms in America, The Seminole 100, and The Golden 100. Pete also founded ze ngig , to offer comprehensive career advice, tools, and resources for students and professionals. He hosts two podcasts, Hire Calling and Finding Career Zen, and is blazing new trails in recruitment marketing with the latest artificial intelligence (AI) technology. C onnect with Pete on LinkedIn

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Letter When You Receive a Rejection

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Consider writing a letter even when you receive a rejection. Sometime later when you have had additional experience or training, you may want to apply to the firm once more. The letter shows that you were extremely interested in working for the particular company and states your interest in applying for another position at a later date.

What do you include?

• Thank the company for considering you for the position.
• Discuss your positive impressions of the company during the entire application process.
• Mention the possibility that you may reapply to the company again at a later date.

Reply to a Rejection Model Letter

May 7, 2001

Ernie English 1234 Writing Lab Lane Write City, IN 12345

Dear Mr. English:

Writing this letter is optional, but doing so is a good idea. It leaves the door open for you to apply to the firm sometime in the future when your qualifications have changed and is a way of maintaining a good relationship with the company. In the opening, thank the company for their time and consideration of your application and qualifications.

Use the body of your letter to discuss your positive impressions of the company. You might mention interviews that you had with company representatives, information you learned about the company during your application process, and any specific people who were particularly helpful or kind to you during the process.

Close the letter by mentioning the possibility of future contact with the company. Remain optimistic and thankful that the company considered your application.

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How to Write a Rebuttal Letter After Rejection from a Journal

What is a Rebuttal Letter?

After submitting your manuscript to a journal (along with your journal submission cover letter ), journal editors might include some reasons in their response to the author explaining why the article was not immediately accepted in the journal and what the author must address to further prepare the article for re-submission.

The journal rebuttal letter allows an author to directly reply to the reviewers, explain how they will improve the work, clarify any misunderstandings, and/or justify aspects of the work that were mentioned in the review letter. How you write your rebuttal letter can make a big difference in whether or not an author is granted an appeal and how the reviewers respond to your specific rebuttal requests and comments.

Table of Contents

• An overview of the journal submission process and the key decisions made by editors, reviewers, and authors
• How to address editor and reviewer questions and comments
• How to handle rejection letters
• Useful phrases to include in journal submission rebuttal and appeal letters
• Annotated template rebuttal letter
• Checklist for preparing and submitting your revised manuscript
• List of additional resources

 Journal Submissions Process Overview

The journal submission process can be a bit like the story of Goldilocks and the Three Bears. In particular, it might be similar to her learning how to play baseball. She walks up to home plate, determined to make a home run. She swings the bat.

“Strike one,” calls the umpire.

She tries again, but this time she taps the ball gently.

“Strike two!” the umpire says.

She’s got one more chance and isn’t sure what to do. What Goldilocks doesn’t realize is that swinging the bat too hard or too softly could yield the same result: she’s still stuck on home plate.

Likewise, submitting your research manuscript can be a hit or miss, depending on a few factors. It will take a few tries, but eventually, you will find the right match for your manuscript and hit that home run you’ve been dreaming of.

Until that moment comes, however, receiving rejections along the way can be stressful and frustrating. In this guide, we’d like to share a few tips with you on how to cope with rejection letters. That is,  we’ll explain the manuscript approval process and outline when and how you should appeal or rebut a rejection letter.

The bad news about journal submission

Let’s start with a brutally honest fact: submitting your manuscript to a journal and having it accepted the first time with little to no change is like trying to hit a home run in the World Series when you don’t even know how to hold a bat. In other words, it’s  not  impossible, but first submissions are rarely accepted, at least not without some revision.

The truth is, no matter how cleanly written a research manuscript might be, some of the more prestigious  journals reject close to 90% (if not more) of all submissions . Most rejected papers never even make it to the reviewers because the editors feel that the paper does not fit the journal’s current needs or the editors are not convinced by the research and methodology presented in the manuscripts. But don’t stop reading here. We do have good news for you!

The good news about journal submissions

Even though the submission process can be frustrating,  you can improve your odds of acceptance . In a  separate article ,  we emphasize following author guidelines, presenting a thoroughly developed experimental design, and structuring your findings to answer questions that would intrigue your target journal’s readers. In addition to these methods, you should also draft a strong cover letter. An effective submission cover letter will persuade editors to forward your paper to peer reviewers for further consideration.

If you make it past the editorial cut, you’ve made it to first base!    Once there, your paper’s success will depend on how peer reviewers react to your paper and how you respond to their comments.

What happens once your paper is submitted?

Before we explain how to respond to editor and peer feedback, we want to explain what happens to your paper once you submit your draft manuscript to the journal. Below is a flowchart that highlights the key decisions and actions that occur during the submission review process.

Baseball as a Metaphor for the Journal Submission Process

As you examine the image above, imagine that you’ve just warmed up and are now ready to bat. How you advance from home plate to each subsequent base will depend on the factors we discuss below.

• You’re up to Bat . You initiate the review process when you submit your draft manuscript to your target journal. Assuming that your bat makes contact with the pitched ball, the following are some milestones you’ll come across as you trek toward victory!
• Does your research paper meet the journal’s scope and aim?
• Will the paper interest the journal’s readers?
• Did the journal recently publish a similar article (and therefore doesn’t want to publish another of the same kind)?
• Did you follow submission guidelines provided in the journal’s formatting rules and Instructions for Authors?
• Are there any gaps in your research methodology ?

If the editors don’t think your paper matches their requirements, then your paper will be rejected flat out without undergoing peer review. Here, you have two choices: – submit to another journal; or – follow-up with an appeal to reconsider your paper for submission. [Unfortunately, this second option is highly unlikely. If you completely revamp your paper, then you should make a new submission altogether.]

• Does your methodology have flaws that can’t be ignored?
• Is your research incomplete?

If your reviewers don’t think your paper is up to par (especially if they feel your research is incomplete or your analysis is flawed), then your paper will be rejected. You have two choices: – submit to another journal; or – follow-up with an appeal to reconsider your paper for submission. [Unfortunately, this second option is highly unlikely. If you completely revamp your paper, then you should make a new submission altogether.] If your reviewers liked your paper but have several questions as is often the case), then they will recommend further consideration upon your satisfactory response to peer feedback (more on this below in the section “How to Respond to Peer Feedback”).

• Slide to Third Base . At this point, the editorial team has received your reply to their feedback and is satisfied with the changes–they are now convinced that your paper is suitable for publication. They may have a few follow-up questions, but these should require minimal changes to your edited manuscript . You’re about to score, and unless there are some issues like discovering that you falsified any information you provided, your paper will be published.

Stroll to Complete the Run ! The editors are ready to green-light the publication of your paper. They’ve made all the final edits and you’ve satisfied any remaining administrative matters before your article is published.

How to Respond to Reviewer Feedback

When you receive a response letter from an editor that isn’t a flat-out rejection, it will most likely also contain feedback asking for clarification and revision. These comments and questions will come from the editor and your reviewers. Positive feedback generally comes in two forms:

• The journal is interested in your paper, and the reviewers would like you to make some minor changes or additions to polish your article’s contents. This type of letter indicates you’ve hit a double, and it’s fairly smooth sailing from this point forward.
• You might receive a letter that rejects your paper but says that the journal would reconsider upon substantial revision, including the possible addition of new data. To use our baseball analogy, you’ve hit a single but didn’t quite make it as far as second base. You’re not out of the game, though. You quickly dash back to first base, and while there, you can work through editing your manuscript and conducting additional experiments, if necessary.

Regardless of how you make it to first or second base, journal acceptance will depend on how you answer the questions and comments noted in the editor’s letter. To that end,  when you write your rebuttal letter to the journal, keep the following points in mind .

How to Handle Rejection Letters from Journals

Sadly, rejection is a part of the academic publishing experience. As we stated above, sometimes editors reject your paper at no fault of your own. The frustrating part of this process is knowing that any appeal regarding a rejected article will most likely be put into a “slush pile” and  will only be considered after new submissions are reviewed .

As the author, consider  whether an appeal is worth the time and resources needed to overhaul your paper . Additionally, you could be waiting for several weeks or longer before the journal reviews your appeal. In that time, it might be more prudent to accept the feedback you have received, revise your paper, and submit the new draft to another journal.

If you decide to appeal, keep the following in mind.

 Useful Phrases to Include in a Rebuttal Letter

Below are a handful of phrases you might find useful to help explain how you revised your manuscript.

Preface to explanations

• Thank you for providing these insights.
• Thank you for your suggestion.
• That is an interesting query.
• This is an interesting perspective.
• We agree with you.
• We agree with your assessment.
• You have raised an important question.
• You have asked an interesting question.

 Expressing agreement with editor/reviewer comments

• We agree with you and have incorporated this suggestion throughout our paper.
• We have reflected this comment by… (p. #, lines #-#).
• We have incorporated your comments by… (p. #, lines #-#).
• We agree that…
• We have now [X] (p. #, lines #-#) and [Y] (p. #, lines #-#). We think these changes now better [Z]. We hope that you agree.

Expressing disagreement with editor/reviewer suggestion

• You have raised an important point; however, we believe that [X] would be outside the scope of our paper because…
• This is a valid assessment of…; however, we believe that [X] would be more appropriate because…
• We agree that…; however, due to [X], we believe that…
• In our revisions, we have attempted to [X] (p. #, lines #-#); however, we have retained some of our arguments because…
• We acknowledge that [X] has certain limitations; however,…

Expressing clarification

• We have clarified that… means… (p. #, lines #-#) throughout the paper.
• We have redrafted the [X] section (p. #, lines #-#) to establish a clearer focus.
• We have revised the text (p. #, lines #-#) to reflect…
• We removed [X] (from p. #, lines #-#) and hope that the deletion clarifies the points we attempted to make.
• We have replaced the term [X] throughout the paper with [Y] to use more precise terms.
• We have rewritten [X] (p. #, lines #-#) to be more in line with your comments. We hope that the edited section clarifies…
• We have elaborated on [X] (p. #, lines #-#) and expanded our consideration of [Y]. We hope these revisions provide a more [balanced][thorough] discussion.

Additional information or explanation

• We have included a new Figure # (p. #) to further illustrate…
• We have added a new Table # (p. #), which outlines…
• We have supplemented the [X] section with explanations of [Y] (p. #, lines #-#).
• There are multiple reasons/approaches to…, including [our scenario]. We have included an acknowledgment regarding this point in the [X] section (p. #, lines #-#).
• We have not done… However, we believe that [doing X] (p. #, lines #-#) would address this issue because…
• We have not done…; however, our sense is that…

Repeated responses (when one of your responses answers multiple comments)

• Please see point # above.  [e.g., “Please see point 2(a) above.”]  

Annotated Template Rebuttal Letter

[Click the link at the top of this page to download a Word version of this letter and the useful phrases from the section above.]

[Journal Editor’s First and Last Name][, Graduate Degree (if any)] TIP: It’s customary to include any graduate degrees in the addressee’s name. e.g.,  John Smith, MD or Carolyn Daniels, MPH e.g.,  Editor-in-Chief, Managing Editor, Co-Editors-in-Chief 

[Journal Address] [Submission Date: Month Day, Year] Dear Dr./Mr./Ms. [Editor’s last name]:

TIP: When the editor’s name is not known, use the relevant title employed by the journal, such as “Dear Managing Editor:” or “Dear Editor-in-Chief:”. Using a person’s name is best, however. Also, websites may be outdated, so call the journal to confirm to whom you should address your cover letter when in doubt.

TIP: Use “Ms.” and never “Mrs.” or “Miss” in formal business letters.

TIP:  Never   use “Dear Sirs:” or any similar expression. Many editors will find this insulting, especially given that many of them are female!

Thank you for inviting us to submit a revised draft of our manuscript entitled, “[TITLE]” to [JOURNAL]. We also appreciate the time and effort you and each of the reviewers have dedicated to providing insightful feedback on ways to strengthen our paper. Thus, it is with great pleasure that we resubmit our article for further consideration. We have incorporated changes that reflect the detailed suggestions you have graciously provided. We also hope that our edits and the responses we provide below satisfactorily address all the issues and concerns you and the reviewers have noted.

To facilitate your review of our revisions, the following is a point-by-point response to the questions and comments delivered in your letter dated _____.

Editor’s Suggestions:

• RESPONSE:  [Brief response thanking editor or expressing delight at the feedback, where appropriate.]
• RESPONSE:  [General opinion of comment ( e.g. , “You raise an important question.”)][Response discussing changes or providing clarifications and explanations.]
• RESPONSE:  [General opinion of comment ( e.g. , “You make a fair assessment.”)][Response discussing changes or providing clarifications and explanations.]

Reviewer 1 Comments:

• RESPONSE:  [Show appreciation for time and energy reviewer committed and the value of their comments.]
• RESPONSE:  [General opinion of comment ( e.g. , “Thank you for this suggestion.”)] [Response discussing changes or providing clarifications and explanations.]
• RESPONSE:  [General opinion of comment ( e.g. , “Thank you for this suggestion.”)] [Response discussing changes or providing clarifications and explanations.]

Reviewer 2 Comments:

• [Show appreciation for time and energy reviewer committed and the value of their comments.]

CONCLUDING REMARKS : Again, thank you for giving us the opportunity to strengthen our manuscript with your valuable comments and queries. We have worked hard to incorporate your feedback and hope that these revisions persuade you to accept our submission.

[Your Name]

Corresponding Author Institution Title Institution/Affiliation Name [Institution Address] [Your e-mail address] [Tel: (include relevant country/area code)] [Fax: (include relevant country/area code)]

Additional Contact  [should the corresponding author not be available] Institution Title Institution/Affiliation Name [Institution Address] [Your e-mail address] [Tel: (include relevant country/area code)] [Fax: (include relevant country/area code)]

Rebuttal Letter Checklist

Substantive points

• Make a list of changes you mention in your letter and make sure you’ve made all the changes in your draft!
• Make sure you’ve thanked the editor and reviewers for their time.
• Make sure you are sending the right version of your manuscript
• Did you copy and paste ALL the original comments from the editor and reviewers? Did you answer or address ALL those comments?
• Did you include page and line references, where appropriate?
• Did you include all new figures and other visual aids (and mention them in the rebuttal letter)?
• Get manuscript editing services to polish your work and make your writing more compelling.

Technical points

• Set the font to Arial or Times New Roman, size 12 point.
• Single-space all text.
• Use one line space between body paragraphs.
• Do not indent paragraphs.
• Keep all text left justified.
• Use spelling and grammar check software. If needed, use professional proofreading and editing services  such as Wordvice to review your letter for clarity and concision.
• Double-check the spelling of the editor’s and reviewers’ names.

Additional Resources

• Nature  blog on  writing a rebuttal letter
• Nature  blog on  writing an appeal letter
• Elsevier blog on top three  tips for responding to reviewer feedback
• Further explanation of how reviewers view your research paper.
• https://peerj.com/benefits/academic-rebuttal-letters/ – rebuttal-letters
• https://aom.org/uploadedFiles/Publications/AMLE/Certo et al AMLE Responses to Reviewers.pdf
• http://www.nature.com/onc/journal/v27/n27/extref/onc200816x1.doc

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From inspiring a global mindset to enhancing your career prospects, studying abroad opens doors for a world of opportunities. 

Lost in a maze of choices and don't know where to begin? IDP helps you navigate study abroad options with ease.

Now that you’ve shortlisted your dream course and university, get a head start with our expert tools and support to fast-track your application process.

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Read this before you use ChatGPT to write your university application cover letter

On this page, the limitations and risks of chatgpt, why you shouldn’t use chatgpt, even as a last resort, 1. chatgpt can’t beat a human expert, 2. chatgpt has no historical knowledge of a winning cover letter, 3. the risks of rejection or dismissal after enrolment is real, study abroad with idp today - get the edge even without chatgpt.

Topics covered

• 28 May 2024

You’ve probably heard of ChatGPT, the AI-powered app that is revolutionising the world and changing how the world interacts. In fact, you might be wondering if ChatGPT is the perfect solution to writing a winning university application cover letter.

Yes, the OpenAI chatbot seems to have infinite potential to solve any writing challenge on Earth. However, should you take chances on your entire academic and professional future with this shortcut?

It might seem like a no-brainer to breeze through your university admissions using a chatbot that provides seemingly complex and sophisticated answers to simple questions. Why spend days writing an academic essay when it can be done within minutes, and all without grammatical errors?

But the stakes are high. In this article, we are going to highlight some crucial points to consider before you use ChatGPT to write your university application letter, or even during the rest of your university studies after getting in.

One downside of using the chatbot is that you will not just be technically cheating the university, but also yourself.

The University of Oxford defines plagiarism as “presenting someone else’s work, with or without their consent, as your own without full acknowledgement.”

And since ChatGPT isn’t a living breathing human being, one could argue using the chatbot is perfectly fair game, based on certain definitions. However, there are reports that a growing number of universities are rethinking the idea of plagiarism which could eventually lead to including ChatGPT as a tool for ‘cheating’.

However, as you’ll quickly realise, ChatGPT is more of an AI that consolidates existing information online (up to 2021) and doesn’t exactly produce true inspiration or motivation to help you in your application writing.

To prove a point, we gave ChatGPT the following prompt: "Write for me a university cover letter for a student in Indonesia who wants to pursue an electrical engineering undergraduate degree at the University of Sheffield in the UK.” 

We can see that the letter is written in a very mechanical way, as if it were adapted from a template. The generic terms used, placements and even sentence constructs might betray the fact that it was written by AI. Just imagine the university receiving similar copies of this cover letter submitted by multiple applicants!

Not only does it come off as cookie-cutter, any personality or uniqueness to you is non-existent. It also shows a lack of research done towards the course curriculum or the school’s specific achievements.

One concerning issue is how ChatGPT assumed that the writer was a member of a robotics club and was experienced in building electrical systems. This inventing of facts to help better fit the narrative of the application letter can be a trap for your credibility.

Because there is no connection between the real person and ChatGPT, trying to use the chatbot to write a university application letter isn’t a good idea. Worse of all, the consequences of getting caught can be severe.

It’s important to understand that ChatGPT can’t beat an education expert because it just doesn’t have the depth of experience or understand what’s on the line.

For example, education counsellors at IDP meet students through individualised sessions to fully understand their needs, achievements and future plans. Plus, all this is done at the student’s convenience, at no cost. In fact, you might even enjoy having some fees waived in the application process.

More importantly, you get to tell your whole story to our experts who can then flesh out a compelling narrative and highlight key points to be included in the university cover letter.

ChatGPT doesn’t know everything, including what works and what doesn’t in a successful cover letter.

In contrast, education experts in IDP have years of experience in knowing which letters will likely result in success. After assisting thousands of students and having first-hand application and communication experience with the universities themselves, the counsellors know what the institutions are looking out for.

Chatbots like ChatGPT just don’t have that human touch and depth of knowledge to assist you with writing a compelling cover letter. It’s not just about mechanically listing facts about yourself, but also how it is presented to best portray your motivations in the best light possible.

If that still doesn’t deter you, consider the real risks of getting caught using ChatGPT!

Firstly, your application would likely be rejected and you could be blacklisted throughout the university for future applications. This might make any future attempts of getting in exponentially harder, if not impossible.

Secondly, you could enter a common database and be flagged for ‘cheating’. This could indeed affect any future application chances if your particulars are double-checked against this database.

Thirdly, tools are being developed and refined to detect AI-written essays and they could retrospectively be used by universities to analyse your old application cover letter. If caught, this could result in serious penalties or even expulsion from your course.

The reward just isn’t worth the risk.

Do it the right way, get in touch with an expert at IDP (and not ChatGPT)!

Need help crafting your best cover letter possible, risk-free? Look no further than the education experts at IDP. Make use of their experience to write your cover letter and apply the right way.

Our education counsellors are also happy to help you select the right course and study destination for your career aspirations.

From understanding your unique situation to answering all your questions, seek help from us and make your best decision possible.

Take the next step with IDP today and get tailored advice from our team of education experts to help you reach your goals.

Simply book your free online counselling session with us today and we’ll take it from there!

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How Trump’s Most Loyal Supporters Are Responding to the Verdict

Many saw in the jury’s finding a rejection of themselves, of their values and even of democracy itself.

• Share full article

By Elizabeth Dias and Richard Fausset

The sense of grievance erupted as powerfully as the verdict itself.

From the low hills of northwest Georgia to a veterans’ retreat in Alaska to suburban New Hampshire, the corners of conservative America resounded with anger over the New York jury’s declaration that former President Donald J. Trump was guilty.

But their discontent was about more than the 34 felony counts that Mr. Trump was convicted on, which his supporters quickly dismissed as politically motivated.

They saw in the jury’s finding a rejection of themselves, and the values they believed their nation should uphold. Broad swaths of liberal America may have found long-awaited justice in the trial’s outcome. But for many staunch Trump loyalists — people who for years have listened to and believed Mr. Trump’s baseless claims that the system is rigged against him, and them — the verdict on Thursday threatened to shatter their faith in democracy itself.

“We are at that crossroads. The democracy that we have known and cherished in this nation is now threatened,” Franklin Graham, the evangelist, said in an interview from Alaska. “I’ve got 13 grandchildren. What kind of nation are we leaving them?”

Echoing him was Marie Vast, 72, of West Palm Beach, Fla., near Mr. Trump’s Mar-a-Lago home. “I know a lot of people who say they still believe in our government,” she said, “but when the Democrats can manipulate things this grossly, and use the legal system as a tool to get the outcome they want, the system isn’t working.”

Among more than two dozen people interviewed across 10 states on Friday, the sentiments among conservatives were so strong that they echoed the worry and fear that many progressives described feeling after the Supreme Court overturned Roe v. Wade almost two years ago.

The guilty verdict was “the dark spot of politics in America in my lifetime,” said Phillip Neff, 80, a retired businessman in Dalton, Ga. Mr. Trump “may be a clown in some ways, but he’s not a devil,” he said. “And I think what we’re facing right now is really a constitutional crisis.”

Perhaps even more than anger or fear, many of those interviewed described feeling a deep resolve. Cindy Swasey, 67, a retired office assistant in Dover, N.H., said the verdict had driven her straight to her computer, where she tried donating to the Trump campaign. (The computer or the campaign website crashed, she said, but she planned to follow through and send $50, her first-ever donation to a political candidate.)

“I’m not really wealthy enough to do it, but I felt almost obligated,” she said, “and I think it’s time we all do if we want to keep this country a democracy. I think people are waking up and realizing that the wealthy elitists are taking over the country.”

Paula Lopez, 52, a longtime Republican voter who works at a real estate firm in Dallas, said: “I wouldn’t use the word angry. I would use, I would use the word upset, but determined, you know? This isn’t going to stop us. It’s not going to stop him.”

Many others, like Ms. Lopez, said they were grappling with their faith in the legal system after Mr. Trump was convicted of falsifying records to cover up a sex scandal that threatened to derail his 2016 presidential campaign.

For Woody Clendenen, a barber in Cottonwood, Calif., the verdict was either a “death knell for the Constitution” or a sign it was “on life support.” Others made comparisons to shocking disasters and turning points in history like the fall of Rome.

Willard Jones, 66, a retired veterinarian in La Porte, Texas, wondered if he could countenance serving on a jury in the future. “I’m just wondering, is our country like the Titanic?” he said, before giving Mr. Trump $20.24.

The belief that the Democrats and President Biden have corrupted the democratic system is nothing new to the Trump coalition. But for some, the verdict was the most egregious evidence to date, even though it was delivered by 12 jurors selected in the textbook manner of any criminal trial in America. And it made their support for Mr. Trump even stronger.

In Russellville, Ark., Bill and Becky Brown had not been paying much attention to the trial. “Why follow it?” Ms. Brown, 67, said at a food truck fair. “They’re going to find him guilty anyway.”

She added that “it makes me mad that I don’t feel like there’s anything we can do. The only thing is to get him back in.”

Mr. Brown said the couple had been stockpiling food and other supplies in case of possible civil unrest and the need to defend their home. “If Biden gets it again, I mean, I have a feeling the way everybody is, that’s going to be a major uproar,” he said. “A lot of people I know — they’re stocking up on arms, they’re stocking up on survival gear.”

But instead of mass protest, conservative voters generally said that they planned to find vindication through the November election by returning Mr. Trump to the White House.

Some described actions they hoped Mr. Trump would take if re-elected — actions that would defy the democratic system. “When Trump does get back in there, he’ll need to get rid of the F.B.I., get rid of the C.I.A., get rid of the Department of Justice,” Mr. Clendenen, the barber in rural California, who belongs to a local militia group, said. “When this is all said and done, I suspect this judge will be tried and found guilty of several crimes, including treason, no doubt.”

In Boynton Beach, Fla., Nick Laudano, 54, described Mr. Trump, not the courts, as the last stand between the deep state and the people. “I’d love to see some justice served the next four years when we get Trump back in power,” he said.

Others said they saw flaws in Mr. Trump but still believed he was the solution to preserving democracy.

Richard Steele, 82, a pastor and retired building contractor in Dalton, Ga., which is in the district of Representative Marjorie Taylor Greene, a far-right House member and Trump loyalist, praised the former president as a “gentleman” who does not flaunt his wealth, and an “honest man” — despite the thousands of documented lies or misleading claims he has made over the years. Mr. Trump, he said, was cloaked in “Godly armor.”

“I figured they’d get him for something,” Mr. Steele said, referring to the Democrats. “He’ll come out on top. He’s smarter than they are. Seriously.”

Wayne Wolf, 67, a retired stockbroker who was having breakfast in Dalton, said that the verdict made a mockery of democracy. Part of his suspicion stemmed from the fact that the charges seemed so difficult to explain in plain language.

“Can you actually tell me what he got convicted of?” he said. “Can anybody tell me that?”

Debbie Puryear, 63, a colon hydrotherapist at a business in Dalton that also offers massage therapy, vitamins and CBD products, said that she had given $30 to Mr. Trump’s campaign on Thursday night, soon after the verdicts were announced.

But the only real redress for people like her, she said, was to go to the polls in November. “Well, we’re definitely going to have to vote, and quit being scared that it’s going to be rigged,” she said, referencing Mr. Trump’s baseless claims that Democrats manipulated the voting system to keep him from winning in 2020 and will try to do so again.

She added: “I don’t think they’re going to succeed this time. Too many people woke up to what’s going on.”

Emily Cochrane , Nicole Danna , J. David Goodman , Shawn Hubler , Jenna Russell Edgar Sandoval and Jonathan Wolfe contributed reporting.

Elizabeth Dias is The Times’s national religion correspondent, covering faith, politics and values. More about Elizabeth Dias

Richard Fausset , based in Atlanta, writes about the American South, focusing on politics, culture, race, poverty and criminal justice. More about Richard Fausset

Our Coverage of the Trump Hush-Money Trial

Guilty Verdict : Donald Trump was convicted on all 34 counts  of falsifying records to cover up a sex scandal that threatened his bid for the White House in 2016, making him the first American president to be declared a felon .

What Happens Next: Trump’s sentencing hearing on July 11 will trigger a long and winding appeals process , though he has few ways to overturn the decision .

Reactions: Trump’s conviction reverberated quickly across the country  and around the world . Here’s what voters , New Yorkers , Republicans , Trump supporters  and President Biden  had to say.

The Presidential Race : The political fallout of Trump’s conviction is far from certain , but the verdict will test America’s traditions, legal institutions and ability to hold an election under historic partisan tension .

Making the Case: Over six weeks and the testimony of 20 witnesses, the Manhattan district attorney’s office wove a sprawling story  of election interference and falsified business records.

Legal Luck Runs Out: The four criminal cases that threatened Trump’s freedom had been stumbling along, pleasing his advisers. Then his good fortune expired .