Facing rejection isn't easy — especially when you’ve invested time and effort into something. And job hunting certainly takes time and effort.
Looking for a new job is often a long and overwhelming process. It involves professional networking, searching job boards, sending letters of interest to recruiters, and preparing and attending interviews. All this work makes getting bad news from a hiring manager extra hard.
But this bad news doesn’t have to be the end. You can respect all your hard work by responding well to a rejection email and keeping this connection open in case future positions open up.
If you’re at a loss for words regarding what to say when you get rejected from a job, don’t fret. We’ll cover how to respond to a job rejection email in a dignified, respectful manner and offer templates to help you start.
Handling job rejection disappointment
Job search depression is real, and each rejection can contribute to it. A survey by the Pew Research Center found that nearly 50% of US job seekers feel pessimistic about their future opportunities in the job market.
Our jobs are intimately linked to our identity, and the pressure of finding a new one can lead to several types of stress.
Here are three ways to deal with rejection:
1. It's not always about you
Not taking job rejection personally is easier said than done. It might be difficult to avoid thinking negatively about yourself. This is especially true if you have the qualifications and experience outlined in the job description.
But the interview process is difficult for employers, too. Hiring managers often have to whittle hundreds of resumes into a handful of prospects.
Many factors go into choosing a final candidate, and not all of them reflect negatively on you. Maybe your salary request fell outside the company's budget, you were overqualified, or the company culture wasn't a fit.
Because so much goes on behind the scenes, there’s no sense in overthinking why you weren’t chosen. It wasn't meant to be — but that doesn't mean you aren't a valuable job seeker.
2. Ask for feedback
Hiring managers are uniquely positioned to provide thoughtful responses for where to improve your skills and communication style or bolster your experience.
After all, it's their job to sort through countless cover letters, resumes, and Linkedin profiles and make critical decisions based on job interview performance.
Here are a few ways to ask for feedback in your job rejection email response:
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“Do you have a couple of minutes to give me feedback on my interview?”
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“Are there any skills or experiences that would have made me a better candidate?”
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“What areas can I improve for future job opportunities?”
Based on their feedback, edit your resume or look into courses or certifications to become a valuable candidate to potential employers.
If a hiring manager suggests improving a specific skill, qualification, or experience you already possess, respond by letting them know.
But use this to reflect on what you left out of your application, and consider improving your communication skills and resume to ensure future employers understand what you’re capable of first-go.
3. Give yourself constructive criticism
In addition to using the hiring manager’s feedback, think critically about your job application process, noting where you can improve.
Consider asking yourself the following questions:
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Did I research the company beforehand and use language that aligned with the company culture?
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Did I tailor my resume to the job description?
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What are my greatest strengths? Am I highlighting them enough?
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What are my most significant weaknesses? Am I highlighting them too much?
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What questions did I feel unprepared for during the interview?
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Was my salary negotiation in line with industry standards?
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Are there skills in the job description I could acquire or improve?
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Is the job a suitable role for my qualifications and experience?
After receiving disappointing news about a potential job, you might not be in the mood to give yourself criticism. But looking at your value as a possible candidate honestly, accurately, and with kindness will help you succeed in the future.
Why you should respond to a rejection email
While you may not feel like it at the moment, you should respond to a rejection email after an interview.
A rejection email doesn't mean you’re a terrible candidate. You may have left a good impression on the hiring manager, but another candidate had more experience with a specific skill.
Sending a positive, thoughtful response to your rejection continues that good first impression and keeps doors open for you. It shows you’re capable of remaining professional while overcoming discomfort and disappointment.
If future positions open up or their current hire doesn’t work out, chances are greater that this hiring manager will think of you.
There may also be other relevant positions open. Keeping the relationship positive and remaining in contact may incentivize a recruiter to offer you a chance to interview for a different job.
Tips for responding to a job rejection email
A job rejection email response should follow the same etiquette as any other professional email: short, sweet, and to the point.
Always include the following in your rejection responses:
1. Say thank you
It takes a lot of work to plan interviews. Your hiring manager read through your resume, maybe examined work samples or a portfolio, likely thought of questions to get to know you, and worked to make you feel comfortable during the process. Return the courtesy and show your gratitude.
This is an excellent opportunity to compliment them and finish the process on a high note. Here are a few examples:
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"I really appreciate you working around my schedule for the interviews."
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"I appreciate the thoughtful answers you gave me about the company."
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"I enjoyed meeting you and hope we can work together someday."
2. Show your interest in the company
Remind them why you’re interested in the company and that you’d like to be considered for future roles. Reiterating your interest shows you’ve done your research and know what you want — this is what recruiters want from their employees.
You’ll increase the chances they’ll contact you about future roles if they know you really want to work there.
3. Ask for feedback
Criticism can be challenging to hear, especially after a job rejection, but you can only fix a problem if you know it exists. Ask for honest feedback about your interview performance and the skills and experiences you’d need to become the right candidate.
4. Leave contact information
The goal of your response is to keep this connection going to increase the chances you’ll hear about future opportunities. Make sure to leave several contact methods in your email signature, such as a phone number, LinkedIn profile, and Calendly link.
Rejection response email samples
Hiring managers are busy, so keep your message short and sweet. We recommend the following structure:
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A professional salutation
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A sentence thanking them for the opportunity to interview
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A few sentences letting them know you'd like to be considered for future positions
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A few sentences demonstrating your disappointment and asking for feedback
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A formal closing
Here are a few email samples:
Example 1
Dear [hiring manager name],
I hope this email finds you well.
Thank you for the opportunity to get to know [company name] and for taking the time to interview me. I appreciate you working around my schedule to fit in an interview.
I really identified with the company culture and am disappointed not to be joining the [sector title] team. I’d love to be considered for other job opportunities down the line.
If you have the time, I’d appreciate your insights regarding what would have made me a more ideal candidate. Could you provide me with some interview feedback?
Again, I appreciate your time. Please feel free to contact me at this email or at [insert phone number].
Best regards,
[Full name]
Example 2
Dear [hiring manager name],
I hope you had a great weekend.
Thank you for giving me the opportunity to interview for [job title]. Everyone made me feel really comfortable throughout the process.
While I was disappointed not to get the job, I understand everyone can’t be a perfect fit. If your organization has any roles open that might be a better match for my skills, I’d love to be considered.
If you have the time, please provide feedback on my interview as I’m always looking to improve my professional skills. Feel free to respond to this email or connect with me on LinkedIn [insert profile link].
Best,
[Full name]
Making the most of rejection
No one wants to learn how to respond to a job rejection. Deleting the email and moving on would be better for our ego. But, while it’s perfectly normal to feel disappointment, if you’ve come this far in the job-seeking process with a company, you’ll feel better if you finish on a positive note.
A positive rejection response leaves a lasting impression. Even if it doesn't lead to another job opportunity with that same company, asking for feedback is an excellent way to improve your skills and get a job elsewhere.
