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Polite and to the Point Rejection Email Templates for IT Firms

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Every job opening has several people applying for it and candidates must successfully go through the different stages of the hiring process to be selected for a particular role. In the end however, the job opening is filled by one person who is deemed most suitable for the job. This means that the other job applicants haven’t been selected for the role and it’s important to communicate this decision to them. IT firms attract several thousands of applications each year and most of them are rejected at some stage of the hiring process. While this is only natural to the selection processes of firms, it’s important to make use of rejection emails to notify the applicant that they have been rejected.

A rejection email is one which is sent to a candidate who has not been selected for the job they had applied for. Such an email notifies the candidate of the firm’s decision not to move forward with the candidate.

Why waste time sending a rejection email?

IT firms already have a lot on their plate and spending time and efforts on sending out rejection emails may seem like a colossal waste of time. After all, if the candidate wasn’t considered suitable for the job, what’s the point of communicating with them again? Such emails may also sound like a bad idea because nobody wants to be the bearer of bad news for someone else. People would rather avoid this altogether and so, IT firms sending out rejection emails may sound like a bad idea.

This couldn’t be further from the truth. Sending out rejection emails is actually necessary and any business that values its credibility in the market knows this. Here’s why rejection emails from IT firms are so important:

  • They recognize the effort put in by applicants

Candidates taking time out to apply for the position at your firm are investing their time and effort because they see value in your brand and merit in applying for a role in it. Acknowledging their effort by thanking them for the interest they’ve shown in your firm establishes a more personal connect between you and the candidate and reduces any negative feelings they may have towards your company.

  • They reduce how many check-in emails you get from applicants awaiting a response

Waiting to hear back from firms is stressful for candidates and keeps them on high alert. The waiting period can make them extremely restless and result in them sending you several check-in emails inquiring about the status of their application. It’s only normal to wonder about your results when you’ve applied for something. An overload of email check-ins will eventually increase your work.

  • They help you stay in touch with candidates who may be a good fit for some other position

You may come across a candidate who didn’t fit the current job requirements but they may still be very strong candidates. You may want them to work in another position in your firm for which they possess the right skill set and cultural fit. Letting them know this through a rejection letter is important so that you can motivate them to apply for a role in the firm for which they’re better suited.

  • They increase employer branding

All of these benefits ultimately leave candidates with a better experience with your firm and increase employer branding.

Rejection email templates for IT firms

It’s time consuming and ineffective to formulate a rejection email from scratch for each rejected candidate. A rejection email template can make the process easier. Such templates can be used at different stages of the hiring process. Given below are some templates that can be used effectively as rejection emails at 3 different stages of the hiring process:

  1. Just after they’ve applied for the job

Template:

Dear XYZ,
Thank you for your interest and application for the positon of xx at yy (company name). Although your application impressed us, we want to inform you that at this point of time, we can’t move forward with it for the position of xx at yy.

We encourage you to re-apply if you come across another relevant opening at yy (company name) in the future.
We appreciate your effort and wish you good luck on your job search.
Thank you for applying.
Regards,

ABC (sender’s name)

(Position)

(Company name)

At this early stage of hiring, candidates haven’t invested too much time or effort into their application, so a rejection email sent at this stage can be brief. All you have to do is inform them of your decision to not go ahead with them.

  1. After they’ve undergone some kind of screening for the job

Template:

Dear XX,
Thank you for completing the zz (screening tasks – assessments, trial specs, screening call, etc.) successfully on vv (date of screening task) for the position of xyz at yy (company name).

Reviewing your performance was enjoyable for us and we identified many skills that are in your favour for the position of xyz. However, we must inform you that we won’t be able to proceed with you at this point for the role under consideration. (Add personalized feedback as to why where you can).

Feel free to re-apply if you come across another relevant listing at yy (company name).We appreciate your effort and wish you good luck on your job search.
Thank you for applying.
Regards,

ABC (sender’s name)

(Position)

(Company name)

At this intermediate stage, candidates have put in some time and effort into taking the required screening tests for the job role. They’re more invested at this stage because they view it as one step closer to getting the job. Rejection emails sent out at this stage need to be a little more detailed, thanking candidates for their time and providing valuable feedback where possible.

  1. After they’ve been interviewed for the job

Template:

Dear XYZ,
Thank you for meeting us for an interview on (date of interview) for the position of xx at yy (company name). While we enjoyed talking to you about your experience, skills, and job expectations, we’d like to inform you that we have chosen another candidate for the position of xx at yy (company name).

This was a difficult decision to make because several of your strengths stood out to us during your interview. We were impressed by your (mention what qualities of the candidate impressed you) but felt that you could (mention any constructive feedback you have for the candidate).

We have decided to go ahead with another candidate who (mention distinguishing fact – work experience, skillset, etc.).
We will continue to post about more openings in the future and encourage you to re-apply for relevant listings that you come across at yy (company name).
We appreciate your effort and wish you good luck on your job search.
Thank you for applying.
Regards,

ABC (sender’s name)

(Position)

(Company name)

At this final stage, a more detailed rejection email is needed as candidates have spent a considerable amount of time in the application process and are eager to hear whether or not they got the job. Let them know early on in the rejection email that they haven’t been selected and that you have instead, decided to go ahead with another more suitable candidate for the role. It’s also a good idea to commend them on skills you were genuinely impressed by and areas you felt they could work on. Such constructive feedback will only be beneficial to them in their future endeavours. You can even let them know that you’ll be retaining their applications in your talent pool in case another position opens up in the company for which you feel they are suited. End by thanking them for their effort and wish them luck on their job search.

Tips to keep in mind when framing rejection emails

  • Maintain clarity in the subject line so that your email isn’t overlooked by the candidate. Saying something like, “Your Job Application at XX” is one such example of a clear subject line the candidate will take notice of.
  • Make it personal by using their name instead of just addressing them as “Dear Applicant.” Structuring it as a one on one conversation will improve the candidate’s experience with your firm and make a lasting impression.
  • Be empathetic and communicate through your language that you understand how it feels to receive such an email.
  • Show gratitude for the interest and effort they’ve taken in applying to your firm.
  • Be genuine when you communicate your decision. Commend them on their skills and offer feedback where necessary but be careful of saying too much as this could result in legal action being taken against you by them.
  • If you think that they’re better suited for another role within your firm, let them know and encourage them to apply for it. Don’t say this as an attempt to make them feel better though if you genuinely don’t mean it.
  • End the rejection email on a positive note by wishing them luck on their job search. Just because you’re rejecting a candidate doesn’t mean you can’t do it respectfully.

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