How to respond to a job rejection email: gracious templates
A rejection reply takes three minutes and most candidates never send one. The ones who do are remembered. Recruiters reuse their shortlists constantly, and a gracious reply is how you end up first in line when the hire does not work out or a similar role opens.
Before you hit send
Reply within a day or two, while the process is still fresh for everyone.
Thank them, state you remain interested in the company, and stop. Three or four sentences.
Never argue with the decision or ask them to reconsider. It closes the door you are trying to keep open.
Ask for feedback only after an interview, not after a CV-stage rejection, and accept that many companies will not give it.
If you connected well with the interviewer, this is the right moment for a LinkedIn connection request.
Gracious close, door open
The default reply after an interview-stage rejection.
SubjectRe: [Job title], thank you
Hi [Name],
Thank you for letting me know, and for the time you and the team invested in the process. I'm disappointed, but I understand these decisions are rarely easy.
I really enjoyed learning about [Company] and would be glad to be considered for future roles where my background in [your field] fits.
Wishing you and the team every success with the new hire.
Best regards,
[Your name]
Asking for feedback
After a later-stage rejection, when you genuinely want to know what to improve.
SubjectRe: [Job title], thank you, and a small request
Hi [Name],
Thank you for the update and for a well-run process. Naturally I'm disappointed, but I appreciate the clear answer.
If you have a moment, I'd value one or two points of honest feedback from the interviews, anything that would make me a stronger candidate next time. I completely understand if that's not something you can share.
Either way, I'd be happy to stay in touch for future openings at [Company].
Best regards,
[Your name]
Staying on the radar
When the company is a genuine favourite and you want to be remembered for the next opening.
SubjectRe: [Job title], keeping in touch
Hi [Name],
Thanks for letting me know. No hard feelings; the conversations only strengthened my impression of [Company].
I'd love to be kept in mind for similar roles down the line. I'll keep an eye on your careers page, and please feel free to reach out directly if something opens up on the [team name] side.
Thanks again for the time and consideration.
Best regards,
[Your name]
Swap every [bracketed] placeholder before sending. And once it's out, log the follow-up in
the free LinProfi extension so the next nudge
never slips your mind.
Questions
Should I even reply to a rejection email?
If you got past the first interview, yes. It costs nothing, keeps the relationship warm, and recruiters genuinely remember gracious candidates. For automated CV-stage rejections, a reply is optional and usually unread.
Is it okay to ask why I was rejected?
After interviews, a polite request for feedback is fine and sometimes pays off. Phrase it as a request for one or two pointers, make clear you accept the decision, and do not push if the answer is a generic no. Many companies decline for legal reasons.
Can replying to a rejection lead to another offer?
It happens more than you would think. First-choice candidates decline offers, fail background checks, or leave within months, and adjacent roles open constantly. A gracious reply plus a note in your tracker to check back in a few months keeps you in that pipeline.
What if the rejection stings and I am angry?
Wait a day before replying. Never send the angry version; the industry is smaller than it looks, and the recruiter who rejected you today may screen you somewhere else next year.
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