Receiving a rejection email is an inevitable part of any job search. While the initial disappointment is natural, responding thoughtfully can transform a rejection into a professional development and networking opportunity. Mastering the rejection response is a skill that demonstrates grace and strategic foresight in your career journey.
The Importance of a Professional Response
Sending a polite reply after a rejection is a strategic move with long-term benefits. It showcases your professionalism and respect for the employer’s time, leaving a lasting, positive impression on the recruiter and hiring manager. This positive impression keeps the door open for future opportunities at the company.
Roles frequently reopen, or new positions that better fit your skills may become available. Recruiters often maintain a database of strong candidates, and a gracious response can ensure you are kept in mind for these openings.
Key Elements of a Rejection Response Email
A well-crafted response to a rejection email is built on a few components. Each element serves a purpose, working to convey professionalism and continued interest. The message should be concise and respectful, turning a negative outcome into a positive professional interaction.
A Professional Subject Line
The subject line of your reply should be clear, making it easy for the recipient to identify your message. The simplest approach is to reply directly to the rejection email, which retains the original subject line, such as “Re: [Job Title] Application.” This helps the recruiter immediately recall your candidacy.
A Personalized Greeting
Always begin your email with a personalized greeting. Use the name of the hiring manager or recruiter who sent the email, such as “Dear [Hiring Manager’s Name].” This detail demonstrates that you are writing a considered response and sets a respectful tone.
Expressing Gratitude
Following the greeting, express gratitude for the opportunity and the time they dedicated to your application. Thank them for considering you for the role and for the chance to learn more about the company. A sentence like, “Thank you for letting me know about your decision and for the opportunity to interview with your team,” shows you value the experience.
Reaffirming Your Interest
While you are no longer a candidate for the role, it is effective to reaffirm your interest in the company. Express that you enjoyed learning about their mission and work environment. State that you would like to be considered for future roles that align with your skill set, which keeps you on their radar.
A Professional Closing
Conclude your email with a standard professional closing. Phrases such as “Best regards,” or “Sincerely,” are appropriate choices. Follow the closing with your full name to maintain a professional and polished tone.
How to Ask for Feedback
Asking for feedback after a rejection can provide valuable insights for your professional growth, but it must be handled with care. This request is more appropriate after you have gone through one or more interview stages, rather than after an initial application rejection. A company is more likely to offer constructive input when they have invested more time in getting to know you.
When you ask for feedback, frame it as a polite, no-pressure request for advice. You could write, “If you have a moment, I would be interested to hear any feedback you have regarding my application and interview. Any details you can provide would be helpful to my job search.”
Manage your expectations, as recruiters are often busy and may not be able to respond to every request. Do not be discouraged if you do not receive a reply. If you do receive feedback, it can be a tool to refine your interview skills or improve your application materials.
Rejection Email Response Examples
The following examples can be adapted to fit your specific situation and the tone of the company you communicated with. They incorporate the key elements of a professional response.
Example 1: The Standard Professional Response
Subject: Re: Application for [Position] at [Company]
Dear [Hiring Manager’s Name],
Thank you for letting me know your decision regarding the [Position] role. While I am disappointed that I will not be moving forward, I sincerely appreciate the opportunity to have interviewed and learned more about the team at [Company].
I truly enjoyed our conversation and remain very interested in [Company]’s mission. I would appreciate it if you would keep me in mind for any future openings that may be a good match for my skills and experience.
Thank you again for your time and consideration. I wish you and the team all the best.
Best regards,
[Your Name]
Example 2: The Response with a Feedback Request
Subject: Re: Application for [Position] at [Company]
Dear [Hiring Manager’s Name],
Thank you for the update on your hiring decision for the [Position] role. Although I am disappointed with the outcome, I am grateful for the opportunity to have spoken with you and your team.
It was a pleasure to learn more about [Company], and the experience has reinforced my interest in your work. If you have a moment, I would be very grateful for any feedback you could share about my interview or application that might help me improve in my professional development.
I would love to stay in touch and be considered for future roles that may become available. Thank you once more for the opportunity.
Sincerely,
[Your Name]
What to Avoid in Your Response
How you respond to a rejection is as much about what you avoid doing as what you do. Avoiding certain reactions is necessary to protect your professional reputation and maintain the positive relationship you have built. The goal is to show maturity, not to contest the outcome.
- Do not express anger or frustration in your email. While feeling these emotions is normal, conveying them in writing appears unprofessional and can burn bridges.
- Never ask the hiring manager to reconsider their decision or argue why you were the best candidate. Their decision is final, and challenging it reflects poorly on you.
- Avoid making excuses for your interview performance. A response to a rejection is not the appropriate forum for a post-mortem of your candidacy.
- Keep your email concise and to the point. A long, rambling message can seem defensive and will likely not be read in its entirety.