What Is a Rejection Letter?
A Rejection Letter is a typed or handwritten document sent to the applicant or candidate for a job position, higher education, or lease to inform them that they are no longer considered for the opportunity they were looking for.
Sometimes, even the best resumes and application packages sent by people with the great background can be rejected for a variety of reasons - maybe, you have already found another individual to do the job in question, there are no more available spots in your university, or you chose to enter a lease agreement with another person who was willing to comply with your personal requirements for the property in question. Either way, a personable and warm letter, probably even with helpful feedback and advice, sent to the individual that may have invested a lot of time and money into the application process will help cushion the blow since the rejection might be painful and unexpected.
Check out our library below to download printable Letter of Rejection templates and samples. You can choose a Rejection Letter template and customize it to fit the particular needs of your situation.
Rejection Letter Types
Although it is not required to send a Rejection Letter, consider doing it as a courtesy - it is important to maintain a professional and positive relationship because you never know whether you will deal with the candidate in the future, so a polite Rejection Letter is highly recommended. Choose a Rejection Letter template below and customize it to fit the particulars of your situation:
- College Rejection Letter. Notify the individual they will not be admitted to your educational institution and state the reason for that - perhaps, they did not pass the screening process or their application lacks the skills and experience you are currently looking for.
- Job Rejection Letter. Inform the applicant that you are not hiring them for the position they applied for. You can explain the reasons behind your judgment and praise their qualifications if you sincerely feel they can be a great fit for another company.
- Tenant Rejection Letter. If you found questionable information in the tenant's documentation or you just opted for another person, tell them you will not be leasing your premises to them.
How to Write a Rejection Letter?
Follow these steps to create a Letter of Rejection:
- Write the salutation and introduce yourself - enter your name and the name of the organization you represent.
- Thank the individual for the time and interest given to your organization or announcement.
- Indicate your decision to reject their request or application. Do not include vague language and expressions to avoid further inquiries in case you were not clear enough.
- Say supportive things to the individual who reached out. You can mention their education and extensive work experience that will attract the attention of other colleges, universities, or companies looking for employees.
- If you reject a lease application, tell the person who wrote you they have impressed you with the documentation they provided but you decided to choose another applicant and not because of some negative characteristics they may have described.
- End the letter with a note of thanks and a signature. Send this document as soon as the decision is made - the candidate may be anxiously awaiting your verdict, so do not make them wait too long.
How to Respond to a Rejection Letter?
Here are some tips for you to take into consideration when responding to a Rejection Letter:
- Even though you have received negative information, do not be frustrated - writing a Rejection Letter response is a great way to support a relationship with another party even though they rejected you;
- Thank the individual who took the time to write the letter for their consideration and a follow-up to your correspondence or interview;
- Tell them you have appreciated a chance to discover more about the company or educational institution;
- If you still have not found other options - a new job, apartment, or university - you can confirm your continued interest and offer to stay in contact;
- Do not forget to remain professional and polite - do not show your anger and resentment, especially when sending official correspondence. You should not take the negative decision personally - most likely, a letter you received was not personal, so do not be upset the person or organization that said "no" to you selected someone else.
Related Letter Tags and Templates:
Use this sample letter to notify a job candidate their Job Application is rejected.
Use this printable template to inform an interested job applicant that they have not been chosen for the position they applied for.
This letter is written on behalf of the university to a prospective applicant in order to make it clear that they were neither accepted nor put on a waitlist for the school.