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How to Respond to a Job Rejection Email?

Last Updated : 05 Apr, 2023
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The job market is extremely intensive, with many job aspirants from different locations vying for the same spot. If a company is a reputed and high-earning business, the competition is even more cutthroat and strong. So, job applicants should send their resumes and cover letters to various companies for higher chances of getting accepted. On average, all corporate job positions open for recruitment gets 250 resumes

How to Respond to a Job Rejection Email

 

Out of this number, 4-6 applicants get the chance for an interview, and then only one is selected. For the rest of the candidates, the recruitment team members send job rejection alerts to the ones who applied. If you are one of the applicants that got a rejection email, how should you properly respond to it? Maintaining a dignified and cordial behavior even in accepting rejections shows a good impression overall. Here, you will get some of the best tips on how to properly respond to job rejection emails. 

What is the Need for Responding to Rejection Emails?

That is something that comes to the mind of many individuals while going through the drudgery of the recruitment process. If one has applied to multiple companies and gotten a lot of such emails, that feels even more discouraging. 

So, is it really important to respond to such job rejection emails any longer? 

The answer is yes. From a professional standpoint, sending a professional response to the recruiter about the job rejection is customary and highly respectful. Especially if you receive the job rejection note after going through the interview phase or multiple rounds of it. 

Sending a well-crafted professional response to the rejection creates a good impression on the recruiters. There are multiple reasons for the rejection, like how 88% of recruiters’ rejection relates to the lacking of good photos in the CV.  

They may still find you a good candidate and may consider your application for other work options if you maintain a cordial and professional front. 

If you are still wondering why you should reply to such emails, here are some common reasons

1. Professionalism is Maintained: Consider this- you are speaking to someone directly, and they turn around and walk away without responding. This act is uncourteous and offensive to the speaker and shows a lack of maturity. Therefore, when applying the same to professional conversations, it is unprofessional and rude to not reply to a recruiter’s email. Even sending a “thank you for your time” message is graceful. 

2. More Potential Opportunities: It is possible that the company rejected you due to other reasons. Examples include a lack of open positions or finding a better-suited applicant for the job. Indeed, these do not imply that they do not find your capacity to be high, just not a right fit for them at the time. Therefore, sending a thoughtful and polite response may impress them and make them save your CV for future open positions. 

3. Gain Necessary Feedback: In case the reason for the rejection is due to something you did or said wrong in the interview phase, it is better to know it. So, prepare a response requesting feedback on what you can improve. Then, apply the suggestions for your next application. 

Best Ways to Respond to Job Rejection Emails

Here are some of the most appropriate ways to reply to a job rejection email, maintaining a good impression on both sides.

1. Thank the Interviewer 

One of the best ways to respond to the interviewer is to courteously thank them for the opportunity, the email, and other aspects. For example, many recruiters at some mediocre companies may not even send the rejection alert, leaving you confused about the status of your application. So, it would help if you thanked them appropriately. 

Here are some suggestions:

  • Thank the recruiter for sending the email in a straightforward matter. 
  • Offer your gratitude about having gotten the search to apply to their company and meeting the workers there, which added to your learning experience. 
  • Thank them for their time in accepting your original resume and for considering you for the position in the first place. 

In the email, keep this part concise, preferably in 1-2 sentences. This works well as a starter point in the response email to job rejections, so it is recommended to add it for certain. 

2. Mention Your Disappointment

Yes, you are thankful for their consideration, but the rejection itself is disappointing. The recruiter knows that, so add this information in your response, albeit in a polite and friendly manner. 

Admitting your disappointment at not being able to work for the company and position shows your level of interest in that. So, recruiters do find it a suitable addition to such emails. 

3. Showcase Your Consistent Interest 

After thanking and mentioning your regret positively, assure the recruiter that the rejection has not reduced your respect or interest in the company. Indeed, mention that you will still be open to working with them in the future if other jobs open up. 

4. Ask Politely For any Feedback

If your interview was extremely good, it is natural for you to be confused about the rejection. In that case, adding a part in the job rejection response email asking them for their feedback is a good choice. 

Therefore, when you get a response, you can work on the constructive criticism you might get. Consequently, you can avoid those errors in future application processes. 

Example of Responding Emails to Job Rejections 

For a clearer understanding, here are some examples of how to appropriately reply to job rejection notifications. 

“Dear [HR Officer Name], 

I am grateful to receive your response about the hiring decision for the position of [Job Role] I applied to. While I am disappointed that I did not pass the selection process, I am grateful for the opportunity to get an interview. 

I found meeting your company officials very informative and educational, and I appreciate the learning experience. I look forward to getting the opportunity to work with your team in the future.

If you have some time, I would be much obliged if you could provide feedback on my interview and application. I can take your insight and apply it to my job search endeavors. 

Again, thank you for the time and consideration, [HR Officer Name]. Hope to hear from you soon. 

Sincerely, 
[Full Name].”

Conclusion 

Overall, you can impress the hiring manager by responding to the rejection email. It is a sign of good faith and professionalism if you create a polite and well-structured reply to rejection emails. So, follow the suggested tips and examples here to craft a personalized response email properly.  


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