Voor de meeste kandidaten eindigt elk sollicitatieproces op dezelfde manier: zonder een aanbod. De manier waarop je dat nieuws brengt, bepaalt je werkgeversimago net zozeer als je aanbod zelf. carrièrepagina Dat klopt. Een slecht geschreven afwijzingsbrief kost je een toekomstige sollicitant, een klant of een doorverwijzing. Een goed geschreven brief kost je vijf minuten en beschermt ze alle drie.
This guide walks through what a rejection letter is, when to send one, the exact steps to write it, and ready-to-use templates for every hiring scenario: post-application, post-interview, internal candidates and internships.
What Is a Rejection Letter?
A rejection letter is a formal written notice informing a job candidate they were not selected for a position. It can arrive as a physical letter, an email or a message through an het volgsysteem van de sollicitant and typically includes a thank-you for applying, the decision and, where appropriate, a note about future opportunities.
The terms “rejection letter,” “rejection email,” and “rejection message” are often used interchangeably, but they differ in formality. A rejection letter tends to be used for later-stage or senior candidates. A rejection email is the standard for high-volume hiring. A rejection message often refers to a short, templated note sent through a job board or ATS.
When to Send A Rejection Letter
Not every stage of hiring calls for the same response, and getting the timing wrong is one of the most common candidate-experience complaints.
After A Resume Screen, Before Any Interview
A short, templated email is appropriate here. Candidates do not expect personalization at this stage, but they do expect something: silence after applying is consistently rated as one of the worst parts of modern job searching.
After An Interview
This requires more care. The candidate invested time, possibly took time off work and built some expectations. A generic mass-template here reads as dismissive of that investment. Even a short, slightly more personal note makes a measurable difference in how the rejection is received.
For Internal Candidates
This is the highest-stakes version. The person stays your employee after reading this letter. Tone matters more here than in any other scenario, and it is worth a manager or HR conversation alongside the written notice, not instead of it.
Some companies choose not to send anything at all, particularly for early-stage applicants who never reached a human reviewer, often because an applicant tracking system auto-filters them out before anyone sees the resume.
This is common but increasingly seen as poor practice as candidates compare notes online about which companies close the loop and which ones do not.
How to Write a Rejection Letter (Step by Step)
A good rejection letter follows a predictable structure. The order matters as much as the content: candidates read the first two lines and decide how the rest will feel before they have finished the paragraph.
Step 1: Thank The Candidate Specifically
Open by thanking them for applying and, if they interviewed, for their time. Name the role. “Thank you for applying” reads as generic; “thank you for taking the time to interview for the Marketing Coordinator role” reads as intentional. This is the easiest place to make a form letter feel less like one.
Step 2: Deliver The Decision Clearly, Early in The Letter
Do not bury it under three paragraphs of preamble. State the decision by the second or third sentence. Candidates scan for the outcome first; making them hunt for it, or read past a wall of pleasantries to find a “however,” creates unnecessary anxiety and reads as evasive rather than kind.
Step 3: Give A Reason Only If Your Policy Allows It
Some companies share specific feedback; many do not, for legal and consistency reasons. If your HR or legal team has not cleared specific feedback, default to a general statement like “we decided to move forward with a candidate whose experience more closely matched our current needs” rather than improvising a reason on the spot.
Whatever your policy, apply it consistently. Inconsistent feedback across candidates is a common source of legal exposure, so this is worth confirming with legal or HR counsel before finalizing your standard letter.
Step 4: Keep The Door Open, But Only Where It Is Genuine
“We will keep your resume on file” is one of the most distrusted phrases in hiring, largely because it is rarely followed up on. If you mean it, if there is a real talent pool, a role in six months or genuine interest in reconnecting, say so specifically (“we would like to keep your resume on file for our Q3 opening”). If you do not mean it, leave the line out entirely rather than including it as filler.
Step 5: Close Warmly And Wish Them Well
A short, sincere closing line goes further than an elaborate one. “We wish you the best in your job search” or “we hope our paths cross again” both work. The goal is warmth without overpromising.
Step 6: Proofread for Name And Role Accuracy
This sounds obvious, but it is the single most common, and most embarrassing, failure point in rejection letters, especially when sent via mail-merge to a batch of candidates.
Sending “Dear [First Name]” or referencing the wrong job title undoes every bit of care put into the rest of the letter, and candidates screenshot these mistakes and share them publicly more often than companies expect. Always send a test version to yourself first when sending in bulk.
Rejection Letter Templates by Scenario
The right template depends on how far the candidate progressed in your process. A one-size-fits-all letter is the fastest way to make an interviewed candidate feel like a number. Below are ready-to-use templates for each common scenario.
Copy, personalize the bracketed fields and adjust tone to match your company voice.
General Application Rejection (No Interview)
Use this for candidates rejected at the resume-screen stage, before any human conversation took place. Keep it short: this candidate has not built up expectations of a personal relationship with your team, so brevity reads as respectful rather than cold.
Subject: Update on Your Application for [Job Title]
Geachte [naam kandidaat],
Thank you for applying for the [Job Title] position at [Company Name]. We appreciate the time you took to submit your application.
After careful review, we've decided to move forward with other candidates whose experience more closely aligns with what we're looking for at this time.
We encourage you to apply for future openings that match your background, and we wish you success in your job search.
Hartelijke groeten,
[Uw naam]
[Bedrijfsnaam]
Post-Interview Rejection Letter
Use this once a candidate has interviewed. Even a single screening call changes the expectation. The tone should acknowledge the time they invested and, where genuine, offer something more specific than the general-application version.
Subject: Update on Your [Job Title] Application
Geachte [naam kandidaat],
Thank you for taking the time to interview for the [Job Title] role at [Company Name]. We enjoyed learning more about your background in [specific skill/experience discussed], and we appreciate the effort you put into the process.
After careful consideration, we've decided to move forward with a candidate whose experience more closely matches our current needs. This was a competitive process, and the decision was not a reflection of your qualifications.
We'd like to keep your resume on file and reach out if a future opportunity aligns with your background. [Only include this line if genuinely true.]
Thank you again for your interest in [Company Name], and we wish you the best in your search.
Met vriendelijke groet,
[Uw naam]
[Bedrijfsnaam]
Note: the bracketed reference to a specific skill or conversation topic in the post-interview template is not optional filler. It is the single detail that separates a template from a form letter in the candidate’s eyes.
Even one sentence referencing something from the actual conversation changes how the rejection lands.
Internal Candidate Rejection Letter
This is the highest-stakes template in this guide. Unlike an external candidate, this person remains your employee after reading it. They will see the successful candidate in meetings, and may report to them.
And they will remember how this moment was handled for the rest of their tenure. This letter should never be the only communication; it should follow, or accompany, a direct conversation with their manager or HR, not replace one.
Subject: Update on the [Job Title] Internal Application
Dear [Employee Name],
Thank you for applying for the [Job Title] role and for the conversations we had throughout the process. Your interest in growing within [Company Name] is genuinely appreciated.
After careful consideration, we've decided to move forward with another candidate for this particular role. This decision reflects the specific needs of this position at this time, not a reflection of your value to the team or your potential for growth here.
I'd like to set up time to talk through this decision directly and discuss what development or opportunities might be a good fit for you going forward. [Confirm this happens; don't include the line unless a follow-up conversation is actually scheduled.]
Thank you again for putting yourself forward, [Employee Name]. We value your contributions to [Company Name].
[Uw naam]
[Manager/HR Title]
Note: the follow-up conversation referenced above is not optional. An internal rejection delivered only in writing, without a real conversation, is consistently cited as one of the fastest ways to lose an otherwise engaged employee.
Internship Rejection Letter
Internship candidates are often early in their careers, sometimes experiencing their first professional rejection. A slightly warmer, encouragement-forward tone is appropriate here without straying into empty platitudes.
Subject: Update on Your [Company Name] Internship Application
Geachte [naam kandidaat],
Thank you for your interest in the [Internship Title] position at [Company Name] and for the time you invested in the application process.
After careful review, we've selected other candidates whose experience and availability more closely match this internship's requirements. This was a competitive process with many strong applicants.
We encourage you to apply for future internship or entry-level opportunities with us, and we wish you continued success in your studies and career.
Hartelijke groeten,
[Uw naam]
[Bedrijfsnaam]
Post-Offer / Employee Rejection (Offer Withdrawal Edge Case)
This template covers a less common but higher-sensitivity scenario: a candidate whose offer was later withdrawn (for example, due to a failed background check, budget change or reference issue), or a current employee whose internal transfer offer was rescinded.
Because expectations were already set at the offer stage, transparency matters more here than in any other template. Vague language will prompt follow-up questions you should be prepared to answer directly.
Subject: Important Update Regarding Your Offer for [Job Title]
Geachte [naam kandidaat],
I'm reaching out regarding your offer for the [Job Title] position at [Company Name]. Due to [specific, honest reason, e.g., a change in business needs, budget constraints], we are no longer able to move forward with this offer.
We understand this is disappointing news, particularly at this stage of the process, and we sincerely apologize for any inconvenience this causes.
[If applicable: We would like to discuss next steps, including any relevant support we can offer.]
Please don't hesitate to reach out with any questions.
Eerlijk,
[Uw naam]
[Bedrijfsnaam]
Rejection Email vs. Rejection Letter: When to Use Each
The words “letter” and “email” get used interchangeably in casual conversation, but the two formats serve slightly different purposes in practice.
| Rejection Email | Rejection Letter | |
| Formality | Standard, efficient | Slightly more formal |
| Snelheid | Sent quickly, often templated | Sometimes drafted more deliberately |
| Typical use case | High-volume hiring, early-stage rejections, ATS-driven workflows | Senior roles, formal or traditional industries, internal candidates |
In practice, most companies today use email for the vast majority of rejections. It is faster, trackable and expected. A physical or more formally worded letter is now largely reserved for senior leadership hires, highly formal industries (legal, government, academia), or situations where a company wants the extra weight of a signed document.
A short rejection email template:
Subject: Update on Your [Job Title] Application
Hallo [naam kandidaat],
Thank you for applying for the [Job Title] role at [Company Name]. After reviewing all applications, we've decided to move forward with other candidates.
We appreciate your interest in [Company Name] and encourage you to apply for future roles that match your background.
Best,
[Uw naam]
The tone here is intentionally a shade more casual than the letter templates above: shorter sentences, a first-name greeting, no formal letterhead framing. That is appropriate for email; it would feel out of place in a printed letter.
Decline, Denial And Regret Letters: Are They the Same Thing?
Largely, yes, with some regional and industry variation in which word gets used.
“Decline letter” is often used when a company is declining a candidate’s application, a vendor’s bid or a partnership request. It is the broadest of the three terms and not exclusive to hiring.
“Denial letter” shows up in similar contexts to “decline,” sometimes with a slightly more formal or bureaucratic connotation (loan denials, benefits denials and job denials all use similar phrasing conventions).
“Regret letter” is more common in UK, academic and some international hiring contexts. “We regret to inform you” is the classic opening line this term derives from.
Functionally, all three follow the same structure covered earlier: thank, decide, optionally explain, close warmly. If you are searching for a “job denial letter” or “regret letter” template, the templates already provided in this guide apply directly. Just adjust the terminology to match your company’s or industry’s preferred phrasing.
Veelvoorkomende fouten die u moet vermijden
Most rejection letter complaints trace back to a small set of recurring errors:
- Generic, mass-blast tone. Sending the exact same template to a candidate who interviewed three times reads as dismissive of the effort they put in. Match the tone and specificity to how far they progressed.
- Delayed notification. Candidates who wait weeks for a response, especially after an interview, are far more likely to share the experience negatively, publicly. Send the rejection as soon as the decision is final, not once every other administrative task is cleared.
- Wrong candidate name or role. The most common failure in bulk or mail-merge sends. It undoes every other effort in the letter, and candidates screenshot these mistakes more often than companies expect.
- Overpromising on follow-up. “We will keep your resume on file” or “we will reach out for future roles,” said without any intention of following through, is one of the most distrusted phrases in hiring. If it is not genuinely true, leave it out.
- Burying the decision under corporate filler. Three paragraphs of pleasantries before the actual outcome forces candidates to hunt for the answer and reads as evasive. State the decision clearly and early.
- No conversation for internal or late-stage candidates. A written letter alone, with no accompanying conversation, is one of the fastest ways to damage trust with someone who invested significant time, or who remains your employee afterward.
FAQ’s on Rejection Letter
Do companies send rejection letters after an interview?
Most do, though timing and format vary widely. Companies with a strong candidate-experience focus typically respond within a week of the final decision; some smaller companies or high-volume hiring processes fall short of this, which is a common source of candidate frustration.
What should the subject line be for a rejection email?
Keep it neutral and clear rather than breaking the news in the subject line itself. Something like “Update on Your [Job Title] Application” works well. Avoid subject lines that reveal the outcome before the candidate opens the email, as this can feel abrupt.
How long after an interview should you send a rejection letter?
Within one to two weeks of the final hiring decision is a reasonable standard. Sending it sooner, once the decision is genuinely finalized, is generally better than delaying. Silence tends to be interpreted worse than a prompt “no.”
Is it rude not to send a rejection letter?
It is increasingly seen as poor practice, particularly for candidates who reached the interview stage. Early-stage applicants who are auto-filtered by an applicant tracking system before any human review are a partial exception, though even here, an automated acknowledgment is considered a baseline expectation today.
Final Thoughts on Writing Rejection Letters
A rejection letter is a small piece of writing that carries outsized weight. It is often the last impression a candidate has of your company, and how you handle it shapes whether they reapply, refer others or simply move on quietly.
The steps and templates in this guide are not about adding more processes to your hiring workflow. They are about making sure the process you already have treats people with the same care you would want if the roles were reversed.
Whether you are sending a quick email after a resume screen or a more considered letter to a candidate who made it through several interviews, the fundamentals stay the same: be clear, be timely and be honest.
Start with the templates above, adjust them to match your company’s voice and update them as your hiring process evolves. A thoughtful rejection letter costs you very little time to write, but it can leave a lasting, positive impression long after the position has been filled.
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