Sending a "no" doesn't have to be awkward. In fact, a thoughtful rejection email can strengthen your brand and maintain a relationship, even when delivering disappointing news.
Starting with a template makes it simple to be clear, kind, and consistent every time. Here are five types you can adapt for almost any situation.
<template>
Subject: Your Application for the [*Job Title*] Position
Hi [*Candidate Name*],
Thank you for your interest in the [*Job Title*] position at [*Company Name*] and for taking the time to share your experience with us.
We received a large number of applications, and the selection process was quite competitive. After careful consideration, we have decided to move forward with other candidates whose qualifications more closely match the current needs of this role.
We genuinely appreciate you applying and wish you the best of luck in your job search. We will keep your resume on file for any future openings that may be a good fit.
Best,
[*Your Name*]
[*Your Title*]
[*Company Name*]
</template>
<template>
Subject: Regarding Your Proposal for [*Project Name*]
Hi [*Name*],
Thank you for sending over your proposal for the [*Project Name*]. We appreciate the time and effort you put into it.
After reviewing it with our team, we've decided not to move forward at this time. While we were impressed with [*mention something specific you liked, e.g., your approach to X or your creative ideas for Y*], we have chosen to go in a different direction that aligns more closely with our current project goals.
This was a tough decision, and we're grateful for the opportunity to learn more about your work. We wish you the best with this project and future endeavors.
Best,
[*Your Name*]
[*Your Title*]
[*Company Name*]
</template>
<template>
Subject: Update on your interview for the [*Job Title*] role
Hi [*Candidate Name*],
It was great to speak with you about the [*Job Title*] position. Thank you for taking the time to meet with our team and share more about your background.
Following our conversation, the team has decided to move forward with another candidate for this role. This was a difficult decision, as we were impressed with your experience in [*mention something specific from the interview, e.g., your approach to project management*].
We really enjoyed our conversation and will keep your information on file for future roles that may be a good fit. We wish you the very best in your job search.
Best,
[*Your Name*]
[*Your Title*]
[*Company Name*]
</template>
<template>
Subject: Your Partnership Proposal with [*Company Name*]
Hi [*Name*],
Thank you for reaching out and sharing your partnership proposal. We appreciate you thinking of [*Company Name*] and the time you took to outline your ideas.
After careful review with our team, we've decided that this partnership isn't the right fit for us at this moment. While we were impressed with [*mention something specific, e.g., your brand's mission or your proposed collaboration idea*], we are currently focusing our resources on other strategic initiatives and have decided not to move forward with new partnerships at this time.
We'll certainly keep your company in mind for any future initiatives that seem like a better match. We wish you all the best with your work.
Best,
[*Your Name*]
[*Your Title*]
[*Company Name*]
</template>
<template>
Subject: An Update on Your Grant Application for [*Grant Name*]
Hi [*Applicant Name*],
Thank you for applying for the [*Grant Name*] and for sharing your project with us. We appreciate the time and care you put into your proposal.
Our review committee received a significant number of compelling applications for this funding cycle. After a thorough review process, we have made the difficult decision to fund other projects whose proposals more closely aligned with our specific objectives for this grant.
This decision does not reflect on the merit of your work, and we encourage you to apply for future funding opportunities. We wish you the best in securing the resources needed to bring your project to life.
Sincerely,
[*Your Name*]
[*Your Title*]
[*Organization Name*]
</template>
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Sending a thoughtful 'no' is a key part of building a strong brand. These templates help you communicate with clarity and respect in any situation.
For all the other emails that grow your business, Flodesk provides an intuitive platform to design and send beautiful campaigns. You can get started today.
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