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How To Respond To A Rejection Email (The Right Way)

How To Respond To A Rejection Email (The Right Way)

Applying for jobs and interviews is a challenging time in anyone’s life, and receiving a rejection email can be heartbreaking.

Most people probably get a rejection email and leave it at that, but did you know that replying to it can be beneficial?

Sending back a reply can help you get feedback, which can help you improve for future interviews and applications. It isn’t easy, but it can do a lot of good and help you get a job down the line.

If you are wondering what to say in response to a rejection email, you’re in the right place. We will go over what you need to know right here.

Responding To A Rejection Email

When it comes to answering a rejection email, there are eight things to do:

  1. Address the sender/recipient by their name
  2. Thank them for their time
  3. Let them know you’re disappointed
  4. Express ongoing interest
  5. Ask for feedback
  6. End the email politely
  7. Proofread before sending

Let’s take a look at each of these steps in more detail below.

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1. Address The Sender/Recipient By Their Name

Address either the person who conducted the interview, or the person who sent you the rejection letter.

By doing this, you’re showing that you took the time to actually write the letter rather than using the same boring template for lots of rejections.

2. Thank Them For Their Time

Show that you appreciate the person for actually writing out the rejection letter. It’s common for companies to not even respond to you, leaving you in the wind.

You can also thank them for interviewing you, no matter how it was conducted.

Let them know that you appreciate the opportunity, and meeting them was good. This can just be written up in a line or two, so don’t get into it too much.

3. Let Them Know You’re Disappointed

Let them know that you are disappointed to receive the rejection letter. This tells them that you were genuinely interested in the position.

While this is an important step, ensure that you keep it brief, or else it can send the wrong message and start to sound like a pity-party.

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Tell them that you wish them luck with picking the right candidate for them, as there are likely many excellent people who applied.

4. Express Ongoing Interest

Letting the recruiter or company know that you have ongoing interest is crucial for replying to rejection letters. If you don’t take the time to tell them this, they could assume you have already been accepted elsewhere.

A recruiter is more likely to think of you when another vacancy comes up if you tell them that you’re still interested in working for the company.

This can also show that there is something specific about the company that you like, which can be very beneficial.

5. Ask For Feedback

Ask your interviewer for feedback. This is also crucial, as it shows them that you take it seriously, and genuinely wish to improve.

Doing this can be extremely beneficial if you are new to the job industry, such as a recent graduate.

When you do ask for feedback, ensure that it’s done in a respectful manner.

Always be polite, and let them know that they shouldn’t feel obligated in any way, especially if it would be time-consuming.

6. End The Email Politely

When closing the letter, thank them again for taking the time to communicate and interview you. Reiterate that you have an ongoing interest in working for the company, but only if you truly do.

End the email with “yours sincerely” in most cases.

If the interview process and company is more relaxed, using “best regards” is fine. Make sure to leave your name and contact information at the end.

7. Proofread Before Sending

This is key. Proofread everything you have written. Ensure that it is:

  • Polite
  • Relevant
  • Concise
  • Professional
  • Free of spelling and grammatical errors

Final Thoughts

That’s all you need to know about writing a response to a rejection email! It might be the last thing you feel like doing, but taking the time to respond can be incredibly beneficial.

It shows your character, and lets the company know that you are worth considering again.

Always tailor your replies to the actual email you sent, rather than using a pre-written template. Chances are, the company will know the difference and remember it!

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About Derek Gallimore

Derek Gallimore has been in business for 20 years, outsourcing for over eight years, and has been living in Manila (the heart of global outsourcing) since 2014. Derek is the founder and CEO of Outsource Accelerator, and is regarded as a leading expert on all things outsourcing.