Receiving a job rejection email can be a bummer and may be difficult to handle, especially when you’ve been looking forward to this opportunity. However, it doesn’t have to hold you back from responding.

But how does one respond to a rejection email? Would it be ok to request feedback? Is it still possible to make an impression on the hiring manager?

According to experts, these are the ways to respond to a job rejection email:

You found what seemed like your dream job! You applied, made it through the interview process, and waited on pins and needles to hear back. And when you heard from the company, the message was, “Thank you for your time, but we’ve decided to go in a different direction.”

It can be so disappointing to read those words, and it’s tempting to hit delete on that note and never look back.

Instead, take the opportunity to respond. It’s a great way to continue to build your network and reinforce a good lasting impression with recruiters and hiring managers at that company.

You can do some easy things to make sure your follow-up note really resonates.

Thank them for letting you know the outcome of their decision

First and foremost, thank them! Show your appreciation at the very beginning of your letter for the time they took to meet with you, them considering you for the role, and for telling you more about the company.

You can also thank them for letting you know the outcome of their decision—frustratingly, not every company does this, so it’s worth calling out.

Ask for feedback in a respectful way

While some companies are reluctant to give candidates feedback on their interviews, asking in a structured, respectful way that doesn’t sound like you’re questioning their decision can be really helpful.

If you phrase it as an opportunity to learn or improve, you’re more likely to get some information that could be helpful to you in future interviews.

Related: How to Ask for Feedback After a Job Rejection

Reiterate your interest in the company

If you’d be interested in additional opportunities at that company, make sure to mention that. If there are specific things about the organization that stuck out to you as really positive, this is the time to mention those.

It can be tempting to ask them to contact you should a similar role arise, but instead, take the lead on this yourself.

Mention that you’ll continue to follow their work and will keep an eye on their careers page for other opportunities. This shows you’re proactive, and by following their work, you’ll be able to effectively demonstrate your knowledge about the company the next time you meet with them.

Stay in touch with the hiring manager

Connecting on LinkedIn can be a great way to keep in contact with interviewers or hiring managers you’ve met.

Adding a comment saying you’d like to stay in touch and will send an invite to connect again shows you’re proactive and committed to the organization. While you’re on LinkedIn, make sure you follow the organization, too, so you can stay up to date on what’s happening there.

Related: How to Network on LinkedIn

So, remember – a job rejection doesn’t have to be all negative. Use a thoughtfully worded response letter as an invitation to stay in touch, and hopefully, it will help you land another opportunity at your dream company.

It can be discouraging when you apply for a job and don’t get an interview, an offer, or even an acknowledgment that your application was received.

Rejection is part of the job application process, no matter what field you are applying to.

The key is to not take it personally and continue with your job search. However, when you do get rejected after applying for a job, it still stings.

After all, you put yourself out there, did your best, and made time to ensure that your cover letter and resume were both polished and professional before sending them out.

Related: What Is the Difference Between a Resume and Cover Letter?

Hopefully, this rejection was based on specific details about why you weren’t selected rather than just your general appearance or background in past jobs.

Read on to see how to respond to a job rejection email gracefully so that your efforts won’t go unnoticed by future potential employers.

Don’t delay: Send a thank you email

Even if you don’t know why you weren’t chosen for the position, you can send a thoughtful thank you email thanking the hiring manager for taking the time to look over your application materials.

Make sure that your tone is professional and that you don’t sound as though you are trying to butter them up to get them to reconsider you.

Simply thank them for their time and effort, and let them know that you are grateful for the opportunity and would enjoy the chance to learn more about the industry with them.

Take notes on why they decided not to hire you

While you aren’t guaranteed to get a rejection email, sometimes a hiring manager won’t acknowledge your application – even if they receive it. In those cases, it’s best not to be pushy but wait for them to get back in touch with you.

Check for the hiring company’s reasons for not hiring you

While you should take notes on why you were rejected, you shouldn’t share those notes with the hiring manager when you respond to their rejection email.

Ask what you can improve and what you did well

Depending on the hiring company, you might or might not get an answer to your question about what you did well or what you can improve on.

If the hiring manager is polite, they might respond to your question, but if they aren’t, don’t take it personally.

If you receive a curt or rude response to your question, you can politely ask them to reread your application materials and then end the email with a gracious thanks again.

Responding to job rejection emails is just as important as responding to job offer emails from potential employers. Oftentimes, these unfavorable emails are just polite ways for hiring managers to inform you that they chose another candidate for the role.

Thus, they do not automatically signal that the company regards you as an “unfit” candidate. Moreover, if your response is impressive, chances are you’ll be the candidate next in line for future openings.

Based on my HR experience, here is a guide on how you should respond to job rejection emails.

Express gratitude for the email correspondence

Yes, receiving a job rejection email is not ideal. Nevertheless, the first step you should take when replying is to thank the sender for informing you of their decision.

Many companies are infamous for not updating rejected candidates, opting to communicate solely with chosen candidates. Therefore, being fortunate not to be left in the dark is a justifiable reason to thank the sender for the email correspondence at the outset.

Show appreciation for the interview opportunity

Thanking the hiring manager for shortlisting your resume and meeting with you is another excellent step to take when replying to job rejection emails.

The interview process is highly time-consuming and challenging for hiring managers. Therefore, acknowledging their efforts to accommodate you demonstrates that you are considerate and leaves a lasting impression.

Highlight something admirable about the company or the interviewer

Ideally, somewhere in the body of the email, you should mention something positive about the company or the interviewer. Doing this shows the hiring manager that you have no ill feelings towards them or the company.

Moreover, it makes it less intimidating and awkward for company officials to correspond with you in the future.

Plant seeds for future opportunities

Tactfully introduce the idea of you working for the company at a later stage within your response.

Lay the groundwork for this by letting the hiring manager know that although they did not select you for the position, you would appreciate it if they kept you in mind for any subsequent openings or similar roles within the business.

Ask for feedback or pointers; show that you are receptive to constructive criticism

Before you close the email, ask the hiring manager if you made any mistakes during the interview and application stages or ask for advice on how to thrive in future recruitment settings.

Doing this will show the hiring manager that you are receptive to constructive criticism and willing to accept guidance.

Related: Why Am I Not Getting Hired After Interviews?

Finish the email on a positive note

The closing of your email response is just as critical as the first paragraph. You should, therefore, strive to conclude the email on a high note.

Do this by reiterating your gratitude for the email correspondence, letting the hiring manager know that you would like to stay in touch with them, and politely wishing them well.

All of us appear for several interviews in the course of our careers and lives. Even if we convert our very first job interview, we would still want to appear for more interviews in the future when we look to switch organizations.

Needless to say, when it comes to the outcome of the interview, it can go either way. Thus, acceptance and rejection are parts and parcel of life.

When we get a job rejection email, it is certainly disheartening, but sometimes, it is inevitable.

Let’s say 200 candidates apply to two vacancies for a product manager in an MNC. Clearly, 198 out of those 200 candidates will receive a rejection email from the company because, ultimately, only two people are walking away with the job.

But then, that is not the end of the road, right? If you get a rejection from one organization, the heavens will surely have better plans for you.

What we are going to look at here is how you can respond to a job rejection email.

Express gratitude for allowing you to make your claim to the job title

Out of basic professional courtesy or to seek clarifications, you should definitely respond to the rejection email. When you frame that response, you should first express gratitude for allowing you to make your claim to the job title on offer.

You never know, you may have to apply to the same organization in the future, and this courtesy will certainly help. Otherwise, to give an impression of your professional conduct, you should express your thankfulness.

Seek clarity on the same in a humble and modest way

Moving further, in case the rejection email does not clearly specify the exact reason for rejection, you should seek clarity on the same in a humble and modest way.

If you have invested your time in the interview process, that is the least you can ask for. In fact, you are entitled to know that.

But how you put it across is important. It should not seem like you are arguing because that would severely hurt your future prospects of applying to the same organization.

Express your openness to receiving future job notifications from the company

Further, in your response to the rejection email, you should also express your openness to receiving future job notifications from the company for the same role or a different role that is more tailored to your skills, knowledge, and experience.

This will give the recruiters a strong impression that you have a strong zeal to work for the organization despite the rejection.

You never know, you may get an interview call from the same company a few months later. You should always keep the door of opportunities open for you, after all.

Wish good luck to the company as a token of courtesy

In the end, you should express your warm regards and wish good luck to the company as a token of courtesy. Remember, you should not make the recruiters feel that this rejection fiddled with your confidence or spirit.

You need to stay upbeat and positive. The same needs to be reflected in your response to the rejection email.

Recognize the employer’s attempts to alert you of your rejection

Responding to a job rejection letter might reveal information about your personality. It demonstrates that you are a professional who is sincerely committed to obtaining employment.

Your answer to a job rejection email can also assist you in maintaining a personal relationship with the hiring manager, allowing you to follow up with them later.

Displaying thankfulness reveals your social qualities. Your pleasant personality would attract the recruiting manager to hire you again in the future.

Because of your nice demeanor, he would also open up to you about potential chances.

Ensure that they know you want the door to remain open

The first thing to keep in mind is that a job rejection is not a closed door. It does not mean your career progression has come to a halt or even that opportunities with the respective company are out of the question forever.

It simply means that, for whatever reason, you were not a good fit at that specific time.

For that reason, it is always important to ensure they know that you want the door to remain open when responding to a rejection.

Make it clear that despite this role not working out, you’re open to other roles and hope to be considered in the future. This shows the company that you are actually interested in working for them and that they were not just another application.

This also maintains a relationship with the organization, so you won’t just be an unknown candidate if you choose to apply for other openings.

Understand that it’s an opportunity to show professionalism during a difficult time

Receiving a rejection email for a job you were excited to apply to is the worst. It can lead to a loss of confidence and questioning your career path.

We’ve all received these at some point, and they’re no fun. The smartest candidates, however, understand that a rejection email is also an opportunity.

It’s an opportunity to show professionalism during a difficult time and keep your hat in the ring for other openings.

Often these roles are even better (title, salary, culture) than the original one. If you need to step away and take some time to regroup before responding, take that time.

Leave a good impression; you need to stay classy

You never know what the future brings. The company you applied to may contact you after some time with another job offer. Sounds unrealistic? I had thought the same before it happened to me.

Having first-hand experience with such a surprising “professional plot twist,” I assure you that no matter how disappointed, frustrated, or angry about not getting the job you feel, you need to stay classy.

Leave a good impression. Thank the recruiter for their time and write a few kind words about the whole recruitment process. It costs nothing and may pay off.

Express your interest if future recruitment

Show your genuine interest in applying for a similar position in the future. Sometimes the decision on who to hire is made—at the further stages than sending application documents, of course—between just a few candidates.

For example, three people are brilliant matches for the company, but the one who is chosen has the greatest experience in the given field. Leave a door open. Life is unpredictable, and so are the career paths that we follow.

Ask what they would recommend to make yourself more appealing to future opportunities

I always would respond to a job rejection email with gratitude, even if I was discouraged by the decision.

It doesn’t have to be elaborate or even take up a ton of time, but do not burn this bridge for no reason. Because, in the end, what are you going to change at this point?

In a short email, I would simply thank them for their time and consideration and move along. If you’d like, feel free to ask them if there was anything else you could have done to be a better fit for the position or what they would recommend I do in order to make me more appealing to future opportunities.

As soon as a job rejection email comes through, I’m onto my next task, and I’m not going to waste any more time on it. A job interview is a valuable experience, and you can’t regret your time on a specific process, but don’t dwell on it or spend more time on it after receiving the news.

Move on and get the next one, but take 2 minutes to send a short, simple email like the one above.

Ask for feedback: Knowing what you’re missing in your profile can help you advance your skills

Job rejection is always hard to swallow. It’s easy to simply ignore the rejection email and move on to look for another job. However, job rejection offers a great opportunity to learn and improve your job-hunting skills.

That’s why you should ask for feedback after the company informs you that they have chosen another candidate. Knowing what you’re missing in your profile can help you advance your skills and guide you in which direction you should go to bring your career to the next level.

For example, the recruiter may say that you are missing the digital marketing experience that other candidates have. In that case, you can enroll in an online course or attend some SEO conferences to help you gain more knowledge in that field.

Also, HR professionals like to see that you are proactive about your application at their company.

When they see that you ask for feedback and genuinely want to improve, they can even consider you for another position in the future or offer you a different role that you’re more suited for.

Nothing beats politeness

Job applications nowadays are easier than before. You can simply send an email to the company where you want to apply. Of course, expect them to respond via email as well.

Not all the time we are all lucky to receive invitations for interviews.

There will always be a time of rejection, and this part is something that we should all welcome positively that the company took the time to consider your application. They may have gotten another applicant who has more working experience than you or is more qualified.

Once you receive a rejection, start by thanking them for their time considering your application. Nothing beats politeness. You can ask them to refer you or notify you if there will be other openings or other employment opportunities.

Then leave your contact details. Do not completely close your door to them. Make yourself accessible.

Tell them how much you value the company and you would love the chance to work there in the future

How you respond to a job rejection email will depend on how badly you wanted the job and how the company rejected you.

In terms of how badly you wanted the job, I know a lot of people tend to apply to jobs that they aren’t actually that interested in. In these cases, you probably shouldn’t respond to the email anyway.

If you’re applying for a job you’re not interested in, you’re wasting your own time and the company’s time.

If, however, you’re applying to a job that you’re very excited about, a great way to respond to a rejection email is to tell them how much you value the company and that you would love the chance to work there in the future.

Ask them to keep your information for potential consideration in the future. Not all companies will actually do this, but for that chance that they will, it could land you the job when they end up looking again.

As for the way the company sends the email, some companies send out generic, seemingly automated emails to the people they reject.

Just to add to this last point – I believe companies need to personalize rejection emails as much as possible.

Sure, sometimes you’re dealing with hundreds of applications, which can be frustrating. But even a little bit of personalization here and there goes a long way and shows people that you appreciate them taking the time to apply for the job.

Acknowledge your disappointment and request feedback

My opinion is that your answer to a job rejection should be a little more than a few sentences expressing your appreciation, acknowledging your disappointment, and requesting feedback if you desire it.

Make every effort to keep a cheerful and courteous tone

I would advise thanking the interviewers in the opening paragraph of the follow-up email after a job rejection. This is especially true if the candidate made it to a second or final interview, indicating that the employer spent considerable time considering them for the position.

If you happen to meet the panel of interviewers and hiring managers in the future, showing them appreciation could be the deciding factor in your employment prospects.

Second, the applicant should express their disappointment at not receiving the position in a few concise phrases. The candidate should make every effort to keep a cheerful and courteous tone throughout this portion.

Frequently Asked Questions