When it comes to hiring, one of the most challenging tasks for HR professionals is writing a job rejection letter or job refusal letter that’s polite, professional, and empathetic.
A well-crafted letter not only maintains your brand reputation but also leaves the candidate with a positive impression of your company.
In this guide, you’ll find everything you need — from refusal letter format to regret letter samples — along with professional templates for HR teams and candidates.
Why a Professional Job Rejection Letter Matters
Writing a rejection letter might feel uncomfortable, but it’s an essential step in the hiring process.
It communicates transparency, closes the loop with applicants, and strengthens your employer brand.
A clear, polite job refusal letter can:
- Reinforce professionalism and fairness
- Maintain future talent relationships
- Save your HR team from repetitive candidate follow-ups
At The HireArc, our HR Shared Services help organisations streamline communication workflows, including rejection and selection letters.
1. Job Refusal Letter vs. Job Rejection Letter
Though both terms are often used interchangeably, they have distinct meanings:
| Term | Purpose | Sender |
|---|---|---|
| Job Refusal Letter | Sent by the candidate to decline a job offer | Candidate |
| Job Rejection Letter | Sent by the employer to reject a candidate’s application | Employer |
Understanding this difference ensures you choose the correct refusal letter format or rejection letter format when communicating.
2. Job Refusal Letter Format (For Candidates)
When a candidate decides to decline an offer, it’s important to do so gracefully. A professional job refusal letter should include:
- A polite opening and appreciation for the offer
- Clear communication of your decision
- Optional explanation (personal reason, better fit elsewhere)
- A positive closing note
Job Refusal Letter Sample:
Subject: Job Offer Decline – [Your Name]
Dear [Hiring Manager’s Name],
Thank you for offering me the position of [Job Title] at [Company Name]. After careful consideration, I’ve decided to decline the offer as I’ve accepted another opportunity that aligns more closely with my career goals.
I truly appreciate your time and the opportunity to meet your team. I hope to stay in touch for potential collaborations in the future.
Warm regards,
[Your Name]
This refusal letter sample keeps communication respectful and leaves a lasting positive impression.
3. Job Rejection Letter Format (For Employers)
An employer’s job rejection letter should follow a professional, empathetic tone.
Rejection Letter Format Includes:
- Greeting (personalised)
- Acknowledgement of application
- Polite rejection message
- Encouragement or feedback
- Positive closing
Rejection Letter Sample:
Subject: Regarding Your Application for [Job Title]
Dear [Candidate Name],
Thank you for your interest in the [Job Title] position at [Company Name]. After careful evaluation, we’ve decided to move forward with another candidate whose experience aligns more closely with our requirements.
We truly appreciate the effort and time you invested in the application process. Please don’t hesitate to apply for future openings that match your skills.
Best regards,
[HR Manager Name]
[Company Name]
This polite rejection letter communicates the decision while maintaining professionalism and empathy.
4. How to Write a Rejection Letter to a Company (For Candidates)
If you’re a candidate declining an offer, knowing how to write a rejection letter to the company helps you stay professional and preserve future opportunities.
Tips:
- Respond promptly after receiving the offer
- Keep the tone positive
- Avoid excessive detail
- Express gratitude
Rejection Letter to Company Example:
Dear [HR Manager Name],
I’m grateful for the offer to join [Company Name]. However, after consideration, I’ve decided to pursue another opportunity.
I wish the company continued success and thank you again for your time.
Sincerely,
[Your Name]
For more support in crafting such communication, our Corporate Compliance Services can help align professional templates and correspondence formats for HR teams.
5. Regret Letter Sample (Employer to Candidate)
A regret letter expresses empathy while rejecting a candidate’s application. It’s slightly softer in tone than a formal rejection.
Regret Letter Sample:
Dear [Applicant Name],
Thank you for applying to [Company Name]. We regret to inform you that we’ve selected another candidate for the [Job Title] position.
Your skills and experience are impressive, and we’ll retain your resume for future roles that match your expertise.
Kind regards,
[Hiring Manager Name]
This format serves as a rejection letter example that balances professionalism with warmth.
6. Regret Letter Format
A regret letter format should include:
- Header (Company name & contact info)
- Date and candidate name
- Polite rejection message
- Encouragement for future opportunities
- Signature
Adding personalisation (like the candidate’s project or strength) boosts engagement and humanises your communication.
7. Applicant Rejection Letter Template (HR Use)
This applicant rejection letter is best suited for large-scale hiring campaigns or early-stage screening rounds.
Subject: Update on Your Application
Hello [Candidate Name],
Thank you for applying for [Job Role]. We received many strong applications and, unfortunately, won’t be moving forward with yours at this stage.
We appreciate your time and encourage you to apply again for future openings.
Regards,
[HR Team]
[Company Name]
This rejection mail format works well for bulk communication while keeping the tone polite and professional.
8. Decline Letter (For Job Offers)
A decline letter is used by either party (candidate or employer) to formally decline an offer.
Below is a decline letter sample suitable for most scenarios:
Subject: Declining the Offer for [Job Title]
Dear [Recipient Name],
Thank you for considering me for the [Job Title] position. After reviewing the offer, I’ve decided not to proceed due to personal and professional reasons.
I’m grateful for your time and hope our paths cross in the future.
Sincerely,
[Your Name]9. Selection Letter Sample (For Employers)
A selection letter sample helps HR teams maintain consistency when informing selected candidates.
Subject: Congratulations on Your Selection
Dear [Candidate Name],
We’re pleased to inform you that you’ve been selected for the [Job Title] position at [Company Name].
Our team will reach out with next steps and onboarding details. Congratulations once again!
Warm regards,
[HR Department]When used with your applicant rejection letter, it creates a complete and transparent hiring workflow.
10. Best Practices for Writing a Polite Rejection Letter
Whether it’s a job refusal letter, rejection letter, or regret letter, follow these tips:
- Personalize every message
- Keep it concise and empathetic
- End with encouragement
- Avoid harsh or legalistic tone
- Maintain confidentiality
Partnering with a Recruitment Agency in Mumbai can help streamline candidate communication and improve HR experience through professional templates.
Quick Summary Table
Letter Type Sender Purpose Example Section Job Refusal Letter Candidate Decline offer Section 2 Job Rejection Letter Employer Reject applicant Section 3 Regret Letter Employer Express empathy Section 5 Decline Letter Either Reject offer/decision Section 8 Selection Letter Employer Confirm hiring Section 9
Final Thoughts
A professional job rejection letter or job refusal letter isn’t just a formality — it’s a reflection of your company’s values and professionalism.
By using the rejection letter sample and template above, you ensure every communication remains respectful and brand-consistent.
For organisations seeking scalable HR automation and compliance-friendly communication, explore The HireArc’s Payroll Outsourcing Services for efficient employee lifecycle management.
