Why rejection letters matter

Rejections are part of every application process – but they play a key role in shaping the image applicants have of your company. Especially in times of skilled labour shortages, every encounter counts – even (and especially) if it does not result in a job offer. Applicants invest time, energy and often emotions. Appreciative communication is therefore not a ‘nice-to-have’ but a must. The rejection is a central point of contact in the candidate experience – and thus also a lever for your employer branding. After all, those who feel they have been treated fairly and transparently will remember your company – and perhaps even recommend it to others.

Show respect – even in rejection

A rejection letter isn’t just a formal task – it’s your chance to show your company’s values. Candidates can tell instantly whether a message was carelessly copied or thoughtfully written. What matters:s ankommt: 

• Personalised salutation, not a generic template
• Honest and clear feedback, not vague phrases
• Respectful language that acknowledges disappointment
• Offer a way to follow up or stay in touch

Pro tip: If you’re rejecting a candidate after multiple interviews, a phone call or offering a call is ideal.

Best practices for professional rejection letters

To leave a positive impression even in rejection, follow these principles:

1. Be quick: Don’t leave candidates waiting for weeks.
   
   
2. Be personal: Reference their application or conversation when possible.
   
   
3. Be transparent: Explain why it didn’t work out – without being hurtful. 
   
   
4. Keep the door open: Offer feedback or invite them to join your talent pool.

Rejection isn't the end – talent pool as opportunity

Today’s rejected candidate might be tomorrow’s ideal hire. Use the moment to build relationships:

• Invite strong candidates to your talent pool
• Signal long-term interest
• Use e-recruiting tools to manage relationships effectively

Especially for spontaneous application or highly qualified applications, it pays to keep doors open.

E-recruiting makes it easier: templates & automation

With an applicant tracking system like Refline, you can create, personalise and send rejection letters automatically – including options for feedback and talent pool integration. That way, your communication remains professional and respectful, even with high application volumes.

Conclusion: Rejection letters shape your employer brand

Ready for rejection letters that strengthen your candidate experience?

With Refline, you get customisable templates directly in the tool – ready to personalise and send. You save time, stay empathetic, and boost your employer brand – even at the moment of rejection.

Download our free rejection letter templates – field-tested, empathetic and ready to use.

It's even easier with Refline:

All templates are already integrated there – customisable, automatable and ready to send. How you decline shows how you tick. Professional, honest and personal rejection letters are not an expense, but an investment in your image as an employer. The more individual, clear and human your wording, the stronger your employer brand will be – even when rejecting candidates. Would you like to anchor appreciative communication in your recruiting process? Then talk to us – we'll show you how easy it is with Refline.