How to Respond to a Rejection Email
The email arrives with that familiar sinking feeling. “Thank you for your interest, but we’ve decided to move forward with other candidates.” After all the time spent perfecting your application, preparing for interviews, and allowing yourself to hope—rejection stings. It’s natural to want to close the email and never think about that company again.
But here’s something most job seekers don’t realize: how you respond to rejection matters. A thoughtful response to a rejection email can turn a closed door into a window. It can transform a failed application into a lasting professional connection. And it can position you favorably for future opportunities at that same organization.
Most candidates don’t respond to rejection emails at all. Those who do often respond poorly—venting frustration, arguing the decision, or sending curt acknowledgments. By responding thoughtfully and professionally, you immediately distinguish yourself from the vast majority.
This comprehensive guide teaches you how to respond to job rejection emails in ways that serve your career. From understanding why you should respond to crafting the perfect message to strategic approaches for different situations, you’ll learn how to turn rejection into an asset rather than just a setback.
Why Responding to Rejection Matters
Before exploring how to respond, let’s establish why responding is worth your time.
You Stand Out from the Crowd
The overwhelming majority of rejected candidates—some estimates suggest over 90%—never respond to rejection emails. By responding gracefully, you immediately differentiate yourself. You demonstrate professionalism, emotional maturity, and the kind of interpersonal awareness that employers value.
Hiring managers notice. Recruiters remember. In a world where most people disappear after rejection, your thoughtful response creates a positive impression that can outlast the rejection itself.
Hiring Circumstances Change
The person they hired might not work out. The team might expand, creating new positions. The company might open a different role better suited to your skills. Budget changes, organizational shifts, and countless other factors can reopen opportunities.
When these situations occur, who do you think they’ll remember? The candidates who vanished after rejection, or the one who responded graciously and stayed on their radar?
You Build Professional Relationships
The recruiter who rejected you today might work at a different company tomorrow—one where you’d be perfect. The hiring manager might move to a role where they could refer you elsewhere. Professional networks are smaller than you’d think, and impressions last.
A rejection response is a low-cost investment in your professional network. Even if nothing immediate comes from it, you’ve added to the web of positive professional impressions that compound over a career.
You Can Get Valuable Feedback
Many candidates miss the opportunity to request feedback because they don’t respond to rejection. While not every company provides feedback, many will offer at least some insight if asked professionally. This information can be invaluable for improving future applications.
It Demonstrates Emotional Intelligence
How you handle setbacks reveals character. Responding to rejection with grace shows you can manage disappointment professionally—a trait valued in any workplace. You never know who’s watching or what impression your response creates.
The Anatomy of a Strong Rejection Response
An effective rejection response contains several key elements. Let’s break them down.
Express Gratitude
Begin by thanking them genuinely:
- Thank them for considering you
- Thank them for their time (especially if you interviewed)
- Thank them for letting you know the outcome
This isn’t about false politeness—it’s about acknowledging that hiring processes require significant effort from the employer’s side too.
Show Professionalism
Maintain a professional tone throughout:
- No defensiveness or arguments
- No fishing for explanations of what went wrong
- No sarcasm or passive-aggression
- No overly emotional language
Even if you’re devastated, your response should read as composed and professional.
Express Continued Interest
If you’d want to work for this company in the future—and you probably would, since you applied—say so:
- Express continued interest in the organization
- Mention openness to future opportunities
- Ask to be kept in mind
This plants a seed for future consideration without being presumptuous.
Request Feedback (Optional)
If appropriate, you might ask for feedback:
- Frame it as a request for growth, not as challenging their decision
- Make it easy to decline (“If you have a moment…”)
- Accept that they may not respond or may provide limited feedback
Offer to Stay Connected
If appropriate, suggest maintaining contact:
- Offer to connect on LinkedIn
- Express interest in staying in touch
- Leave the door open for future communication
Keep It Brief
Rejection responses should be concise. The recipient doesn’t need or want to read lengthy paragraphs. Aim for 4-8 sentences that cover your key points without overstaying your welcome.
Template Responses for Different Situations
Different rejection scenarios call for slightly different approaches. Here are templates for common situations.
After Application Rejection (No Interview)
Scenario: You applied but were rejected before any interview stage.
Template:
Subject: Re: [Original Subject Line]
Dear [Name],
Thank you for letting me know about your decision. While I’m disappointed, I appreciate you taking the time to consider my application and to inform me of the outcome.
I remain very interested in [Company Name] and the work you’re doing in [specific area]. If any suitable opportunities arise in the future, I would welcome the chance to be considered.
Thank you again for your time.
Best regards, [Your Name]
After Phone/Initial Interview Rejection
Scenario: You had a phone or initial screening interview before being rejected.
Template:
Subject: Re: [Original Subject Line]
Dear [Name],
Thank you for informing me of your decision. I enjoyed our conversation about the [Position] role and learning more about [Company Name]‘s approach to [specific topic discussed].
While I’m naturally disappointed, I appreciate the time you took to speak with me. The opportunity reinforced my interest in your organization, and I would be glad to be considered for future positions that align with my experience.
If you have any feedback that might help me in future applications, I would be grateful to hear it. Either way, thank you again for the opportunity to interview.
Best regards, [Your Name]
After In-Person/Final Round Interview Rejection
Scenario: You went through multiple interviews and reached an advanced stage before being rejected.
Template:
Subject: Re: [Original Subject Line]
Dear [Name],
Thank you for taking the time to let me know your decision. Although I’m disappointed not to be joining the team, I want to express my appreciation for the thorough interview process and the opportunity to meet with [people you met with].
My conversations with your team reinforced my impression of [Company Name] as a [positive attribute—great place to work/innovative organization/strong culture]. I was particularly impressed by [specific positive observation from interviews].
I would very much welcome the opportunity to be considered for future roles at [Company Name]. If you have any feedback about my interviews or application that might help me grow professionally, I would be grateful for your perspective.
I wish you and the team all the best, and I hope our paths cross again in the future.
Warm regards, [Your Name]
When You Want to Request Feedback
Scenario: You’re specifically interested in getting feedback.
Additional paragraph to include:
If you have a moment, I would genuinely appreciate any feedback you could share about my application or interviews. I’m always looking to improve, and insight from someone in your position would be valuable. I understand if you’re not able to share details, but I wanted to ask in case it’s possible.
When You Have a Strong Connection
Scenario: You built genuine rapport with an interviewer or had a particularly positive interaction.
Template:
Subject: Re: [Original Subject Line]
Dear [Name],
Thank you for your message. While the news isn’t what I hoped for, I want you to know how much I appreciated the opportunity to interview and especially our conversation about [specific topic].
Your insights about [something they shared] really resonated with me, and I’ve been thinking about [related idea] since our meeting.
I would love to stay connected. Would you be open to connecting on LinkedIn? I have a genuine interest in [Company Name] and the work you’re doing, and I hope there might be an opportunity to work together in the future.
Thank you again for your time and consideration.
Best regards, [Your Name]
What to Avoid in Your Response
Some responses, while tempting, are counterproductive. Avoid these pitfalls:
Arguing the Decision
Never try to convince them they made the wrong choice:
Don’t write: “I think I was actually the strongest candidate because…” or “I’m not sure you fully understood my qualifications…”
This won’t change their decision and will definitely change their impression of you—for the worse.
Expressing Frustration or Anger
Keep negative emotions out of your response:
Don’t write: “This is disappointing given how much time I invested…” or “I’m surprised by this decision…”
Even mild frustration reads poorly. If you’re upset, wait 24 hours before responding so you can write with composure.
Being Passive-Aggressive
Veiled hostility is worse than open frustration:
Don’t write: “Well, I hope the person you chose works out for you…” or “I’m sure you had your reasons…”
If you can’t respond positively, a brief, neutral acknowledgment is better than passive-aggression.
Oversharing Personal Impact
Don’t make them feel guilty:
Don’t write: “I was counting on this opportunity…” or “This is going to be hard for me financially…”
Your circumstances aren’t their responsibility, and sharing them creates awkwardness rather than sympathy.
Being Insincere
Don’t lay on gratitude so thickly that it seems fake:
Don’t write: “This is absolutely the best rejection I’ve ever received!” or “I’m grateful beyond words for this opportunity…”
Genuine, moderate gratitude is more credible than excessive effusion.
Asking Why You Weren’t Selected
This puts them in an uncomfortable position:
Don’t write: “Can you tell me why you didn’t select me?” or “What was wrong with my application?”
Instead, frame feedback requests as being about your growth, not about their decision.
Burning Bridges
Never close doors permanently:
Don’t write: “I won’t be applying here again…” or “I’ve lost respect for your organization…”
You truly never know what the future holds. Keep every professional door at least slightly ajar.
Timing Your Response
When you respond matters almost as much as what you say.
Don’t Respond Immediately
If you’re feeling emotional about the rejection, give yourself time before responding. A day or two delay is perfectly acceptable and allows you to write with perspective and composure.
Don’t Wait Too Long
At the same time, don’t let weeks pass. Respond within one week at most—ideally within two to three days. A very delayed response looks like an afterthought.
Consider Business Days
Think about when your email will arrive. Mid-week during business hours is ideal. Avoid Friday evenings or weekends when your message might get lost in the shuffle.
Special Situations
Some rejection scenarios require adapted approaches.
When You Receive a Generic Auto-Reply
Some rejection emails are clearly automated and don’t include a specific person to respond to. In these cases:
Option 1: Respond to the generic address anyway with a brief, professional message. Someone might read it.
Option 2: If you have a specific contact from the process, respond to them directly.
Option 3: If you have no contacts and the rejection is clearly automated at an early stage, it’s acceptable not to respond—though doing so still rarely hurts.
When You’re Rejected for an Internal Position
Internal rejections are particularly sensitive because you’ll continue working with the people involved:
- Be especially gracious and professional
- Avoid any hint of sour grapes
- Continue performing excellently in your current role
- Show that you can handle setbacks with maturity
When You Were the Second Choice
Sometimes companies share that you were a strong candidate or close second. If this is mentioned:
Response: “Thank you for sharing that. While I’m disappointed, it’s encouraging to know I was competitive. Please do keep me in mind if anything changes or if similar opportunities arise.”
When the Process Was Problematic
If you had a genuinely poor experience with the hiring process—disorganization, disrespect, unprofessional behavior—you still shouldn’t vent in your response. You can:
Option 1: Send a brief, neutral acknowledgment without the warmth you’d include otherwise.
Option 2: Choose not to respond at all.
Don’t: Use the rejection response to air grievances. If you want to provide feedback about a problematic process, do so separately and strategically.
When You Were Ghosted, Then Finally Rejected
If a company went silent for an extended period before finally sending a rejection:
Keep your response professional. You might briefly note the delay factually (“Thank you for following up. I appreciate finally hearing the outcome.”) but don’t express the frustration you might be feeling.
Following Up After Your Response
In some cases, your rejection response might initiate an ongoing conversation. Know how to navigate this.
If They Respond Positively
If the recruiter or hiring manager responds warmly to your response—perhaps sharing feedback, offering to stay connected, or expressing hope you’ll apply again—engage accordingly:
- Thank them for the additional response
- Accept feedback graciously
- Connect on LinkedIn if offered
- Keep the communication positive but don’t overdo it
If They Offer Feedback
Receiving feedback after rejection is valuable. When it arrives:
- Thank them genuinely
- Ask one or two clarifying questions at most
- Don’t argue with or challenge the feedback
- Apply what you’ve learned to future applications
If They Mention Future Opportunities
If they suggest you apply for other positions or future openings:
- Express genuine appreciation and interest
- Set a calendar reminder to check their job postings
- Consider reaching out in a few months to stay on their radar
- When you do apply again, reference the previous conversation
Resources like 0portfolio.com can help you track your application history and maintain organized records of these interactions, making it easier to follow up appropriately when new opportunities arise.
If You Don’t Hear Back
Most rejection response emails won’t generate a reply—and that’s fine. You’ve planted a seed and created a positive impression regardless of whether they respond.
Long-Term Perspective on Rejection
A single rejection email is a small moment in a long career. Keep perspective.
Rejection Is Universal
Every successful professional has experienced rejection—often repeatedly. Rejection doesn’t reflect your ultimate worth or potential; it reflects one organization’s decision at one moment in time.
Each Rejection Is Data
Every application teaches you something about what works and doesn’t work, what opportunities suit you, and how to improve your presentation. View rejection as market research.
The Right Fit Matters
Sometimes rejection protects you from roles or organizations that wouldn’t have been right. While this is cold comfort in the moment, it’s often true in retrospect.
Compound the Positives
Your gracious rejection responses compound over time. Each one adds to your professional reputation, expands your network slightly, and improves your emotional resilience. These benefits accumulate even when individual rejections feel like setbacks.
Sample Response: Putting It All Together
Here’s a complete example demonstrating best practices:
Subject: Re: Marketing Manager Position
Dear Ms. Chen,
Thank you for taking the time to let me know about your decision regarding the Marketing Manager position. While I’m naturally disappointed, I appreciate you informing me and the opportunity to have interviewed with your team.
I was genuinely impressed by the marketing initiatives Sarah described during our conversation, particularly the integrated campaign approach your team is developing. The chance to learn more about BrightPath’s growth strategy reinforced my interest in the company.
I would welcome the opportunity to be considered for future positions at BrightPath if suitable opportunities arise. If you have any feedback about my application or interviews that might help me in my professional development, I would be grateful to hear it—but I understand if that’s not possible.
Thank you again for your consideration. I wish you and the team continued success.
Best regards, Michael Torres [Phone Number] [LinkedIn URL]
This response:
- Thanks them sincerely
- References specific positive elements of the interview
- Expresses continued interest professionally
- Requests feedback appropriately
- Keeps appropriate length and tone
- Maintains a positive, forward-looking perspective
Conclusion: Transform Rejection into Opportunity
Job rejection is inevitable in any career, but it doesn’t have to be only a setback. By responding thoughtfully and professionally to rejection emails, you transform a closed door into a potential future opening.
The way you handle rejection reveals your character. It demonstrates whether you’re someone who can manage setbacks gracefully—a quality every employer values. A professional rejection response costs you nothing but a few minutes and may pay dividends you’ll never fully trace.
Develop the habit of responding to every rejection with professionalism and grace. Not because it always leads directly to opportunities, but because it’s who you want to be as a professional. Because it builds relationships over time. Because it keeps doors open that you might want to walk through someday.
And because in a world where most candidates simply disappear after rejection, your thoughtful response will make you memorable for all the right reasons.
The next time that rejection email arrives, take a breath, give yourself time to process the disappointment, then craft a response that serves your future. Your career is long; this rejection is just one moment. Make it count by handling it well.
Professional success isn’t just about landing opportunities—it’s about how you handle setbacks along the way. By responding to rejection with grace and strategy, you build the kind of professional reputation that opens doors throughout your career. Every rejection is an opportunity to demonstrate character. Use them wisely.
