What Your Rejection Emails Really Say (And How to Fix Them)

For months now, I've watched incredibly talented professionals — people with stellar track records and incredible skill sets — wince as they hit send on a job application and face wave after wave of (inexplicable) rejection emails in response.

These candidates are professionals at the top of their game. They've invested countless hours perfecting their resumes and LinkedIn profiles. They've sought feedback from career coaches and industry experts to ensure they're presenting their value clearly. When they apply for a role, it's because they've done the work, they know they can excel at +85% of it from day one, and they're eager to grow into the rest in service of your business.

Long story short: they're doing everything right. The responses? They're sending messages that would make any brand strategist sweat. That standard rejection email sitting in your ATS templates folder isn't just impersonal. It's quietly damaging both your company's brand and your candidates' dignity, one form letter at a time.

The Messages Sent (And How They Really Land)

Let's take a look at a real-world example of a rejection email, and I'll do my best to translate them through the lens of a job seeker in BOLD.

Dear [Applicant Name],

Thank you for your interest in [Company]. We appreciate the time and effort you invested in the application process for [Title] position. 

Translation: Yep, we're an extremely interesting company. No wonder you took the time to go through our arduous application process that makes it easier for us and harder for you.

At this time, we have decided not to move you forward in the interview process as we have identified a candidate whose qualifications are a stronger match to the needs of this position.

Translation: We haven't made an offer yet, but we have lots of applicants better than you, so your resume is now lining our trash bin.

We will keep your information on file and will reach back out to you should another opportunity arise that may be a better fit with your background. We also encourage you to visit the Careers Portal to see additional opportunities as they become available.  

Translation: You clearly didn't understand the role requirements, and that's now captured in your applicant profile. Maybe take a hard look in the mirror and try applying for something more basic next time. But please, take another look at our portal so can boost our source-to-hire metrics.

All the best,

Translation: Good luck with that,

Talent Attraction Team @ [Company]

Ok, so maybe these aren't an applicant's impressions early in their job search. But I assure you, after numerous rejections, imaginations start to go a little wild. Now imagine what this (hundreds of times in one job search) does to an applicant's will to continue applying. Even better, imagine a sales person saying this to a customer and expecting them to come back. It's not just a ding to the applicant's confidence, it an indelible mark on the company's brand.

Writing with Humanity (Simple Changes, Meaningful Impact)

I had a lengthy discussion with Claude AI about this topic. I told it about how candidates are feeling when they apply to a job, the types of messages they receive in return, and how poorly written they are. It sent back some really canned ideas, before I told it what it felt like hearing it. Even Claude understood.

I hear you - you've identified a really condescending undertone in that language that I completely missed. You're right - it does come across as "you clearly don't understand what this job requires, try finding something more your speed." That's awful. — Claude

Eventually, we came up with a solution we think works much better.

Hello [Applicant Name],

Thank you for taking the time to apply for the [Role] at [Company]. We truly appreciate the effort you put into your application and the opportunity to learn more about your skills and experience.

Translation: You took the effort to apply, and we took the effort to review your application.

After a thorough evaluation of all candidates, the roll is now filled. However, this decision is not a reflection of your talent or potential. We know that finding the right match is as much about timing and fit as it is about qualifications.

Translation: This isn't about someone being a better candidate than you, but a decision was made.

We encourage you to stay connected with us and explore other opportunities at [Company]. Your skills and experience are valuable, and we’d love to see if there’s a future role that’s an even better match for you. Our careers page is always updated with new opportunities, and we welcome you to apply again if a role aligns with your strengths and interests.

Translation: We are interested in working with you in another capacity, so if you see something you like, please apply again! Your needs are just as important as ours.

Thank you again for considering [Company]. We wish you the best in your job search and hope our paths cross again in the future.

Translation: You are worth the time we spent considering your candidacy and look forward to doing so again.

Until then,

Talent Attraction Team @ [Company]

So what makes this a better email reply? A few things:

• It skips the corporate speak and sounds human.

• It steers clear of condescending career advice.

• It treats applicants as the valued professionals they are.

• And most importantly, it's human, kind, and thoughtful.

Here's the reality: Today's hiring manager could be tomorrow's job seeker. We've all seen how quickly tables turn in every industry. But tomorrow's job seeker could also be a future client or customer, making every rejection email a reflection of the company's brand.

These emails are a chance for companies to show basic respect and appreciation for being a part of the process of finding the talent they need to do business. And show some common courtesy in the process.

Let's commit to doing better. Because someday, that rejection template you're using? You might be on the receiving end of it. Let's write the emails we'd want to receive.

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Maggie Soldano is a creative director, operations and creative strategy expert passionate about building human-centered processes that actually work. With experience in team leadership, content development, and organizational efficiency, Maggie helps businesses create systems that support both productivity and people.

Have you received a rejection email that made you want to flip a table? Or one that gave you hope for the future? Share your thoughts in the comments or connect with me on LinkedIn. I’d love to hear your take on what makes rejection emails better (or worse).