How To Respond To A Job Rejection Email Professionally (With Examples)

We’ve all been there. You interview at a company that feels like a dream – the role’s perfect, the pay is great. And then the next day, it lands in your inbox: “It was great speaking with you. However…” Yep, you know how that one ends. This rejection email can sting if you’ve spent time preparing and jumped through a few interview hoops. So, how do you respond to a job rejection email? There’s no one-size-fits-all answer. It totally depends on how the rejection was communicated and how you felt about the opportunity. But in most cases, it’s worth sending a short, respectful reply. Not to win the job back (that ship’s probably sailed), but to leave a professional impression and keep the doors open for future opportunities. First, let’s take a minute to understand why rejections always hit hard and why it almost always feels more personal than it really is.

The Psychology Behind Rejection (And Why It Feels Personal Even When It’s Not)

Logically, you understand that hiring for any company is a very complex process.

But realistically, that logic goes out the window because rejection (from anything) can poke at your sense of identity and self-confidence. When you apply for a job (ideally to one you’re excited about), you mentally start placing yourself in that role from the first interview. You imagine the team you’d be working with, how your LinkedIn update would look, or what your first few weeks might look like. You’re so hopeful about the idea of landing your next role that you ignore the fact that you’re probably up against dozens of amazing, talented, qualified candidates.

So if that opportunity just disappears in one cold line, it’s not just disappointment. It’s also grief for the version of your future you’d already started building in your mind.

To be honest, sometimes getting rejected has absolutely nothing to do with your actual capabilities. There are a hundred possible reasons why a company didn’t choose to move forward with you – maybe they ended up hiring someone internally, perhaps you didn’t have experience with that one very niche tool the company uses, or maybe the company hit pause on hiring altogether and chose not to make the effort of sharing that with applicants. Either way, there could be dozens of reasons why you didn’t land a role. But the thing to remember when getting a job rejection email is that it doesn’t mean you’re not good enough. Sometimes, there are other factors at play which put you at a disadvantage. You’ll still land a role with a great company when the right opportunity arises. In the meantime, try to keep a positive outlook. Understanding this might not take the disappointment away completely. But it can help you approach the situation with a bit more perspective.

Why It’s Worth Responding to a Rejection Email

We understand your first instinct after seeing a job rejection email probably isn’t “Let me thank them for this wonderful opportunity to be disappointed.” But responding can go a long way.

For starters, it leaves a professional impression. Hiring managers talk, switch companies, and often revisit past candidate pipelines when new roles open up. Thus, a simple, polite note keeps you in good standing. It also shows maturity and gives you a chance to reinforce your interest in the company (if it’s genuine) and subtly remind them that you’re someone worth remembering.

It can also give you a sense of closure. Even if you don’t get detailed feedback, you’ve done your part, and that in itself feels better than ending the conversation on a generic “thanks but no thanks” note from their end.

Of course, this doesn’t mean you must respond to every rejection email (we’ll get into that later). After all, some emails will be automated, with no human touch. Let’s take a look at how you can respond to rejection emails in different scenarios.

Examples Of How To Respond To A Job Rejection Email

Case 1 - You got the template rejection email, but still want feedback.

You thought the interview went well, but you got the usual template email that tells you nothing. If you’re not sure what went wrong but still want to leave a good impression + find potential areas you wish to improve upon, here’s what you can say:

Example email:

Hi [Interviewer’s first name],

Thank you for getting back to me. While I am disappointed to hear that I wasn’t selected, I really enjoyed learning more about the role and the team. I appreciate the opportunity and the time you and the team took to speak with me.

If you’re open to it, I’d be grateful for any feedback you might have for me from the process. I’m always looking to grow, and your insights would genuinely be very valuable as I continue my job search.

Either way, thank you again for the opportunity. Wishing you and the team all the best.

Best,

[Your name]

Case 2 - You got positive feedback, but they went with someone else

You received a kind rejection, maybe they even said they were impressed, but someone else had more experience or just fit their needs better at that moment. Here’s what you can say to acknowledge it without sounding too defeated:

Example email:

Hi [Interviewer’s name],

Thank you for getting back to me, and I genuinely appreciate the kind words. While I am obviously disappointed by the outcome, I enjoyed speaking with you and getting to know more about the role.

I’d love to stay connected and be considered for any future openings. Thanks again for the time and the thoughtful conversations throughout the process.

Best,

[Your name]

Case 3 - The role was a great fit, and you really want to work there

You weren’t selected, but you still believe this is your ideal company. If you want to stay on their radar without sounding too desperate, here’s what you can try saying:

Example email:

Hi [Interviewer’s name],

Thank you so much for the update. While I’m disappointed not to move forward, my interest in [Company name] hasn’t changed. I really admire the work your team is doing and would love to be considered for any future opportunities that align with my experience.

Please don’t hesitate to reach out if something else opens up. Wishing you the best with the rest of the hiring process.

Best,

[Your name]

Case 4 - You never heard back (aka, you got ghosted)

You went through interviews, maybe even multiple rounds, and then….silence. At this point, it’s fair to assume that they’ve moved on. So, you can either leave it or send a polite message to acknowledge the silence.

Here’s what you can say when it’s been 10+ days since they promised you an update and you’re 90% sure it’s a no:

Example email:

Hi [Interviewer’s name],

I hope you’ve been doing well. I wanted to follow up regarding the [Job title] position. I haven’t heard back from you since our last conversation, and I just wanted to check if there have been any updates since then.

I completely understand if the priorities have shifted or the role is no longer open. It was great connecting and learning more about the team and I’d still be happy to stay in touch if any future opportunities arise. Wishing you the very best with everything.

Best,

[Your name]

Case 5 - You didn’t have experience with a key technical tool or skill

They liked your background, but passed because you didn’t have experience with a key tool the company uses or a must-have skill. In this case, it’s likely that they may consider you again for another future role. So, here’s what you can say to keep the door open:

Example email:

Hi [Interviewer’s name],

Thanks so much for the update. I understand the importance of that technical requirement and appreciate you considering me for this role.

While I didn’t have hands-on experience with [Tool/Tech], it’s something I’ve been exploring more deeply and would be keen to upskill on. I’d love to stay in touch for any future roles that might be a better fit. Wishing you all the best with the new hire!

Best,

[Your name]

Case 6 - You were told you’re “overqualified”

Sometimes, a company turns you down because you’ve done too much, not too little. When this happens, it’s likely that they don’t have the budget to match your salary expectations, or may assume you wouldn’t stay motivated in a role that feels like a step down from your experience level. So while it’s not ideal, it often has less to do with you and more with internal assumptions or constraints.

Still, it’s worth responding in a way that keeps things open without sounding defensive. Here’s what you can say:

Example email:

Hi [Interviewer’s name],

Thank you for letting me know. I understand your concerns, and I want to assure you that my interest in this role wasn’t just about the responsibilities but also about the team, the product, and the growth I saw in it.

If there’s ever a reconsideration or other roles that could be a better match, I’d love to stay in touch. I appreciate the chance to connect!

Best,

[Your name]

When It’s Okay Not To Reply

All the examples above are meant for when you genuinely wanted the job, enjoyed the conversations, and felt like there was potential. In those cases, sending a short, professional response is a smart move. It leaves the door open and helps you walk away with grace (and ideally, with tips on how to improve).

But let’s be honest, not every interview deserves your time and energy. If the process felt chaotic, the interviewer ghosted you for weeks and then turns up with another 15-minute slot, or the role turns out to be different from what was said in the job description…you’re not obligated to respond.

You also don’t need to reply if:

• You left the interview feeling like you dodged a bullet.
• You were rejected or you rejected the role during the interview due to salary expectations or lack of alignment.
• The company feels like it has no structure or respect for candidates’ time.
• The email was automated instead of being sent to you by a hiring manager.
• You don’t plan to reapply or work with them again.
• You’re feeling overwhelmed or hurt by the rejection and need time to “cool off.”
• You haven’t spoken to anyone during the hiring process.

In these cases, silence is a response. You’re allowed to move on without crafting a perfectly worded email just for the sake of it.

Conclusion

Rejections aren’t fun, but they’re rarely personal. But we hope we were able to give you some clarity, from understanding why rejections sting the way they do, knowing when it’s worth replying and when it isn’t and how to handle it no matter which stage you’re at in the interview process. So, now you know how to respond to a job rejection email. Feel free to use these examples as-is, tweak them to match your situation, or save them for when you’re feeling a bit more ready to hit send.