Whether you’re looking for an internship or trying to land a full-time job, applications are just a fact of life — a tedious one, at that. You spend time and effort prepping your materials, practicing interviews, and stressing over whether your LinkedIn looks like you’re trying too hard — and while I’d like to say this all leads to you landing the role of your dreams, unfortunately that isn’t always the case. In fact, in the current job market, it’s more than likely that if you don’t get flat-out ghosted after applying to a role, you’ll probably face some rejection. With that comes receiving the dreaded rejection email.
Once you get a rejection email (because, let’s face it, they come for us all), you might be thinking to yourself, What do I do from here? You may just want to close out of your inbox and forget it ever happened — but just because you receive a rejection email, it doesn’t mean there aren’t any further steps you can take, not just to maintain professional courtesy, but also to get feedback on your performance and maybe even leave the door open for future opportunities.
“Think of former interviewers as part of your network and rejection as ‘not now’ instead of ‘not ever,” career counselor Dr. Francine Fabricant tells Her Campus.
But how can you actually pull this off? Here’s a list of dos and don’ts when it comes to replying to job rejection emails, according to multiple experts.
Do reply in a timely manner.
You don’t want to wait too long after receiving your rejection. “Reply within 48 hours with a short, gracious note,” Brianne Rush, Founder of the Independence Lab says. “This is simply closing the loop in a classy, professional way. Most candidates don’t respond at all, so you’re already setting yourself apart with a simple reply.”
Don’t send an immediate, emotional response.
When first receiving a rejection, it’s normal to feel certain emotions, but you don’t want to show those strong emotions in your response. “[This] will cost you,” Stephanie Turner, early career coach and co-founder of LaunchPoint Talent, says. “Candidates who respond from a place of disappointment, venting frustration, critiquing the interview process, or implying the decision was unfair, do lasting damage to a relationship that could have led somewhere.”
Do keep it simple, but specific.
Remember that the purpose of this email is to address the decision and show appreciation for the consideration. Of course, you want to be memorable in your reply, but you don’t need a long, drawn out email to achieve this. “Keep it short and forward-looking, which means one short paragraph is more than enough. Acknowledge the outcome, signal your interest in future opportunities, and close with confidence. Less really is more in this case,” Advita Patel, communications strategist and workplace confidence expert, says. But don’t be generic! “Thank the receiver specifically,” Patel says. “Responding with a generic ‘thanks for letting me know’ is less memorable than referencing something concrete, like a conversation you had during the interview process or an insight about the team’s work. These types of responses are genuine.”
Meredith Turney, founder and principal of Via Conscia, adds, “Leave the door open for future opportunities. Mention you remain interested in working for the company and be specific in what it is about the company that attracts you to work there. This could be their culture, the impact they have, and how these align with what you want to accomplish in your career.”
Don’t try to change the outcome.
At this point, the hiring manager has already made up their mind — attempting to get them to rethink their decision will only do more harm than good. “Don’t disagree or ask them to reconsider,” Dr. Heather Marietta, board-certified coach and founder of Career in Progress, says. “Accept that they’ve made up their mind on this particular position, so set yourself up for future consideration by managing the relationship.”
Do stay professional.
“Proofread your email for grammar, tone, and overall professionalism,” Tianna Faye Soto, a keynote speaker on leadership, says. This can make or break whether you’re considered for future opportunities. “It can feel disheartening to not get a role, especially if you interviewed many times, had an extensive application process, made it to the final round, et cetera. However, all hope is not lost! There are many situations in which a candidate gets a role and declines it, and you could be next in line! So, always maintain professionalism and don’t burn any bridges. The world is small and you may encounter the organization again — ideally they’ll keep you in mind for future opportunities when they arise.”
Sam DeMase, a career expert at ZipRecruiter, shares a template for a professional job rejection email reply: “Thank you for the opportunity to interview for the [job title] position. I enjoyed connecting with the team and appreciate your transparency throughout this process. [Company] has an exciting future ahead. I know my skill sets in [A] and [B], and my background in [C] will add value to this team. I’d be excited to problem-solve [relevant example] and make an immediate impact. Please keep me in mind for any future opportunities.’”
Don’t ghost.
A reply to the rejection email is just the beginning — there is still more you can do. If this is a company you really want to work for, you can connect with the recruiter on LinkedIn and stay up-to-date on what the business is up to. It shows genuine interest! “[Young professionals] think that a ‘no’ means ‘never,’ and that’s just not the case,” Jason Leverant, President and COO of Atwork Group says. “You’ve now got a connection with a recruiter at this organization, and as long as you keep interactions professional and positive, you are positioning yourself for future opportunities … If you are serious about working for a specific company, by all means do not disappear after a rejection.”
Do ask for feedback — within reason.
Asking for feedback is a great way to show your interest in future opportunities — and for you to become a stronger candidate as you continue your job search. However, don’t expect to get feedback every time. According to Rush, how far along you got into the application process can determine whether it’s appropriate to ask for feedback. “For example, if you receive a rejection after a first-round call, respond graciously and move on,” Rush says. “However, if you have made it through multiple interviews, you’ve earned the right to ask.”
But how do you ask for the feedback? Marietta suggests using proactive wording. “Proactive wording might sound like: ‘If you have any feedback about my candidacy that would help me grow professionally, I would appreciate it.’”
That said, some companies may not follow through on your request, or if they do, they might keep things vague. “Many companies have legal policies that prevent recruiters from sharing specific feedback, so you may not get a substantive reply,” Marietta says.
On the flip side, if you find you’re not actually all that bummed to be rejected from this job, you might not need feedback. “It is important to protect your peace and understand that asking for feedback is a choice,” Valeria Lopez, job search career coach at Embrace Change Consulting LLC, says. “Not all hiring processes are designed with all abilities, talents, and backgrounds in mind. For women of color, especially, some hiring processes can feel like an endless test to overperform, prove their worth, and justify their career choices. Asking for feedback is a choice — and in spaces where you feel your light dimmed, it is OK to choose no.”
Don’t give up.
As discouraging as it may feel to receive a rejection, perseverance is key — you never know when something better will come along that is truly meant for you. “Early in my career, I was rejected by the CEO of an organization where I wanted to work. I thank them for the opportunity to interview and moved on,” Turney says. “Five years later, I applied at another organization in the same industry. When I saw that the person that was interviewing me for the role was this former CEO, I expected a similar outcome. Instead, they told me that they remembered me and thought I was very talented; I just hadn’t been the right fit for the previous role five years earlier. But this time they thought I was perfect for the current role. I was hired by the very person who had rejected me just a few years earlier.”