How To Write A Rejection Letter Before An Interview

Many companies deem it necessary to write a rejection letter before an interview, while others do not.

Why should we be concerned?

A rejection letter, also known as a pre-interview rejection letter, is a letter or email that is given as feedback from an organization, notifying the applicant that their application for a job position is not successful.

Aside from being a notification, it can be viewed as a courtesy gesture effectively crafted to ease disappointment and maintain a cordial relationship between the organization and the applicant.

It is a process that makes it easier for an applicant to continue searching for a job and reapplying for an appointment with their organization.

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Reason For Sending A Rejection Letter Before An Interview

As stated in the introduction, some companies choose to send a rejection letter before an interview, while others do not.

Nevertheless, here are genuine reasons to send a rejection letter before an interview:

Fosters Organisation-Applicant Relationship 

When an organization deems it necessary to write a rejection letter to an applicant, they show they care about that applicant, which fosters a good relationship between both parties. 

Although some applicants may be more qualified for the position in question, there is a chance that unsuccessful applicants will pursue other jobs in the future.

Read also: What is the best way to prepare for a job interview?

Gesture Of Respect

When an organization writes a rejection letter to an applicant, it is a gesture of respect for the applicant’s feelings, time, and effort.

Since they put the energy and resources into applying for a position, writing a rejection letter before the interview signifies they were unable to meet up to the requirement.

Preserves The Organization’s Reputation

Writing a rejection letter before an interview says more about an organization. It shows they are responsible and have the interest of individuals at heart(not bad for a firm).

By communicating freely with all candidates, even those unable to proceed with the hiring process, you can maintain a good reputation and product image.


While it is vital to use good grammar when writing a rejection letter before an interview, structural rules must be adhered to. 

Below is a professional structure for writing a rejection letter before an interview:

Organization’s Address

Start your book with your organization’s complete address in the top right corner of the page. If you are writing an email, skip this step.

Read also: 6 Keys To Successful Job Rotation – Interview + Examples


Add the posting date a few lines below the header. There is no need to put it when you send the letter via email.

Applicant’s Address

The applicant’s address should be listed a few lines beneath the date. There is no need to put it when you send the letter via email.


You do not have to put so much effort into changing the email’s subject, and you can make it straightforward.


You can choose to say ‘Dear John’ to make the rejection letter more personal.

Introductory Paragraph

In the first paragraph, you should show gratitude to the person who applied for the position.

Body Of Letter

It is where you will let the applicant understand that they were unsuccessful in getting through to the interview stage.

Last Paragraph

In the last paragraph, you can encourage the applicant to apply for other positions later or let them know they are eligible for opportunities in the future.


Your closing line should demonstrate appreciation to the applicant.

Your Name And Signature

To provide your letter or email with an official stamp, seal with your full name and signature, including your contact details.

Read also: What Is a Mock Interview and How Will It Help Me Get A Job?

Important Tips

An organization can write a rejection letter anyhow they please. However, below are tips for writing a rejection letter before an interview.

Notify Them In Time

It is vital to let the applicants know where they stand in time.

It will ease the tension in them.

Provide Honest Feedback

Let them know if you think they will fit in with another position. Otherwise, tell the applicants they failed.

Don’t give them false excuses for how you plan to keep their CV in the file when, in fact, it is already in the bin.

Show Some Support

You can do this by identifying their strengths. It could be offering recognition of their primary skills and encouraging them to keep searching for the right position.

Job hunting is hard, so show some support and make the email positive.

Delivery Method

Depending on your organization’s preferences, you can send a rejection letter by email. 

Remain Professional And Kind

Being professional and kind can help applicants maintain respect and dignity for the company and encourage them to pursue future opportunities with the organization.

Apart from the message, a well-designed refusal letter should make baptismal candidates feel respected and honored.

Stay Positive

You can also let them know if you think they may be eligible for another open or forthcoming event in your organization.

Although you may reject the request, you should give some good confirmation by praising the applicant’s skill. 


It is pretty disappointing when an organization does not see a need to write a rejection letter before an interview. Yet, this is very prevalent.

Rejection letters should be brief and straightforward while not being hard on the recipient’s emotion. 

Intelligent applicants see that gesture as an invitation to reapply for another position in the future.

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