Sample Refusal Letter to Applicant – Trying to refuse or reject a job applicant? Here is a sample letter of refusal that you can use in any situation.

As a job applicant, nothing is worse than hearing nothing from an employer as to why you are not qualified in the hiring process. Business owners are encouraged to send a rejection letter to make it clear to the job candidate to apply again in the future.

It would also be helpful to add additional information as to why they didn’t pass the selection process and encourage them to apply again in the future.

What is a Refusal Letter?

Refusal is an act of rejection, even if it is bad news for the person receiving it. As a result, it is not as simple to write as is commonly assumed. Sending an applicant rejection letter is a courtesy and can emphasize your status as an employer of choice.

Applicants appreciate receiving refusal letters from a company in which they invested their time to apply. This way, they can now decide to move forward with applying to a new prospective company. A well-constructed and the best way to write a refusal letter is diplomatically, so that you do not feel embarrassed by your words someday.

How to Write a Letter of Refusal to Applicant?

If you’re a business owner or a human resources officer there are several thing to be considered in making refusal letter to applicant. Therefore, this applicant rejection letter template is a good way to let your applicant know that they do not pass the interview process and as an employer you can now move forward with a candidate that suits the job offered.

Time needed: 5 minutes.

So here are the instruction to make a sample refusal letter to applicant.

Write the Date
First step to write a refusal letter is to write the date at the top left corner of the letter.
Write the Sender’s information

Next is to write your name and your address at the top left corner of the letter. It is directly below the date. Always leave 1 line of space blank before writing the next part of the letter.
Write the salutation

Third step is to write the salutation. In writing the salutation, you may start with “Dear” (e.g. Dear Mr./Mrs.), but if you want to be more formal use the word “To“. It is more polite to write the full name of the person to whom the letter is addressed.
Write the body

Next step is to write the body of the letter. Your letter should be polite and use appropriate language to help your applicant continue with the job search. Also, the tone of the refusal letter should be sympathetic.
Write the Closing salutation with your signature

Lastly, write the closing part of the letter. For closing words, you can use Sincerely, Best regards, etc. Then signature over the printed name of the sender’s name.

Sample Letter of Refusal To Decline a Supplier

After the above steps on how to write a letter of refusal, I will give you a application rejection letter sample to decline a supplier.

[DATE]

[NAME OF SUPPLIER]
[SUPPLIER ADDRESS]


Dear [Sir/Madam]:

This letter is in response to your business proposal dated (insert date). Thank you for taking the time to submit a proposal to our company, (insert company name) and the management team is truly impressed with your well-crafted business proposal. However, we regret to inform you that your proposal did not pass to our company’s guidelines and standards.

The bid was awarded to another company named (insert another company's name) because they presented a more complete and comprehensive proposal. Furthermore, this company has been working with us for over a decade and provides a wide range of supplies that our company requires. Some of those items were not yet available in your organization.

Again, thank you for your time and effort. We are excited about the possibility of working with you in the future. Thank you very much.

If you have any questions and some clarifications needed, you can contact us at (insert contact details).

Sincerely,

(Sign)
(Name)

Sample Refusal Letter To Decline a Customer’s Request

Below is the sample letter of refusal to decline a customer’s request.

[DATE]

[NAME OF CLIENT]
[CLIENT ADDRESS]


Dear Mr. or Ms. (insert customer’s last name):

Thank you so much for your interest in our company and your support for the (insert company name). We appreciate your confidence in us. Unfortunately, we are still unable to fulfill your request at this time because the company does not yet provide the specific service.

However, we promise to notify you as soon as the circumstances change, and we will try to implement this as soon as possible. You, our customer, are important to us and are our top priority. I completely understand how important this feature is to you. Please accept our apologies for this being unavailable at the moment.

Thank you for your patience.

Sincerely,

(Sign)
(Name)

Sample Letter of Refusal To Decline Salary Increase Request

Also, here is the sample letter to decline salary increase request.

[DATE]


Dear Mr. or Ms. (insert employee’s last name):

I received your request for a raise from your base salary of (insert salary). You have been with the company for some time now, and we sincerely appreciate your efforts as (insert job title) in (insert company name). However, I regret to inform you that your request for a salary increase has been denied. The company is currently experiencing financial difficulties, and I am unable to increase your monthly salary without raising the salaries of the other employees.

We appreciate your hard work here. Thank you.

Sincerely,

(sign)
(Name)

Sample Letter To Formally Decline a Job Transfer

Take the sample job application rejection letter template below to formally decline a job transfer.

[DATE]

[NAME OF EMPLOYER/MANAGER/SUPERVISOR]
[POSITION]


Dear Mr. or Ms. (insert employer's last name):

I am writing you this letter to respectfully decline your offer of promotion and transfer to (insert place of transfer). The offer is very promising and by rejecting it, I do not mean that I don’t like it. I just want to clarify that because of inevitable and urgent family concerns, it is not possible for me to be relocated at this point yet.

I have a daughter who is sick and transferring of the place of work might compromise her regular medical checkups and treatment. In her state, stress can affect her. However, I am greatly grateful that you considered me in such a position. My apologies for not being to take up this beautiful offer.

Thank you for your understanding.

Sincerely,

(Sign)
(Name)

Sample Letter of Refusal To Decline Employee’s Promotion Request

See also the sample letter of refusal to decline employee’s promotion request.

[DATE]

[NAME OF EMPLOYEE]
[POSITION]


Dear Mr. or Ms. (employee’s last name):

Your promotion request has been received. I'm sorry to inform you that you have not been promoted to the position of (insert job position). This is because you do not yet have the necessary skills and experience to perform the job of (insert job title) and are performing below industry standards (insert company name). As a result, the proper authority has decided to keep you at your current post.

However, I'd like to commend you on your current performance, and if you continue to put in more effort and keep up the good work, you may be promoted the next time. I hope you don't take it personally because it's just business. Thank you very much.

Keep up the hard work.

Sincerely,

(signature)
(Name)

Sample Letter To Decline A Client

Also, take a look at the template to decline a client.

[DATE]

[NAME OF CLIENT]
[CLIENT'S ADDRESS]


Dear Mr. or Ms. (client’s last name):

Thank you for speaking with me and expressing your interest in our company. I appreciate your faith in us, but the company is unable to proceed with your request to be a supplier because the project you proposed does not fit the firm's needs at this time.

At this point, all I can promise you is that I will be available to provide any assistance you may require in locating the solution you seek in your work. I'd also appreciate it if you could stay in touch with us for future projects and collaborations. I look forward to working with you soon, and once again, thank you for taking the time to consider us.

If you have any further questions and clarifications, please don’t hesitate to contact me at (insert contact details).


Sincerely,

(signature)
(Name)

Sample Letter To Decline A Job Offer

Lastly, take a look at the template to formally decline a job offer.

[DATE]

[NAME OF EMPLOYER]
[EMPLOYER ADDRESS]


Dear Mr. or Ms. (employer's last name):

Thank you so much for considering me for the position of [Insert Job Title] at [Insert Company Name]. I regret to inform you that I have already accepted a position with another company. I appreciate you taking the time to meet with me personally to discuss the job.

I regret passing up this opportunity with your company, but I am grateful for your consideration in hiring me. I'm confident you'll be able to find a suitable candidate for the position soon. I wish you and your company continued success and hope we will be able to collaborate in the future.


Sincerely,

(signature)
(Name)

Sample Refusal Letter To Applicant [Template]