Follow-up letter structure after a rejection
- Jessica López
What to do after receiving a rejection
Receiving a rejection letter can be disheartening, but it's important to remember that it's not a personal reflection of your skills or potential. Many factors contribute to hiring decisions, and not being selected for one role doesn't mean you're not a strong candidate. Here’s how to move forward:
Assess the timing of the rejection:
Immediate rejection post-application submission: This is likely due to an automated system or ATS filter. In this case, it’s generally not productive to follow up, as no human decision-making was involved.
Rejection after an Interview or active process participation: This is an appropriate time to consider sending a follow-up message to thank the recruiter and politely request feedback.
Acknowledge your feelings: It's okay to feel disappointed. Allow yourself a moment to process the rejection.
Stay positive: Remember that every rejection is an opportunity to learn and grow. It’s a step closer to finding the right role for you.
Reflect on the experience: Consider what went well during the application process and identify areas where you felt challenged. Review your application and interview performance before following up. A good rule of thumb is to follow up 24-48hr after you get the rejection.
📌 When Should You Follow Up?
If you’ve received a rejection, it’s best to send a polite follow-up within 24–48 hours. This timeframe shows professionalism while the interview or application is still fresh in the recruiter’s mind.
Why it's important to follow up after a rejection
Following up after a rejection is crucial for several reasons:
Stand out: Sending a thank-you note helps you stand out as a professional and courteous candidate.
Build relationships: It keeps the door open for future opportunities within the company.
Gain feedback: Constructive feedback can provide valuable insights to improve your application and interview skills for future opportunities.
Show resilience: Demonstrating a positive attitude after a setback reflects well on your character and professionalism.
Guidelines on how to approach the message
Be professional: Maintain a courteous and respectful tone throughout your message.
Be concise: Keep your message brief and to the point.
Express gratitude: Show appreciation for the opportunity and the time they invested in your application.
Be specific: When asking for feedback, be clear about what you hope to learn.
Show interest: Indicate your desire to be considered for future opportunities.
Follow up timing: Follow up 24-48 hours after receiving the rejection. This timeframe shows promptness and professionalism without seeming desperate.
Include a Call to Action (CTA): Encourage the recruiter to respond, such as asking for feedback or expressing interest in future roles.
Avoid "Follow Up" in the subject line: Use more engaging subject lines like "Thanks for the Opportunity to Discuss [Position Name]" or "Your Thoughts on My Application".
Guidelines on what to avoid when following up
When requesting feedback, it’s essential to approach the situation with professionalism and a willingness to learn. Avoid the following:
Trying to change the employer's mind: Accept the decision graciously without attempting to reverse it.
Being obnoxious or argumentative: Maintain a respectful tone and be open to their feedback.
Acting desperate: Focus on learning and improving rather than conveying desperation.
Arguing with the feedback: Appreciate their perspective even if you disagree.
Explaining why they’re wrong: Use feedback constructively without debating its validity.
7 steps to writing a follow-up message after submitting an application
Step | Description | |
|---|---|---|
| 1 | Salutation & friendly opening | Address the hiring manager or interviewer by name and start with a friendly greeting. |
| 2 | Thankfulness | Express gratitude for the opportunity and for informing you of their decision. |
| 3 | Show disappointment & gratefulness | Acknowledge the disappointment but express appreciation for being considered. |
| 4 | Request feedback | Politely ask for feedback on your application or interview performance. |
| 5 | Thank the recruiter again | Reinforce your gratitude for their time and consideration. |
| 6 | Express interest in future opportunities | Indicate your desire to be considered for future roles. |
| 7 | Friendly closing | End with a polite closing and your contact information. |
Cultural Sensitivity
Understanding and respecting cultural differences in communication is important, especially when applying for jobs in different regions. Here are a few tips to consider:
Acknowledge diversity: Expressions of disappointment and requests for feedback can vary culturally. Be mindful of these differences when crafting your message.
Adapt the tone: Adjust the tone and style of your messages to align with cultural norms. If you’re applying to a company in another country, research their communication style. For example, some cultures prefer very direct communication, while others value a more nuanced approach.
Cultural awareness: Be aware of the cultural norms of the country where the company is based. For instance, in the United States, a more assertive approach might be appreciated, whereas in Japan, a more humble and reserved tone may be more appropriate.
Respectful communication: Ensure that your messages are respectful and considerate of different cultural practices and expectations. This means being polite and professional, and avoiding any language that might be seen as too familiar or informal unless you know it is acceptable.
How to request feedback when you receive an automated rejection
If you receive an automated rejection email and don’t have direct contact information for a recruiter or hiring manager, try searching for their email address on LinkedIn, or use tools like Clearbit’s Gmail extension. Watch this video tutorial to see how to use Clearbit to locate emails based on job title and company. Verify the relevance of the contact person (recruitment team, HR lead) to ensure you’re reaching out to the right individual.
Exercise Caution
Respect company policies: Some organizations explicitly state they don't provide feedback, so it’s important to check the language of the rejection email before reaching out.
Don’t over-pursue: If you don’t receive a response or can’t locate the contact person’s information, shift your focus to self-improvement. Reflect on your application materials and identify areas for growth. By proactively refining your approach, you’ll increase your chances of success in future applications.
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