Rejection Email Template 1
Subject: Update on your [application/proposal/request] for [item].
4 Rejection Email Templates
Start with structure, then replace every placeholder with information that is true, relevant, and natural for your context. These templates are intentionally skeletal so your final writing does not sound mass-produced.
Use the framework
How to personalize a template
A strong rejection email states the decision without misleading suspense, thanks the person appropriately, gives useful next-step information when available, and avoids invented feedback or promises of future consideration.
- 1Choose the template closest to your actual purpose.
- 2Replace every bracketed field with specific information.
- 3Delete any sentence that does not belong in your situation.
- 4Read the result aloud for unnatural transitions or repeated phrasing.
- 5Verify names, dates, links, facts, and promises before sending or publishing.
Rejection Email Template 2
Decision: Thank you for [submission/interest]. We will not be [moving forward/accepting/approving] [item].
Rejection Email Template 3
Optional feedback: The main factor in this decision was [specific authorized reason].
Rejection Email Template 4
Close: [Future eligibility/next step if true]. Thank you again for [time/interest].