An internship rejection email serves as a respectful communication tool for HR professionals to inform candidates that they have not been selected for an internship position. Sending this email promptly allows candidates to understand their application status and continue their search for other opportunities without unnecessary delays.
Template Email
Email subject line: Update on Your Internship Application at [Company Name]
Dear [Candidate’s Name],
Thank you for your interest in the [Internship Position] at [Company Name] and for the time you invested in the interview process. We genuinely appreciate the opportunity to learn about your skills and experiences.
After a thorough review of all applications, we regret to inform you that we will not be advancing your application to the next stage. We had a competitive pool of candidates, and we have chosen to proceed with individuals whose qualifications more closely align with the needs of the position.
We encourage you to apply for future openings that match your skills and interests, as we were impressed with your background and would love to see your application again. Thank you once more for your interest in [Company Name], and we wish you the very best in your career pursuits.
Kind regards,
[Your Name]
[Your Job Title]
[Company Name]
[Your Contact Information]
Why does it matter?
Sending a well-crafted internship rejection email is crucial for maintaining a positive employer brand. It demonstrates respect for the candidate’s effort and time, which can leave a lasting impression even if they weren’t selected. A thoughtful rejection can encourage candidates to apply for future roles and fosters goodwill, potentially leading to referrals or future hires.
When to send?
As soon as a decision has been made regarding a candidate’s application, it’s important to send the rejection email promptly. This allows candidates to receive timely feedback and continue their job search without excessive waiting. Ideally, send this email within a week after the final interviews or once the selection process is completed.
What to include?
- Personalized greeting to acknowledge the candidate.
- Expression of gratitude for their interest and application.
- Clear notification of their application status.
- Encouragement to apply for future opportunities.
- Well wishes for their future endeavors.
- Contact information for any follow-up questions.
Best Practices
- Be empathetic and professional in your tone to soften the impact of the rejection.
- Keep the email concise but informative; avoid lengthy explanations.
- Consider providing feedback about specific areas for improvement, if appropriate.
- Ensure that the email is proofread to avoid any grammatical or spelling errors.
Common Mistakes to Avoid
- Sending a generic rejection email without personalizing it for the candidate.
- Delaying the notification, which can leave candidates in uncertainty.
- Using overly technical or formal language that may come off as impersonal.
- Failing to express appreciation for the candidate’s effort in applying.
