Definition of a Rejection letter, how to write it and how to respond to it?


The modern age has become competitive. Whether you are up for an interview or simply offering a proposal via the application. There is a 10% possibility of receiving a friendly rejection letter in your inbox. Sometimes, a rejection letter can lead to self-consciousness, anxiety, and stress. This is because even over a business rejection letter, the receiver may find it as a rejection censured on his/her personality. This leads to a lack of motivation. On the other hand, senders of a business rejection letter find it convenient to pass the message to the receiver. This message tells that he/she has been rejected for a given job, task, proposal and more.

In this reading, we are enlightening the subject of rejection letters. These are for both the sender and the receiver. It remains helpful to learn about how to write a rejection letter as well as how to respond to a rejection letter? To the reader’s surprise, this reading also informs about the types of rejection letters. Let’s get started by introducing you to the concept of a Rejection letter and a few samples:

What is a Rejection letter?

A rejection letter is a type of letter that conveys a message to the receiver. This message informs the receiver of the letter that he/she has not been selected. It can be a rejection for a specific task that he/she had applied tobe selected for, currently. Aforementioned, a rejection letter can be assumed as a non-acceptance for the following:

  • Job role,
  • University enrollment,
  • Research studies, and
  • Business proposal.

A letter that does not reject is known as an acceptance letter. An individual may receive an acceptance letter for the following common reasons:


However, is there more than one form of rejection letters? Yes! Let’s find out:

What are the different types of rejection letters?

There are typically four types of rejection letters, take a glimpse to find out:

Form Rejection letter or Literary rejections

What is a form rejection? A form rejection is a type of rejection that you receive upon the non-acceptance of an application. This application can be a visa application, job application, internship application, or training application. Apart from this, it also can be an application that is not accepted for a club membership or others. A form rejection letter does not mandatorily provide a direct reason for non-acceptance.

For example, a form rejection letter may simply inform the receiver “Hello User, this does not match our needs.” Form rejection letters are also countable as business rejection letters, however, not specifically.

Feedback Letter

This is one of the most authentic types of rejection letters. In this letter, the receiver needs to confront criticism and respond to it with decorum. Of course, no one likes criticism when it comes to business. For instance, a feedback letter may include “your business idea contains some loopholes that may not meet our short-term goals at the moment.” In this, you may feel anxious and insecure about your business intellect. It may cause you to feel unmotivated. Thus, it is important to learn how to deal with criticism in rejection letters.

We are presenting the following tips that will help you to overcome disapproval in your feedback business rejection letter:
  • When you receive criticism in your business rejection letter, it would help you to consult the sender further on how you can resolve the situation?
  • For the most part, if you do not feel like responding with a query, you can write back “Thank you for your time, I appreciate it. I will work on the points you have given.”
  • It is significant to focus on the feedback given via the rejection letter. Instead of getting demotivated, you can inspire yourself to work hard on the point where you lack compassion and intellect. You have all the time in the world!
  • Sometimes, feedback rejection letters are also polite rejection letters. Thus, in this situation, you brainstorm on “how to respond to a rejection letter?” Well! The best form to reply to a polite rejection letter is writing politely.

More often, criticism-filled feedback rejection letters may sound sarcastic to you. Thus, you must not take it personally and assume it as a part of your career. To be honest, everyone sees some ups and downs in a career now and then.

When it comes to a feedback rejection letter, you can work to make it better. However, overthinking may not help. Sometimes, your intellectual level is not what the other person needs! Therefore, what you may not be good enough for one person, but it would be to another person, company or organization in the future. Keep calm and wait for your phase.

Personal Rejection letter

In your daily life as a professional, you may come across one or two individuals who do not like you and your personality for unknown reasons. This situation is very common among the business industry more than you can assume. Thus, a personal rejection letter may not seem a big deal.

However, if you find yourself in difficulty because of a personal rejection letter, it may be because they create self-consciousness due to personal comments and factors in the letter that do not relate to your professional life.

Example of personal rejection letter “Hello Neha, I Thank you for approaching us for your literary article for our magazine. It sounds really interesting and all my co-workers find it intriguing in developing the country India. However, to my knowledge, an article from an Indian author may cause our magazine ratings to go low in no time. Therefore, I need to let this slide. I Thank you again for your time and efforts, and I wish you good luck for the future.”

In the above example, you may see the “racism” and “nationality” as the factors of personal dispute or disinterest.

What to do? How to respond to a personal rejection letter? Well! The following points will help you:
  • Find out the factors that can be resolved. In the above example, Neha cannot change her race or nationality. Therefore, this personal comment should not bother you as much.
  • Literary rejection letters are more often based on fictional loopholes, writing tone, style or grammar. However, the factor of race and nationality seem out of the line.
  • To deal with a personal rejection letter, you can submit your work to another organization that supports diversity in the workplace.
  • You should avoid over-thinking and focus on the bigger picture. You can share your experience anonymously on social media such as LinkedIn and see what other people think about this situation.

Interview rejection letters

These are part of business rejection letters. Sometimes a candidate does not fit the profile for a job role. In this case, HR more often sends a rejection letter before the interview. Without a doubt, this saves both parties time and money. However, sometimes it becomes complex to deal with interview rejection letters. It is because the candidate assumes that he/she did not receive a fair chance. In the defense of the second party, they find it fair to reject a candidate because he/she does not meet eligibility criteria for the given job position.

Check out the following points to deal with the rejection letter before the interview:
  • Double-check the eligibility criteria for the job position. If you do not meet it, you know the reason why you are rejected.
  • Apply for other job roles and view whether some HRs respond positively.
  • Work on your writing skills for job applications.
  • Construct a better resumé.
  • Resubmit an enhanced job application with a cover letter.
  • Look out for job positions that match your field of qualification.
  • Stay positive and focus on the fact that “9 in 10 job applications get rejected. You can be that 1 in 10 anytime soon.”

How to write a rejection letter?

In a rejection letter for a job offer, you must mention the reason for not accepting it. You should start the letter-writing by thanking the recipient for the job opportunity. For example, “I extend my gratitude to you for applying for the job opportunity at our organization.”

In the second paragraph, state the reason for not accepting. For example, “Unfortunately, we have come across a more suitable candidate who is willing to travel from time-to-time. It matches our employment goals. I apologize that I have to decline you as the runner-up.”

In the last paragraph, thanks to the recipient again. For example, “I do appreciate your efforts to come down and sit for the interview. Thank you for such a pleasant interviewing experience. I wish you well in all future endeavors.”

This is an example of a polite rejection letter. This allows the receiver to accept the fact that he/she was rejected within a close competition.

View the following example of the proposal rejection letter:

I, Shreya Kapoor, the CEO of XYZ Pvt. Ltd rejects your sales pitch/proposal. The reason being the medicines your company is offering are found to be non-effective. (PFA for reports). Unfortunately, we are looking for a second party who can drive our brand’s reputation by providing highly-effective pharmaceuticals with lesser side-effects. I wish you good luck with future endeavors.

This proposal rejection letter is a perfectly interpreted rejection letter. Why? Let’s find out its best features:

  • It displays politeness and professionalism. Thus, it is a mix of polite rejection letters and business rejection letters.
  • The letter clearly mentions the reason for rejection.
  • It also offers a solution.
  • The letter does not include any personal criticism.
  • It includes only the outcomes of the research and not personal experience with the pharmaceuticals.

How to respond to a rejection letter?

To respond to a rejection letter can be tricky. The reason being, upon receiving a rejection letter, the receiver becomes demotivated and sometimes angry as well. Out of rage, the recipient may respond to a letter by adding personal comments, challenging the sender and claiming unreasonable disputes. What is a better way to respond to a rejection letter?

Check out the following tips to make a response to rejection letter sound professional with no strings attached:

  • Thank the sender of the letter for providing feedback.
  • Use professional language.
  • Ask for feedback or solutions.
  • Do not use harsh language and informal words.
  • Avoid claiming personal disputes.
  • Do not commit to defending your work by giving excuses.
  • Pay gratitude.
  • Express your dismay.
  • Show interest in the resubmission.
  • Polite consult about any personal comments that have been made.

View the following example of a polite rejection letter response:

Thank you for approaching me and conveying the results of our interview. I feel unfortunate to be rejected as a potential employee in your company. But, I am willing to work hard on the elements that you have highlighted in the letter. I pay you my gratitude for the opportunity of an interview, it was a real-time delight for me.

I would request you to invite me if any opportunity opens up in the future. Till then, it will be a great help if I could receive some clear insights on our interview and how my nationality can be a discomfort to your team as you mentioned?Thank you again for your valuable time. I will wait for your response. I wish you good times and achievements with your current team. It has been a delight.


This response to a rejection letter shows one’s empathy. The empath is for the company and the hiring manager. The good part is that it is regardless of their personal opinion about the candidate’s nationality.


With this reading, we have expressed the professional form of receiving and responding to rejection letters. In this world, you can be as polite as you need, however, it may not affect the other person. In situations, it is best to focus on grasping the upcoming opportunity rather than overthinking the same one over and over again. Above all, a rejection letter should be accepted as an opportunity for personal growth.

“We wish you good luck in dealing with your recent rejection letter. It is a part of the journey of success that is yet to finish!”


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