Position Filled Email Templates

Updated: April 16, 2024

Effective communication with job applicants and candidates is crucial for building and maintaining a positive employer brand. One of the most sensitive aspects of the recruitment process is informing applicants that a position has been filled, often leaving them disappointed and eager for feedback. Striking the right balance between professionalism and empathy in these communications can make a lasting impression on the candidate and encourage them to consider future opportunities with your company.

In this article, we provide you with five email examples that demonstrate how a recruiter can thoughtfully and professionally let job applicants and candidates know that a position has been filled. These templates are designed to convey respect for the applicant's time and effort, offer encouragement, and leave the door open for future collaboration. By utilizing these email examples, you can ensure a positive candidate experience and nurture relationships with potential future hires.

Position Update for Candidate Who Was Interviewed Copy Snippet Copied!

Subject: [Job Title] Position Update

Dear [Applicant’s Name],

Thank you for your interest in the [Job Title] position at [Company Name]. We appreciate the time and effort you put into your application and the interview process. After careful consideration, we have decided to move forward with another candidate who we believe is the best fit for this role at this time.

We sincerely appreciate your interest in our company, and we encourage you to apply for any future opportunities that align with your qualifications and career goals. Thank you once again for considering [Company Name], and we wish you the best in your job search.

Best regards,
[Your Name]
[Your Title]
[Company Name]

Position Update for Applicant Who Started Process Copy Snippet Copied!

Subject: [Job Title] Selection Update

Hello [Applicant’s Name],

We hope this email finds you well. We wanted to inform you that the [Job Title] position at [Company Name] has been filled. We appreciate your interest in joining our team and the time you invested in the application process.

While we have selected another candidate for this role, we were impressed with your qualifications and encourage you to keep an eye on our careers page for future openings that may align with your skills and experience.

Thank you for considering [Company Name], and we wish you the best in your job search.

Sincerely,
[Your Name]
[Your Title]
[Company Name]

Update After Initial Applicant Submission Copy Snippet Copied!

Subject: [Job Title] Position Update – [Company Name]

Dear [Applicant’s Name],

We hope this email finds you well. We recently noticed that you have expressed interest in the [Job Title] position at [Company Name] through [Platform/Referral/Previous Communication]. We appreciate your enthusiasm and interest in joining our team. However, we wanted to inform you that the position has been filled before you proceed with your application.

We understand that this may be disappointing, but we encourage you to continue exploring opportunities with us. Please keep an eye on our careers page for future job openings that align with your skills, experience, and career goals. You can also sign up for job alerts on our website to stay informed about new opportunities.

Thank you for considering [Company Name], and we wish you the best in your job search. We look forward to the possibility of working with you in the future.

Kind regards,
[Your Name]
[Your Title]
[Company Name]

Update Before Participating in Interview Process Copy Snippet Copied!

Subject: [Job Title] Interview Update – [Company Name]

Dear [Candidate’s Name],

We hope this email finds you well. We wanted to provide you with an update regarding the [Job Title] position you were scheduled to interview for at [Company Name]. After careful consideration of our current applicants and business needs, we have decided to move forward with another candidate who has already completed the interview process and closely aligns with the requirements of the role.

We understand that this news may be disappointing, and we apologize for any inconvenience this may cause. We truly appreciate your interest in joining our team and the time you have invested in the application process. Although this particular opportunity did not work out, we encourage you to keep an eye on our careers page for future openings that may be a better fit for your qualifications and career aspirations.

Thank you for considering [Company Name], and we wish you the best in your job search. We hope to have the opportunity to connect with you again in the future.

Sincerely,
[Your Name]
[Your Title]
[Company Name]

Update for a Friend, Internal Candidate or Referral Copy Snippet Copied!

Subject: Update on [Job Title] Position at [Company Name]

Hey [Friend’s Name],

I hope you’re doing well. I wanted to give you a heads-up about the [Job Title] position at [Company Name] that you had expressed interest in. After reviewing all the applications and conducting interviews, the hiring team has decided to move forward with another candidate who closely aligns with the role’s requirements.

I know this might be disappointing, but I wanted to make sure you heard it from me first. I truly appreciate your interest in the opportunity and your enthusiasm to potentially join our team. I’ll be sure to keep an eye out for other positions at [Company Name] that might be a good fit for your skills and experience. If any openings come up that I think you’d be interested in, I’ll definitely let you know.

In the meantime, if you have any questions or need any help with your job search, please don’t hesitate to reach out to me. I’m more than happy to assist in any way I can.

Wishing you all the best in your job search, and I hope we can find another opportunity for you at [Company Name] soon.

Take care,
[Your Name]
[Your Title]
[Company Name]

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Subject: [Job Title] Position Update <br> <br>Dear [Applicant's Name], <br> <br>Thank you for your interest in the [Job Title] position at [Company Name]. We appreciate the time and effort you put into your application and the interview process. After careful consideration, we have decided to move forward with another candidate who we believe is the best fit for this role at this time. <br> <br>We sincerely appreciate your interest in our company, and we encourage you to apply for any future opportunities that align with your qualifications and career goals. Thank you once again for considering [Company Name], and we wish you the best in your job search. <br> <br>Best regards, <br>[Your Name] <br>[Your Title] <br>[Company Name]
Subject: [Job Title] Interview Update - [Company Name] <br> <br>Dear [Candidate's Name], <br> <br>We hope this email finds you well. We wanted to provide you with an update regarding the [Job Title] position you were scheduled to interview for at [Company Name]. After careful consideration of our current applicants and business needs, we have decided to move forward with another candidate who has already completed the interview process and closely aligns with the requirements of the role. <br> <br>We understand that this news may be disappointing, and we apologize for any inconvenience this may cause. We truly appreciate your interest in joining our team and the time you have invested in the application process. Although this particular opportunity did not work out, we encourage you to keep an eye on our careers page for future openings that may be a better fit for your qualifications and career aspirations. <br> <br>Thank you for considering [Company Name], and we wish you the best in your job search. We hope to have the opportunity to connect with you again in the future. <br> <br>Sincerely, <br>[Your Name] <br>[Your Title] <br>[Company Name]
Subject: Update on [Job Title] Position at [Company Name] <br> <br>Hey [Friend's Name], <br> <br>I hope you're doing well. I wanted to give you a heads-up about the [Job Title] position at [Company Name] that you had expressed interest in. After reviewing all the applications and conducting interviews, the hiring team has decided to move forward with another candidate who closely aligns with the role's requirements. <br> <br>I know this might be disappointing, but I wanted to make sure you heard it from me first. I truly appreciate your interest in the opportunity and your enthusiasm to potentially join our team. I'll be sure to keep an eye out for other positions at [Company Name] that might be a good fit for your skills and experience. If any openings come up that I think you'd be interested in, I'll definitely let you know. <br> <br>In the meantime, if you have any questions or need any help with your job search, please don't hesitate to reach out to me. I'm more than happy to assist in any way I can. <br> <br>Wishing you all the best in your job search, and I hope we can find another opportunity for you at [Company Name] soon. <br> <br>Take care, <br>[Your Name] <br>[Your Title] <br>[Company Name]

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