Internship Rejection Letter
Dear [Applicant's Name],
Re: Internship Application
Thank you for your interest in the internship opportunity at [Company Name]. We appreciate the time and effort you invested in submitting your application and for considering us as a potential place for your professional development.
We carefully reviewed your application and qualifications. We were impressed by your [mention specific strengths or qualifications], which demonstrated your potential and enthusiasm for the internship role. However, after a thorough evaluation of all the applications received, we regret to inform you that we have chosen another candidate whose skills and experiences more closely align with our current requirements.
Please understand that our decision was not a reflection of your abilities or potential. We had many talented individuals apply for a limited number of positions, making the selection process highly competitive. We encourage you to continue pursuing your career goals and leveraging your strengths to explore other opportunities in the future.
We sincerely appreciate your interest in [Company Name], and we would like to keep your application on file for future reference. Should a suitable internship position become available in the future, we will reach out to you to discuss the possibility of your candidacy.
We wish you every success in your future endeavors. If you have any questions or require further feedback regarding your application, please feel free to contact us via email or phone.
Thank you once again for considering [Company Name] for your internship aspirations. We appreciate your understanding, and we wish you the very best in your future endeavors.
Sincerely,
[Your Name]
[Your Position]
[Company Name]
Formal Internship Rejection Letter
Subject: Internship Application Status
Dear [Applicant Name],
Thank you for your interest in the [Position Name] internship at [Company Name]. After careful consideration, we regret to inform you that you have not been selected for this internship cycle.
We appreciate the time and effort you put into your application and encourage you to apply for future opportunities with us. We wish you success in your ongoing endeavors.
Sincerely,
[Your Name]
[Designation]
[Company Name]
[Date]
Casual Internship Rejection Email
Subject: Internship Application Outcome
Hi [Applicant Name],
Thanks a lot for applying for the [Position Name] internship. We had a strong pool of candidates, and unfortunately, we are unable to offer you a position this time.
We hope you’ll consider applying again in the future. Best of luck with your ongoing projects and studies!
Cheers,
[Your Name]
[Date]
Heartfelt Internship Rejection Letter
Subject: Internship Application Decision
Dear [Applicant Name],
We sincerely thank you for your interest in the [Position Name] internship at [Company Name]. After reviewing all applications, we regret to inform you that we are unable to move forward with your application.
We genuinely appreciate your effort and passion, and we encourage you to continue pursuing your career goals. We hope to see your application for future opportunities.
Warm regards,
[Your Name]
[Designation]
[Company Name]
[Date]
Professional Email for Internship Rejection
Subject: Internship Application Update
Dear [Applicant Name],
Thank you for your interest in joining [Company Name] as a [Position Name] intern. We have completed our review process and regret to inform you that your application was not selected.
We appreciate your dedication and encourage you to apply for future internship opportunities with us. Wishing you continued success in your academic and professional pursuits.
Best regards,
[Your Name]
[Designation]
[Date]
Quick Internship Rejection Message
Hi [Applicant Name],
Thank you for applying to [Company Name]. We regret to inform you that you were not selected for the [Position Name] internship.
We wish you all the best in your future endeavors.
Regards,
[Your Name]
Encouraging Internship Rejection Letter
Subject: Internship Application Outcome
Dear [Applicant Name],
We appreciate your application for the [Position Name] internship at [Company Name]. Unfortunately, we will not be moving forward with your application at this time.
We were impressed by your skills and encourage you to apply for future openings. Keep pursuing your goals—we are confident you will find the right opportunity soon.
Sincerely,
[Your Name]
[Designation]
[Company Name]
[Date]
What / Why of an Internship Rejection Letter
An internship rejection letter is a formal communication sent to an applicant to inform them that they were not selected for an internship position.
Purpose:
- Provides closure and clarity to the applicant.
- Maintains professional and courteous communication.
- Preserves the company’s reputation and encourages future applications.
Who Should Send an Internship Rejection Letter
- Human resources representatives.
- Hiring managers or supervisors involved in the selection process.
- Company representatives responsible for candidate communications.
Whom Should This Letter Be Addressed To
- Applicants who have applied for internship positions.
- Students or recent graduates seeking professional experience.
- Candidates who completed interviews or application evaluations.
When to Send an Internship Rejection Letter
- After completing the evaluation of all applicants.
- Following the interview process, if applicable.
- Promptly after the decision is made to allow candidates to pursue other opportunities.
How to Write and Send the Letter
- Begin with a polite greeting and acknowledge the application.
- Clearly state the decision without ambiguity.
- Offer brief, positive feedback or encouragement if appropriate.
- Close with gratitude and best wishes for future endeavors.
- Choose the mode of sending: email for speed, physical letter for formal cases.
Requirements and Prerequisites
- Completed evaluation of all internship applications.
- Decision on selected and rejected candidates.
- Contact information for the applicant.
- Optional: feedback points for constructive advice.
Formatting Tips
- Keep the letter concise, ideally 1–2 paragraphs.
- Use a polite, professional, or encouraging tone.
- Avoid negative language or overly detailed explanations.
- Include proper subject lines for email communications.
- Sign with the HR representative or hiring manager’s name and designation.
After Sending / Follow-up
- No follow-up is generally required unless the applicant responds seeking feedback.
- Maintain records of the communication for HR documentation.
- Respond politely if the applicant requests feedback or clarification.
Tricks and Tips for Writing Rejection Letters
- Personalize the letter with the applicant’s name and position applied for.
- Avoid generic statements; make the letter respectful and considerate.
- Encourage future applications to keep the talent pool engaged.
- Ensure timely delivery to respect the applicant’s planning.
Common Mistakes to Avoid
- Using harsh or dismissive language.
- Sending the letter late, causing inconvenience to the applicant.
- Providing misleading or false information.
- Ignoring personalization; generic messages feel impersonal.
Elements and Structure of the Letter
- Subject line clearly stating the purpose.
- Greeting addressing the applicant by name.
- Acknowledgment of application and interest.
- Statement of rejection with clarity and tact.
- Optional encouragement or constructive advice.
- Polite closing and signature.
- Contact information if the applicant seeks further communication.
Pros and Cons of Sending an Internship Rejection Letter
Pros:
- Maintains professionalism and clear communication.
- Provides closure to applicants.
- Encourages positive relationships and future applications.
Cons:
- May cause disappointment or frustration to applicants.
- Requires careful wording to avoid misunderstandings.
- Needs timely delivery to be effective.
Compare and Contrast with Other Types of Rejection Communications
- Email rejection is faster, efficient, and preferred for most applicants.
- Physical letters offer a formal touch but are slower.
- Phone calls provide personal interaction but may be uncomfortable for applicants and HR.
- Choice depends on the scale of hiring and company policy.
