A “Sample Letter to Applicants Selected or Not Selected for Interview” is a formal communication used by companies to update job applicants on the status of their application. These letters are essential once a job posting closes and applications have been reviewed.
Because writing such letters can feel challenging, we’ve prepared templates, examples, and guidelines to help you craft clear and professional responses. Whether you are inviting a candidate for an interview or informing them they were not shortlisted, these samples will save you time and maintain your organization’s professional image.
Sample Letter Template
[Your Company Letterhead]
[Date]
[Applicant Name]
[Applicant Address]
Subject: Application for [Job Title] at [Company Name]
Dear [Applicant Name],
Thank you for your interest in the [Job Title] position at [Company Name]. We truly appreciate the time and effort you invested in your application.
If Selected for Interview:
We are pleased to inform you that your qualifications and experience align with the requirements of this role. We would like to invite you to an interview to discuss your application further.
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Date & Time: [Insert details]
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Location: [Insert address or virtual meeting link]
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Format: [One-on-one, panel, etc.]
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Interviewers: [List names and titles, if available]
Please confirm your availability by [Date]. If you have any questions, feel free to reach out to [Contact Name & Information].
We look forward to speaking with you.
If Not Selected for Interview:
After careful consideration, we regret to inform you that we will not be moving forward with your application at this time. The competition for this position was very strong, and we received many qualified applications.
We sincerely appreciate your interest in [Company Name] and encourage you to apply for future opportunities that match your skills and experience.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
[Contact Information]
How to Write an Interview Selection or Non-Selection Letter
1. Subject Line: Make It Clear
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For interview invitations: “Interview Invitation – [Job Title] at [Company Name]”
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For non-selection: “Update on Your Application – [Job Title] at [Company Name]”
A clear subject line helps applicants immediately understand the purpose of your message.
2. Salutation: Keep It Professional
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Use “Dear Mr./Ms./Mx. [Last Name],” when you know the name.
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If unsure, “Dear Applicant,” is acceptable.
Avoid casual greetings; professionalism sets the right tone.
3. Body – If Selected: Show Enthusiasm
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Express appreciation for their application.
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State clearly that they have been shortlisted.
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Provide interview details (date, time, location, duration, format).
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Mention interviewer names (if appropriate).
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Request confirmation by a specific date.
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Provide a contact person for questions.
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Close with a positive note, showing excitement to meet them.
4. Body – If Not Selected: Be Respectful
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Thank them sincerely for their application.
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Communicate the decision clearly but gently.
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Avoid false hope, but encourage future applications (if genuine).
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Offer a courteous closing that maintains goodwill.
5. Closing: Reinforce Professionalism
Use formal closings such as “Sincerely,” “Respectfully,” or “Best regards,” followed by your full name, title, and company details.
6. Formatting & Style Tips
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Use a professional font (Arial, Calibri, or Times New Roman, size 11–12).
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Keep margins and spacing consistent.
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Proofread carefully to avoid typos or grammatical errors.
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Maintain a polished, consistent template across all candidate communication.
7. Tone: Balance Professionalism and Warmth
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For interview invites: Be enthusiastic but professional.
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For rejections: Be empathetic without being overly apologetic.
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Aim for a tone that is clear, respectful, and considerate.
Frequently Asked Questions
Q1: What is the purpose of these letters?
To formally update candidates about their application status—either to invite them to an interview or to inform them they were not shortlisted.
Q2: When should they be sent?
As soon as possible after reviewing applications. Prompt communication enhances the candidate experience.
Q3: What should an interview selection letter include?
Date, time, location (or virtual link), interview format, interviewer details, and contact information.
Q4: What should a non-selection letter include?
A thank you, a clear but polite rejection, and (if appropriate) encouragement to apply for future roles.
Q5: Should every applicant receive a response?
Yes. Sending non-selection letters is best practice. It respects the applicant’s effort and maintains your company’s reputation.