Regret Letter - Format, Writing Tips, Templates, Examples, and More | UBS
UBS App is now   Superworks  

  - don't miss our newly launched products!  

Regret Letter – Format, Writing Tips, Templates, Examples, and More

January 3, 2023
HR Toolkit
Regret Letter

These days companies advertising posts for job vacancies are dealing with a lot of applicants, and they do not always respond when it comes to the rejection of applicants. This huge number of candidate applications results in hours of listing resumes, motivation letters, scanning applications, and more. Therefore, it is reasonable if the HRs do not get time to send simple regret letters when they reject candidates for a job post.

This blog will help you with a regret letter template that will help you cut down the time in writing the letter from scratch. Also, in this blog, we will talk about what a regret letter is, how to write this letter and more.

Let’s start!!

What is a Regret Letter?

Regret letters, also known as rejection letters are sent to the candidates who are not able to make it to the available job post. This letter is usually sent at the end of the search. Experience has shown that the lack of communication from hiring committees is one of the main reasons applicants become frustrated. Although receiving a letter of regret is never fun, it gives applicants closure and enhances the brand’s reputation while demonstrating our culture of honesty and respect. In order to inform people that they did not get the job, it is crucial to contact the candidate pool after the search is complete.

Want to Enhance your HR Processes Get In depth Solution Now

Types of Regret Letters

1. Unqualified Applicant

The candidate was rejected because they lack the required qualifications or are less qualified than the expectation.

2. Mismatched Applicant

The applicant is not suitable for the particular job profile, however, another open position may be appropriate according to their skill set.

3. Internship Rejection

The candidate is not good for the internship. The possible reasons for such type of rejections may be mismatched time commitments or greater expectations of compensation.

4. Post-interview Rejection

The candidate demonstrated poor communication skills or left an unacceptable impression during the interview process.

5. Internal Candidate Rejection

A candidate employed by your company or organization applies for a position outside of company limits, especially for a role that excludes current employees.

6. Late Application

The applicant has the required qualification but has applied too late for the profile to be evaluated with comparable talent. If the candidate still feels interested, you may suggest him/her for early reapplication for future positions.

7. Undisclosed Reason

The application of the candidate has been rejected but the company does not want to comment on the nature of the rejection.

Above are the reasons why the HR of a company needs to send the regret letter to the candidate as a final closure. Get access to free Regret Letter templates on UBS HR Toolkit and get rid of your repetitive letter writing task.

Late Coming Warning Letter – Why Do You Need One?

How Employers Benefit from Regret Letter Templates

Efficiency is one of the biggest advantages of using regret letter templates. Using a readymade letter of regret template will help employers focus on other suitable candidates.

Since the templates can be easily customized, they help you streamline your hiring workflow. Many of the details in the regret letter remain the same from candidate to candidate, therefore it is easier to tweak the information according to the types of reasons needed than to create a new letter every time you reject a candidate.

Additionally, templates are useful for giving career guidance that enables applicants to continue their search after getting their rejection letter. Rejected candidates might then take this as an opportunity to alter some areas of their professional path or reconsider what they are looking for in a job.

What are the Steps to Write a Regret Letter?

1. Decide the Letter Format

The very first step of writing a regret letter is deciding on the format of the letter. The letter you are writing is an official letter, therefore, always use the business letter format i.e., a letter with a formal tone. The business format is suitable for creating all types of letters that are related to your organization.

2. Letter on the Letterhead

Being an organization, you must have a proper letterhead for all your official letters. The name and logo of the Company must be included. Until your letter of resignation is accepted, you are still an employee of the company. This holds true for any regret letters that are sent to other members of the organization.

3. Maintain the Tone of the Letter

Since a regret letter is an official letter, you should keep the tone in mind while writing the letter. You should not be too emotional while framing the sentences; however, don’t be extremely emotionless. Make sure that you make the candidate understand what you want to convey with the letter.

Employee Service Agreement – Format, Meaning, Importance, Examples, and More

4. Write the Proper Address

Remember to include the recipient’s name and address at the top of the letter. Mention the position or title of the recipient if you are writing to someone within the company. That also applies to you. Include your name, address, and job title in your writing.

5. Content of the Letter

Don’t make the letter too long. There is no need to write pages in business letter format. A short and crisp letter would work fine. Try to finish the letter within one page and that too with not more than 3 paragraphs. Also, don’t forget the concluding statement and the thank you note. You should always be thankful that the person took out time to read your letter. Therefore, thank that person for investing time.

Regret Letter

Note: This letter will be useful to you! You can edit it, as your needs and requirements.

Regret Letter Format

Regret Letter Format

Regret Letter Example

Regret Letter Example


You don’t want to simply reject each and every application letter, but unfortunately, you would have to do some. Download this regret letter template in PDF format to encourage applicants and help them feel better about themselves. So that you can write a letter that will subtly reject them while still not upsetting them. Since the template features an editable function, you can make the necessary modifications. Additionally, you can download this template for free!

Also, UBS HR Toolkit offers you other readymades customizable HR documentation like HR letters, HR Forms, emails, policies, and more. Now focus on other core business operations and leave your HR documentation worries on UBS HRMS Software.

As an HR you want to save 50 of the time2

Alpesh Vaghasiya

Alpesh Vaghasiya

Any Query? Reach Out To Us.

We are here to help you find a solution that suits your business need.

Watch a Demo

Get a visual representation of how we work!

Schedule Demo
Get in Touch

Our sales expert is just one call away to meet your needs.

Get In Touch
Start Chat

Have a question?
Chat with Us

Start Chat

Update your HR Library with 300+ Customized HR Documents.

Transform your HR with HRMS and Payroll Software

HR Toolkit

To get access to Free Documents, fill in the details below: