What is a position-filled email?

A position-filled email is a type of correspondence hiring managers send to everyone who applied to their job opening once they find a qualified candidate. This email lets candidates know that they did not get the role and that the job opening is now closed. Typically, this email explains that the company found a more qualified candidate for their team. You may send this to candidates you interviewed or those who recently sent in an application.

What is the purpose of writing a position-filled email?

Here are a few reasons you might write a position-filled email:

• To be courteous to candidates: Letting candidates know they didn’t get the job can help them move on to other opportunities. This prevents them from spending time reaching out to you when they didn’t get the role.

• To improve your brand’s reputation: Reaching out to candidates shows you appreciate their desire to work for your company. By being respectful of their efforts, you can maintain a good rapport with those who applied.

• To encourage candidates to apply again: If a candidate was promising but not your top choice for a particular position, sending a position-filled email can encourage them to apply another time. You can let them know you’re keeping their resume on file.

• To reduce the number of emails you receive: Sending a position-filled email prevents candidates from following up with you. This can help you keep a cleaner inbox and stay organized.

How to write a position-filled email

Follow these steps to write a position-filled email:

1. Create a few different templates

There may be different scenarios for each position-filled email you send. By writing templates in advance, you can save yourself a lot of time when you want to send out a batch of emails. Here are different templates you can write:

• Promising candidate: When a candidate was one of your favorites but wasn’t your top pick, you can send them an email letting them know they had many of the qualifications you wanted, but someone was a better fit for the role. Use this email to encourage them to apply again and let them know you have their resume on file.

• Unqualified candidate: If a candidate didn’t meet most of your requirements, kindly let them know you were looking for a more experienced candidate. Use this email to wish them luck in their job search.

• Late candidate: A candidate may apply to your job opening after the deadline has passed. This email lets them know that this is the reason you aren’t moving forward with them as a candidate.

2. Keep it generic

Unless a candidate specifically asks for your reasoning, you can keep your reasoning for your rejection generic. Simply let them know you found the right candidate for your team and that you filled the position. You want the email to sound professional and polite. Try to be empathetic of their position, remembering that searching for a job requires time and effort.

3. Show your appreciation

Let the candidate know you appreciate them applying to your company. Wish them luck in the rest of their job search, sharing a few words of encouragement. It’s better to be nice rather than mentioning specific reasons you decided to go forward with someone else.

4. Carefully proofread

Since you may use this as a mass email, it’s important that it’s free from any errors. Carefully scan it for any grammar, spelling and clarity errors. Ask one of your team members to read it too. Ask them if the tone of the email sounds professional and is appropriate for your company to send.

Related: How To Hire Employees: Step-by-Step Guide With Tips

Position-filled email examples

Here are examples of different kinds of position-filled emails:

Promising candidate example

Here is an example of an email for a candidate you may hire in the future:

Dear Josie,

It was great getting to know you and learn more about your credentials. Unfortunately, we are moving forward with another candidate at this time. We truly appreciate you applying to our company and value what you had to share with us.

We feel that many of your skills and experiences align with our company’s needs, which is why we are keeping your resume on file. Please consider applying for future job openings with us. If you have any questions, please reach out directly.

Best of luck with your job search.

Best,
Cindy Meyers
Hiring manager

Unqualified candidate example

Here is an email for a candidate who didn’t meet your credentials:

Dear Micheal,

I am writing to inform you that our team is not moving forward with your application. We felt we needed a candidate with more experience for this position.

Thank you for submitting an application for this role. We hope you find a role that better suits your current credentials.

Sincerely,
George Hillson
HR manager

Late candidate example

Here is an email for a candidate who missed your application deadline:

Dear Ari,

Thank you for applying to our position. Unfortunately, we received your application after the deadline. We have offered the role to another candidate. When applying in the future, please be mindful of the closing date of our applications.

Best of luck with the rest of your job search. We hope you find something that matches your professional goals.

Thanks,
Linda Rogers
HR specialist