5 “Position Has Been Filled” Email Letter Samples

When searching for the perfect candidate, you’ll review tons of resumes and cover letters from various candidates. You might even schedule interviews with more than 10 candidates, in search of the right one.

Once you find your perfect candidate, it’s fun informing them of the good news! But, it’s important and only polite to tell unsuccessful candidates that the position has been filled.

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What is a “Position Filled” Email?

A position-filled email is an email that hiring managers and HR coordinators send to all candidates who applied to their job ad but were not selected for the role.

By informing unsuccessful candidates that the position has been filled, you show them that you value their time. You also allow them to move onto other opportunities without uncertainty.

Here's a quick video that shows how you can turn your frequently-typed phrases into snippets.

How to Write a Position Has Been Filled Email?

Writing a good “position has been filled” email requires some thought and planning. Some candidates might have been better qualified than others — should they receive a different letter? Should the tone be the same for everyone? And, is a company obligated to provide reasons behind not selecting a particular candidate?

Here are some tips for writing a “position has been filled” email:

Write different templates based on the candidate: Not all candidates are the same, so it’s important to prepare different templates accordingly. You might have some qualified candidates and other unqualified candidates. And, some candidates might have missed the application deadline or failed to show up for the interview.
Avoid too much detail: Your email should be short and sweet. You don’t need to offer the company’s rationale in deciding not to go with a particular candidate. Simply inform the candidate that the position was filled with grace and politeness. If they request more detailed reasoning, you can provide that later.
Be courteous: Applicants spend a lot of time preparing their resumes and cover letters for a job application. Reviewing the company values and role duties also take time. Make sure you’re respectful and courteous in your email and show the candidates that you appreciate their interest in the position.
Proofread for grammatical errors and alignment with company values: Proofread your email before you send it. You might also want to check for company alignment in your email. Use words that are consistent with your brand if possible.

Check out our Recruiters page for more templates you can use today!

Position Has Been Filled Letter to a Good Candidate

Position has been filled email 1

Dear {formtext: name=first name; cols=8},

Thank you for your interest in the {formmenu: default=Customer Success; UX Design; Java Developer; ; name=role} role with us at Trinity Software, and for taking the time to share your credentials with us. Unfortunately, we have decided to move forward with another candidate at this time.

We were impressed with your application and think you might be a good fit for future job openings with us. So, we’ve decided to keep your resume on file, in case another opportunity arises.

Please reach out if you have any questions, and good luck in your job search.

Sincerely, Cori C. Dunham HR Director

Position Has Been Filled Letter to an Unqualified Candidate

Position has been filled email 2

Dear {formtext: name=first name; cols=8},

Thank you for your interest in the SAP Consultant role with us at Trinity Software, and for taking the time to share your credentials with us. Unfortunately, we have decided to move forward with another candidate at this time.

We required a little bit more experience for this position. If you have any questions, don’t hesitate to reach out.

We wish you the best in your job search.

Sincerely, Marion J. Davis Human Resources

Position Has Been Filled Letter - No Interview

Position has been filled email 3

Dear {formtext: name=first name; cols=8},

Thank you for applying to the Engineering Manager role with us at NewPort. We thank you for taking the time to share your credentials with us.

I’m writing to let you know that we’ve decided to move forward with other applicants for the interview stage.

Thank you for taking the time to share your credentials with us. We wish you the best in your job search.

Best, Ryan C. Brown HR Manager

Position Has Been Filled Letter With Acknowledgment of Application

Position has been filled email 4

Dear {formtext: name=first name; cols=8},

Thank you for applying for the Sales Executive role with us at Sales Pro. We appreciate you taking the time to share your experiences with us.

I’m writing to let you know that we selected another candidate for the position. Feel free to reach out with any questions.

We wish you good luck in your job search.

Best, Louis P. Dillingham Human Resources

Position Filled Letter - We Received Your Application After the Deadline

Position has been filled email 5

Dear {formtext: name=first name; cols=8},

Thank you for applying for the Operations Manager role with us at Zenith Automobiles.

Unfortunately, you submitted your application after the deadline, and we have since found another candidate for the role.

Our job application deadlines help us hire talented individuals in a timely manner. In the future, be sure to note the deadlines for our job applications.

We wish you the best in your job search. Thank you for your interest.

Best, Fannie R. Walsh HR Co-ordinator Zenith Technologies