How To Write A Nice Rejection Letter . How you communicate within it can reflect positively or negatively on your business, so it’s important to be professional in both tone and language used. Avoid the cliched “we have other candidates who better matched our requirements” or “we didn’t. 7 Sample Job Rejection Letters to Download Sample Templates from www.sampletemplates.com Keep a simple rejection letter format: It also prevents them from having to wait around. Even a rejection letter is better for your applicants than to hear nothing for long periods of time.