How to Write a College Rejection Letter (Format and Example)

Every year, countless students send in applications to colleges across the country. Since schools often have limited spaces, it follows the logic that some of these applications will be denied. Drafting college rejection letters is by far the most difficult part of the admissions process. However, it is necessary and polite, especially considering the time and effort put in by applicants.

A rejection letter should be short, precise, and informational. It should not leave the student guessing. Nonetheless, it should also be considerate, empathetic, and polite. If you have been tasked with rejecting applicants, here is all you need to know about drafting a considerate college rejection letter.

Generally, college rejection letters are written by a school administrator. The exact job description and title of the administrator can vary from school to school. The writer will often be someone in charge of assessing college applications or a member of the admissions committee.

A College Rejection Letter carries disappointing news. Therefore, it is normal not to know where to begin when drafting it. Here is a step by step guide to help you:

The Opening

Use a standard format – As a rejection letter is a formal document, use a standard business format. Avoid using informal fonts, colors, or spacing.

Address your letter appropriately – Include the applicant’s name and address at the top of your letter. This will ensure it is delivered to the intended recipient.

The Body

Mention your reason for writing – State inexplicably that the applicant has not been accepted into the program. This will avoid any ambiguity.

Thank the applicant – Express appreciation for their interest in joining the school and the time and effort dedicated to their application.

Express regret – Stress that you regret they were not accepted into the school.

Provide a reason – Mention why the admissions committee came to the decision.

If possible, offer a remedy – Encourage them to appeal or apply next semester, if this is allowed in your institution.

The Closing

• Congratulate the applicant for their academic achievements.
• Wish them well in their future endeavors
• Close with your name, job title, and signature.

College Rejection Letter (Word Template)

Getting rejected from the school of your dreams can be hard on any student. However, it is far kinder than not receiving any word at all. This is why every college admission committee correspondent should learn how to write a professional college rejection letter.

When drafting your message, remember to keep it short and to the point. Avoid divulging information unless it is permitted in your school policy. It is also important that you don’t make the recipient any promises you cannot keep. Finally, maintain a professional and polite tone. Try not to leave the reader feeling discouraged or degraded.