# Rejection email
## When to use vs. when to avoid
A rejection email is used to inform the recipient that their proposal, application, or request has been declined. It is important to use a rejection email when providing closure to the recipient and maintaining professionalism in communication. However, it should be avoided if the rejection can be better communicated in person or over the phone, especially in cases where a more personal touch is necessary.
## Common mistakes people make
One common mistake people make when writing a rejection email is being too vague or ambiguous. It’s important to clearly and directly communicate the rejection in order to avoid confusion or misunderstanding. Another mistake is being overly apologetic, as this can undermine the decision and make the rejection seem insincere.
## Context-specific variations
The voice and approach of a rejection email can vary depending on the context. For formal rejections to external parties, a more professional and empathetic tone is appropriate. On the other hand, for casual internal rejections, a more straightforward and concise approach may be suitable.
## Quick reference examples
Instead of “We regret to inform you,” consider “We appreciate your interest, but unfortunately, we are unable to move forward with your proposal at this time.”
Remember to keep the rejection email clear, respectful, and professional, and always provide a clear reason for the rejection. This will help maintain a positive and professional relationship with the recipient, even in the face of disappointment.
