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Graduate application acknowledgement (no vacancies) letter

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If you receive a graduate application but you have no vacancies, send this model letter to confirm receipt and that there are no current opportunities.

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5 mins
Word count
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What is a Graduate application acknowledgement (no vacancies) letter?

A graduate application acknowledgement (no vacancies) letter is sent to an applicant to inform them that their application has been received and reviewed, but unfortunately, there are no current vacancies available for the position they applied for.

It is important to inform the applicant about the status of their application, even if there are no vacancies available at the time. This type of letter helps to maintain a positive relationship between the applicant and the organisation and leaves the door open for future opportunities.

Additionally, the letter can provide the applicant with useful information about the organisation and the application process that can be helpful if they choose to reapply in the future or apply for a different position within the organisation. It can also include contact information for the organisation's HR department or recruiter, who the applicant can reach out to for further information or to discuss future opportunities.

Best practice timescale for this to be issued
When should this letter be issued?
As soon as reasonably practical after a job enquiry has been received
Issued by who, to whom
Who should issue this letter, and to whom?
The Employer (you) to the Employee
Applicable legal jurisdictions
In which jurisdictions can this letter be used?
Great Britain & NI (United Kingdom), Worldwide

What legislation and best practice guidelines have been taken into account in the development of this template?

United Kingdom
  • Equality Act 2010: Ensures that applicants are treated fairly and without discrimination during the application process based on protected characteristics such as age, gender, race, disability, religion, and sexual orientation.
  • Data Protection Act 2018: Requires organisations to handle and process applicant data securely and in accordance with data protection principles, ensuring confidentiality and compliance with privacy laws.
  • Employment Rights Act 1996: Imposes a duty on employers to provide written terms and conditions of employment, which may include acknowledgment of job applications as part of the recruitment process.
  • General Data Protection Regulation (GDPR): Provides guidelines for the lawful processing of personal data, requiring organisations to obtain explicit consent from applicants for storing and processing their personal information.
  • Human Rights Act 1998: Protects the right to privacy and a fair and just recruitment process, ensuring that applicants are treated with dignity and respect throughout the application process.

Other territories

Consult your jurisdiction's employment legislation or labor laws to ensure compliance with the template. Review the language for local precision.

Graduate application acknowledgement (no vacancies) [Delete this line]

[Company name]

[Sender address]



[Recipient name]

[Recipient address]


Dear [Recipient first name],


Graduate opoprtunities with [Company]

Thank you for your recent application for a [graduate/entry-level] position at [company name]. We appreciate your interest in our organisation and the time you have taken to apply.

Unfortunately, we are not currently hiring for this position, and we do not have any vacancies that match your skills and experience. We understand that this news may be disappointing, but we encourage you to continue to pursue opportunities that align with your career goals.

We appreciate your interest in our organisation, and we would like to thank you for considering us as a potential employer. Your application and resume will remain on file with us, and we may contact you in the future if a suitable position becomes available.

If you would like to stay updated on any future job openings or events at [company name], please visit our website or follow us on social media.

Thank you again for your interest in our organisation, and we wish you all the best in your career search.

Yours [faithfully | sincerely],



[Sender name]

[Sender job title]

[Sender telephone]
[Sender email]

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Graduate application acknowledgement (no vacancies) letter template
Graduate application acknowledgement (no vacancies) letter
graduate application acknowledgement (no vacancies) letter