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Application acknowledgement (no suitable vacancies) letter

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If you receive a job application but there are no suitable vacancies, send this model letter to acknowledge receipt and that you will retain their details for one year.

Reading time
How long to understand and implement this letter?
5 mins
Word count
How many words in this letter?
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What is an Application acknowledgement (no suitable vacancies) letter?

A job application acknowledgement letter where there are no suitable vacancies is sent to a job applicant to inform them that the organisation does not have any suitable job vacancies available for them at the time of their application.

The letter typically expresses appreciation for the applicant's interest in the organisation and the position applied for, while also regretfully explaining that no suitable job openings are available. The letter may also suggest that the applicant check back periodically for future job opportunities or inquire about other positions that may be a better fit.

Sending a job application acknowledgement letter where there are no suitable vacancies can help to maintain a positive relationship with the applicant and demonstrate the organisation's commitment to transparency and communication throughout the hiring process. It can also encourage the applicant to continue exploring job opportunities within the organisation and maintain a positive impression of the organisation for future reference.

Best practice timescale for this to be issued
When should this letter be issued?
As soon as reasonably practical after an application has been received
Issued by who, to whom
Who should issue this letter, and to whom?
The Employer (you) to the Candidate
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.

Application acknowledgement (no suitable vacancies) [Delete this line]

[Company name]

[Sender address]



[Recipient name]

[Recipient address]


Dear [Recipient first name],


Recruitment opportunities

Thank you for your recent job application for the [Position Name] role at our organisation. We appreciate the time and effort you took to apply for the position.

Unfortunately, we do not have any suitable vacancies available at this time that match your skills and experience. We understand that this may be disappointing news, but we encourage you to keep an eye on our website or job boards for future job postings that may be a better fit for your qualifications.

Please know that we value your interest in our organisation and we thank you for considering us as a potential employer. We appreciate the effort you put into your application and we wish you all the best in your job search.

Thank you again for your interest in our organisation.

Yours [faithfully | sincerely],



[Sender name]

[Sender job title]

[Sender telephone]
[Sender email]

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Application acknowledgement (no suitable vacancies) letter template
Application acknowledgement (no suitable vacancies) letter
application acknowledgement (no suitable vacancies) letter