Application acknowledgement (no suitable vacancies) letter template
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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.
- 1 page / 131 words.
- Last updated 29/09/2025.
- Designed for United Kingdom use.
- Suitable for use in other territories; check local laws first.
- Instantly download as Word / PDF / plain text, or send by email.
- Includes 12 months’ access, with all updates to this page provided free of charge and notified to you.
Application acknowledgement (no suitable vacancies) letter
[Sender name]
[Sender address]
[date]
[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
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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.
It is usually delivered to the Candidate by the Employer / HR.
It should be actioned as soon as reasonably practical after an application has been received.
Compliance
Compliance
This Application acknowledgement (no suitable vacancies) letter template incorporates relevant UK laws and HR standards, including those listed below:
- 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.
Flowchart
Flowchart
Check which resources should be implemeted before and/or after the Application acknowledgement (no suitable vacancies) letter template, to understand the workflow.
Job application form
If you are recruiting into your organisation, this model job application form template will help you to review candidates consistently and effectively.
Frequently Asked Questions
Frequently Asked Questions
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Can I use this template in my small business?
Yes. The Application acknowledgement (no suitable vacancies) letter template is designed to be flexible and suitable for organisations of all sizes, including small businesses and charities. It follows UK employment law best practice, so even if you don't have an in-house HR team, you can confidently apply it.
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Is this template compliant with 2025 UK employment law?
Absolutely. All of our templates are drafted with the latest ACAS guidance and UK employment legislation in mind. We review and update them regularly, so you can be confident they remain compliant.
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Can I customise it for my organisation?
Yes, we highlight the areas that you need to update with your own details, and where you need to make decisions to suit your situation. This saves you time and ensures that you meet best practice.
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Do I get instant access?
Yes. Once purchased, you'll be able to download it instantly. Templates are provided in editable Word or Excel format so you can customise them easily, and in PDF format for easy sharing.
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What if I need more help, not just this template?
If you're looking for broader support, we also offer toolkits and library bundles that include this template, along with other HR templates and policies for fully managing your situation. These may be more cost-effective if you need deeper advice.
