Graduate application acknowledgement (no vacancies) letter template
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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.
- 1 page / 165 words.
- Last updated 01/03/2023.
- 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.
Graduate application acknowledgement (no vacancies) letter
[Sender name]
[Sender address]
[date]
[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.
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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.
It is usually delivered to the Employee by the Employer / HR.
It should be actioned as soon as reasonably practical after a job enquiry has been received.
Compliance
Compliance
This Graduate application acknowledgement (no 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 Graduate application acknowledgement (no 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 Graduate application acknowledgement (no 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.
