Wording rejection letters?

[finsup]

So I recently had 3 people interview for Childcare. All good families but one really stood out and I offered them the spot. I now have 2 other families who emailed me saying they would like to enroll their child. I wish I had been more clear that I was doing multiple interviews but I wasn't. So, they all think they got to choose and I would accept them if they said "yes." I know I don't have to email them, no money was put down etc but I feel like I should, just so they can find alternative care and not be waiting on me so to speak. I want it to come across nice, but professional. It was nothing personal, they all seemed great really...I just can't take them all and when a family stands out (and has an awesome schedule, and will pay the most), I have to go with that!
So help? Please

[Thriftylady]

Dear parent

I appreciated meeting with you during out interview. I regret to inform you that interest in the spot was overwhelming and I had to try to pick the child/family that was the best fit for the spot I had available. Although the spot has been filled, I will happily put your child on my waiting list and will contact you if/when a spot becomes available. If you would like me to put you on my waiting list, please let me know.

[daycare]

Dear parent

I appreciated meeting with you during out interview. I regret to inform you that interest in the spot was overwhelming and I had to try to pick the child/family that was the best fit for the spot I had available. Although the spot has been filled, I will happily put your child on my waiting list and will contact you if/when a spot becomes available. If you would like me to put you on my waiting list, please let me know.

perfect letter!!!

[Play Care]

So I recently had 3 people interview for Childcare. All good families but one really stood out and I offered them the spot. I now have 2 other families who emailed me saying they would like to enroll their child. I wish I had been more clear that I was doing multiple interviews but I wasn't. So, they all think they got to choose and I would accept them if they said "yes." I know I don't have to email them, no money was put down etc but I feel like I should, just so they can find alternative care and not be waiting on me so to speak. I want it to come across nice, but professional. It was nothing personal, they all seemed great really...I just can't take them all and when a family stands out (and has an awesome schedule, and will pay the most), I have to go with that!
So help? Please

Maybe like this:

Dear Family,
I enjoyed meeting with you last week. Unfortunately the spots have been filled and are no longer available. Should you need assistance in your search, you can reach the Child Care Referral Agency at 555-555-5555.
Sincerely,
Provider

It seems a bit cold but I'm not sure if a "no" can be warmed up

[Play Care]

Dear parent

I appreciated meeting with you during out interview. I regret to inform you that interest in the spot was overwhelming and I had to try to pick the child/family that was the best fit for the spot I had available. Although the spot has been filled, I will happily put your child on my waiting list and will contact you if/when a spot becomes available. If you would like me to put you on my waiting list, please let me know.

So you can warm up a no

[Blackcat31]

My standard rejection letter reads like this:

Dear Family

Thank you for your interest in my program. Unfortunately at this time I am unable to offer you the space in which you interviewed for but would love to keep your name on my program's waitlist should any future vacancies occur.

If you do not wish to remain on the program wait list, please let me know and I will remove your contact information.

Again, thank you for your interest in my program.

If you have any additional questions or comments, please let me know!

Sincerely,

Provider

[finsup]

Dear parent

I appreciated meeting with you during out interview. I regret to inform you that interest in the spot was overwhelming and I had to try to pick the child/family that was the best fit for the spot I had available. Although the spot has been filled, I will happily put your child on my waiting list and will contact you if/when a spot becomes available. If you would like me to put you on my waiting list, please let me know.

Aw that's perfect, thank you!