How to Write a Candidate Rejection Email (Templates)
4 min read
Every rejected candidate is a potential future applicant, customer, or referrer — and a potential reviewer of your company. A prompt, kind rejection costs you two minutes and protects your reputation. Here are templates for the common stages.
Reject promptly and kindly
Don't leave people hanging. A short, warm note as soon as you've decided is far better than silence — ghosting candidates is the fastest way to damage your employer brand.
After an application (no interview)
Hi [Name], Thank you for applying for the [Job Title] role at [Company]. We had a strong response, and after careful consideration we won't be moving forward with your application this time. We genuinely appreciate the time you took to apply, and we'd welcome an application from you for future roles that fit. Wishing you all the best in your search. [Your name], [Company]
After an interview
Hi [Name], Thank you for taking the time to interview for the [Job Title] role — it was a pleasure to meet you. It was a close decision, but we've chosen to move forward with another candidate whose experience more closely matched what we need right now. [Optional: one specific, genuine positive.] We'd be glad to stay in touch for future opportunities. Thank you again, and all the best. [Your name], [Company]
A few rules
- Be timely, warm, and brief.
- Keep any feedback specific, kind, and only if you can give it fairly.
- Never leave an interviewed candidate without a reply.