7 Rejection Email Templates for Different Hiring Scenarios
If, as a recruiter, you've ever been on the job hunt, you know how frustrating it is to never hear back from a company you interviewed with, or to receive a cold and heartless rejection email. Under this lens, coming up with thoughtful and professional rejection e-mails is a matter of empathy. But it's also a step toward a better employer brand and building up a pool of potential qualified candidates: More than a third of surveyed candidates revealed they never heard back from their prospective employer, and that such conduct was a drawback in their application process.
In this guide, we’ve compiled a range of email templates for different stages of the hiring process. Whether you're addressing a highly competitive role or keeping candidates on file for future opportunities, each job rejection email template will guarantee your rejections are timely, respectful, and aligned with your company’s tone and style.
Why does every rejection email look the same?
Candidates and recruiters alike know the spiel by now: “Unfortunately,” “after careful consideration,” “better matches our requirements,” and “best of luck in your future endeavors” are all pastiche lines in rejection emails. These buzzwords make rejection emails all look the same. We're featuring those words in this blog because we understand the volume of rejection emails could be too high to start customizing each answer. But if you prefer to personalize your emails and opt out of our templates, make sure you're omitting those terms.
Instead, try your best to write a straightforward email where you break the news and give at least one point in which another candidate was the better fit. Or, since you're putting this together, try to point out to a specific positive aspect the candidate showed. That's a way to say: “We really considered your profile.”
If you're wanting to build a talent pool, sending a customized, earnest message is one of the ways you can start. But your HR team's bandwidth might not allow for it, and rejection email templates might be the way to go. There is no perfect candidate rejection email, but if you want to get closer to perfection, consider writing it from scratch.
Should you use AI to write your rejection emails?
You can US AI-assisted tools to improve your hiring experience, but candidates will likely prefer a human-written response or a well-used template rather than having a LLM-generated response jam-packed with hallucinations and trite phrases.
Basic Principles of Writing Job Rejection Emails
The following tips will work for customized messages or for automated messages alike. Our templates follow these guidelines. When putting together a candidate rejection email, the key lies in balancing professionalism with empathy. Ideally, each message should be clear, brief, and personalized so that it can help you maintain a positive relationship with the candidate.
Tone
The tone of your rejection email sets the stage for how the candidate will perceive your message. Aim to be respectful and understanding, while also being direct. Acknowledge the candidate's effort, express gratitude for their time, and avoid language that might seem harsh or dismissive.
Brevity
A rejection email should be clear and concise. Candidates appreciate knowing where they stand without unnecessary elaboration. Provide a straightforward explanation for the decision—whether it's a mismatch in qualifications, experience, or fit for the role—but avoid overwhelming the candidate with too many details.
Personalization
Personalizing your message is what really makes the difference. Address the candidate by their name and mention the position they applied for. If possible, reference something specific from their application or interview that left a positive impression. This small touch can humanize the process and make the rejection feel less robotic and more respectful of the individual's effort. We'll get into this by mentioning an oft-ridiculed reality: That rejection emails are all incredibly similar.
Tips for Maintaining a Positive Relationship with Candidates
You never know you're rejecting. With a positive rejection email, you might be inviting a very influential future team member to step up into one of your future openings. And assuming you'll have to automate and use a template for your rejection emails, here are some tips you can use to stay in a positive relationship with rejected candidates:
Express Gratitude
Always start by thanking the candidate for their time and interest in your company, whether they only submitted an application or invested time in interviews. Recognizing their efforts shows that your company values their time.
Offer Feedback (Where Appropriate)
If the candidate progressed through multiple interview rounds, consider offering constructive feedback. This provides useful information they can use in future applications. It also leaves a positive mark on their experience with your company, as you’d be showing that you care about their professional growth.
Leave the Door Open
If a candidate shows promise but isn’t the right fit for the current role, encourage them to apply for future possibilities. Letting them know that you’d like to keep their application on file can soften the impact of rejection and maintain their interest in your company.
Rejection Email Templates for Different Stages of Hiring
Adapting your candidate rejection emails based on where the candidate is in the hiring process shows this thoughtful approach we’ve been talking about. Below, we’ll present a candidate rejection email template for each key stage, so you can be sure that candidates receive clear communication at every point.
Template 1: After Initial Application Review
Use this template for candidates screened out after reviewing their resume or application.
Subject: Application for [Job Title]
Dear [Candidate’s Name],
Thank you for your interest in the [Job Title] position at [Company Name]. We’ve had the opportunity to review your application, but we’ve decided to move forward with other candidates who more closely match the requirements for this role.
Thank you for applying. Keep checking our Careers page for future opportunities that match your skills.
Thank you once again for considering [Company Name]. We wish you all the best in your job search.
Kind regards,
[Your Name]
[Your Job Title]
[Company Name]
Template 2: Post-Phone Interview
For candidates who have completed a phone screen but are not moving forward.
Subject: Follow-up on Your Interview for [Job Title]
Dear [Candidate’s Name],
Thank you for taking the time to speak with us about the [Job Title] role at [Company Name]. It was great learning more about your background and experience. After careful consideration, we've decided to move forward with other candidates who better fit what the company needs of this position.
Thank you for your time and interest in [Company Name]. Please apply for any future jobs that might be a good fit for you—we'll be glad to consider your profile.
Best of luck with your continued job search, and thank you again for your interest in working with us.
Warm regards,
[Your Name]
[Your Job Title]
[Company Name]
💡 You can always ditch the careful consideration part and instead write much thinking.
Template 3: After In-Depth Interview Rounds
For candidates who have participated in multiple rounds of interviews but aren’t moving to the final stage.
Subject: Interview Process for [Job Title]
Dear [Candidate’s Name],
Thanks for taking the time to interview for the [Job Title] position at [Company Name] We greatly appreciate the opportunity to get to know you and learn more about your qualifications. After thoroughly looking at your skills and experience, we've decided to move forward with another candidate who more closely align with our current needs.
We really thank you for your interest in our company and how professional you were throughout the process. We would like you to stay in touch with us because we may be able to work together in the future.
Thank you once again for your time, and we wish you all the best in your career.
Sincerely,
[Your Name]
[Your Job Title]
[Company Name]
Template 4: Post-Final Interview
This template is for candidates who reached the final stage of the interview process but were not selected for the position.
Subject: Outcome of Your Interview for [Job Title]
Dear [Candidate’s Name],
Thank you for the time and energy you invested in our interview process for the [Job Title] role. We truly enjoyed getting to know you and learning more about your expertise. After much consideration, we’ve decided to move forward with another candidate for this position.
This decision was difficult given your qualifications and the strong impression you made during our discussions. We sincerely appreciate your interest in [Company Name], and we hope you’ll stay in touch. Please don’t hesitate to apply for future roles that may be a better fit for your skills and career goals.
We wish you every success in your future endeavors.
Best regards,
[Your Name]
[Your Job Title]
[Company Name]
💡 You can always walk away from the future endeavors derivative bit and instead say that you hope you can cross paths again because you think they're an excellent professional.
Specialized Candidate Rejection Email Templates
Sometimes, the standard rejection email just doesn't cut it. These specialized templates will help you handle more sensitive or particular situations in a more appropriate way.
Template 5: For Highly Competitive Roles
For roles where there is fierce competition, and candidates are being turned away despite being well-qualified. But you still want those candidates in your talent pool.
Subject: Update on Your Application for [Job Title]
Dear [Candidate’s Name],
Thank you so much for your interest in the [Job Title] position at [Company Name]. We were truly impressed by your skills and experience. Given the highly competitive nature of this role, the decision-making process has been especially challenging.
After careful consideration, we have chosen to move forward with another candidate. However, this decision in no way reflects the quality of your application, and we encourage you to stay connected with us for future opportunities.
We appreciate your understanding, and thank you again for the time and effort you put into your application.
Best regards,
[Your Name]
[Your Job Title]
[Company Name]
💡 This is a template, and if you think the rejected candidate allows for it, try to personalize this email and remove the pastiche “consideration” phrases for something more personable. If you don't know where to start, a synonym will cut it.
Template 6: For Internal Candidates
If an internal candidate applies for a role but isn't selected, it's important to handle the rejection with extra care. That means, you should never break the news via email. You should always book a call or a meeting to explain to them why they're out of the contest. They're still part of the team, and you want to maintain a smooth work-environment. We're only featuring the template so you can take talking points for your meeting.
Subject: Application for [Job Title]
Dear [Candidate’s Name],
Thank you for expressing interest in the [Job Title] role. We really appreciate your work with us, and it was a pleasure talking to you about the possibility.
After thorough review, we have decided to move forward with another candidate whose qualifications more closely align with the role’s current requirements. That said, we very much respect the dedication you’ve shown and the hard work you continue to put into your role.
We are committed to supporting your growth within the company, and we'd be happy to discuss any feedback or future opportunities that could be a fit for you.
Thank you again for your interest in growing up within our organization.
Sincerely,
[Your Name]
[Your Job Title]
[Company Name]
Template 7: When Keeping Candidates on File for Future Opportunities
If you find a candidate who shows promise but isn't quite right for the current role, this template helps you keep the relationship open and on the lookout for future openings.
Subject: Application for [Job Title] – Future Opportunities
Dear [Candidate’s Name],
Thank you for taking the time to apply for the [Job Title] role at [Company Name]. While we’ve decided to move forward with another candidate for this position, we want you to know that we were very impressed by your background and qualifications.
We believe you could be a strong fit for future opportunities at [Company Name], and with your permission, we’d like to keep your details on file and reach out if another suitable role becomes available.
Thank you again for considering us, and we hope to have the chance to work together in the future.
Best regards,
[Your Name]
[Your Job Title]
[Company Name]
3 Common Mistakes to Avoid in Rejection Emails
Sometimes, even well-intentioned messages can go wrong if not handled carefully. Avoid these common mistakes to set up a professional and respectful rejection process.
- Not Sending a Rejection Email at All
One of the biggest mistakes is failing to send a rejection email, which is where the word “ghosting” comes from. Candidates often spend weeks waiting for a response, and not hearing back can leave them frustrated and disillusioned with your company. Sending a timely rejection email, even if it’s difficult, acknowledges the candidate’s effort and time. Not responding can damage your company's reputation and the candidate's experience.
Also, if companies commit to sending a follow-up email after the candidate has completed a certain step, such as recording a video interview or completing a quiz or test, the company should always get back to the candidate by the promised date.
- Sending Overly Generic Responses
A generic rejection email that feels like a copy-paste template is a surefire way to leave a negative impression. Candidates appreciate personalized feedback or, at the very least, an email that addresses them by name and references the specific position they applied for. Avoid cookie-cutter phrases like “we’ve decided to move forward with another candidate” without context—it feels cold and impersonal.
- Being Overly Apologetic
While it’s important to be empathetic, going overboard with apologies can feel insincere. Avoid phrases like “we regret to inform you” or “we’re terribly sorry,” which may come across as condescending. Instead, focus on clear and professional language, offering a positive tone that acknowledges their effort while keeping the message straightforward.
Handle Rejection Emails with Specialized HR Software
The way you handle rejection emails is really influential for how your company is seen and for how candidates experience you. A thoughtful rejection not only makes the disappointment a little easier to take, but it also leaves a lasting positive impression. It shows that your company values professionalism and respect. If you keep things open, honest, and empathetic, you'll build a stronger employer brand that candidates appreciate, even when the outcome isn't what they hoped for.
You are welcome to adapt the templates to fit your company's style and hiring preferences. A good starting point is removing the buzzwords we had to—unfortunately—include. If you keep the rejection process professional and respectful, you'll build positive relationships with all candidates, which means you'll have a good chance of working with them again in the future.
One of the easiest ways to keep in touch with your candidates and offer them a strong candidate experience is with HR software. TalentHR, an all-around HR tool, includes onboarding tools so you can run a job ad, let applicants send their resumes through a career page, and then start into their interviewing and hiring process. And when the time comes, those candidates can be onboarded out from the same solution.
Register now for free and automate rejection emails from the get-go. Signing up takes seconds—really.
To learn more about how software can improve a company’s recruitment process, visit TalentHR.
