Candidate Rejection Email Template

What is a candidate rejection email?

An official email letting job seekers know they have been passed over for the next round of the recruiting process is known as a “candidate rejection email.” If you’re debating whether to send a rejection email, remember that ignoring a rejected prospect might negatively influence your employer brand and undermine your company’s candidate experience. To establish and keep contact with your candidates, use the rejection email sample.

When a candidate is rejected from further consideration in the recruiting process, recruiters and hiring managers are notified via a candidate rejection email. Thanking the applicant for participating in the interview process, outlining the reason they weren’t chosen or providing some comments, as well as expressing your best wishes for them in their future pursuits are all essential components of this email.

Importance of standardized rejection emails

While each rejection letter is adverse, sending everyone an application is a thoughtful gesture. It tells them to refrain from getting their hopes and aspirations up regarding the position and continue their employment hunt. Otherwise, they may very well continue to wait for an interview that will never happen, and this optimism may eventually convert to dislike of your brand.

When you tell prospects that you’ll continue to keep them in mind for future opportunities that could be a perfect fit for them, you have a chance to build their trust.

A Workplace Trends survey found that, while three times as many job seekers would reapply to a firm if they were informed of the rejection, 80% of even more job seekers said they wouldn’t consider future comparable job openings at a company that didn’t follow up on their application.

Furthermore, sending a termination letter that seems like it was penned by a real person rather than merely using a template helps lessen the impact. It shows the applicant that you appreciate their time learning about your company and applying. The candidate may move on and continue to apply for other jobs with an unbiased view since it frees them from needless overthinking.

Let’s get right to the three reasons why you should never forget to send a post-interview rejection letter:

  1. It affects the reputation of your business

Dissatisfied candidates vent their animosity more rapidly and to a broader audience than satisfied candidates. This has a reasonable risk of damaging your company’s reputation, which might result in you losing out on potential applicants as well. As a result, it is preferable to tell your applicants.

  1. The candidate experiences relief

Even though the candidate was turned down, waiting and obsessing over whether they were chosen makes the interview process unpleasant. Contrary to what many people think, a candidate’s experience doesn’t stop when you eventually decide not to employ them. Those applicants you passed over for this particular post could be suitable for a vacancy in the future.

  1. A List of Potential Future Candidates

Never sever all relationships with someone you reject today to hire the finest applicant tomorrow. They could have more relevant experience, be better trained, and be a suitable replacement for another role in a year if you construct a bridge that can be traversed later.

 Candidate rejection email subject line

The ideal approach is to use a basic and straightforward subject line. Include the firm name as well as the job title. It’s usually best to use a direct subject line, such as “Your Application for [Job Title] at [Company Name].”

How to craft the ideal email rejecting a Candidate

Now that we know how critical it is to create a post-interview rejection letter, let’s examine how to format an email of rejection. Here are some guidelines when writing the ideal email to reject an applicant.

  • Always express gratitude to the candidate for their time and efforts.

Making a candidate feel appreciated for their considerable time and effort is the least you can do, regardless of whether you want to move on with them for subsequent hiring rounds or not. By doing this, you may differentiate yourself from other recruiters and make your hiring process more transparent.

Please accept our sincere gratitude for your application for the “job role” post at “business name.”

An excellent illustration might be, “We genuinely appreciate you taking the time to think about us.”

  •  Make your potential candidates’ rejection emails individual.

Identify the candidate by their first name and the position for which they applied. If you can, mention something positive about a candidate’s particular talent or an aspect of their résumé that stuck out. You may encourage applicants and reassure them of their value by highlighting their qualities before they question their abilities.

A poor example: Your expertise amazed us. Thank you for applying!

An excellent illustration is your “particular expertise” and how you used it to accomplish your “specific success.” highly pleased with the staff at “business name.”

  • Provide comments or a justification for rejection.

It might be challenging for recruiters to set aside time to provide each prospect feedback; however, you can keep the remarks brief and to the point. Here are some other pieces of feedback you may give the applicants after their interview:

  1. What they may change or emphasize more on their CV to make it better
  1. Alterations to the application or assignment that they submitted
  1. How a particular course may help them improve their understanding of the subject

Candidate rejection email template

(1) Subject: Interview for “Name of the Role”


“Name of the Candidate,”

We appreciate your interest in [enter the title of the position you are applying for] at ABC Company. We appreciate and value your interest in working for our organization and are grateful for your time and effort during the interview process.

We will, unfortunately, be unable to move forward with this. Even though it was fantastic to

have an interview with you, we need someone with more experience in this position.

We wish you well and anticipate you finding the ideal position soon!

Thank you, 

Name of Hiring Manager/Recruiter

(2) Subject: Interview for “Name of the Role”


“Name of the Candidate,”

We appreciate you spending the time to complete the process, and we appreciate your enthusiasm for the job and our business.

We cannot proceed with your application for this position.

We appreciate you taking the opportunity to interview with us, and we invite you to submit future applications for different business positions.

Thank you, 

Name of Hiring Manager/Recruiter

(3) Subject: Interview for “Name of the Role”


“Name of the Candidate,”

We appreciate you taking the time to interview with us and your interest in the position at ABC Company.

Even though we were impressed with your interviews and skill set, we had to choose a different applicant with more expertise in the sector. But in the coming months, we urge you to submit applications for alternative jobs that match your interests and qualifications.

Again, thank you for taking the time to apply and schedule an interview for this position. We wish you well in finding a job and in your future pursuits.

Thank you, 

Name of Hiring Manager/Recruiter

Candidate rejection email example

Email Subject Line: Your application to ABC Productions

Dear Carlton,

We appreciate your interest in the sales position at ABC Productions. We’ve decided to proceed with a different candidate.

Your abilities and successes, notably your two Master’s degrees in business administration and law, really astonished me. If we ever have any openings, you’d be a terrific fit for our business, and I’d be pleased to get in touch with you again if necessary.

I’m hoping for the best for you while you look for work.

Best Regards,

Park jeon

The Fresh Prince of Bel-Air

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