A well-crafted rejection email helps maintain good relationships with candidates and protects your company’s reputation. Many hiring managers struggle with sending these messages. Nobody likes delivering bad news, but candidates need and deserve a clear answer after taking time to interview. A simple template can make this task easier while still giving candidates the respect they deserve. The right wording helps soften the blow while keeping doors open for future opportunities.
Sample Candidate Rejection Email Templates
Post-Initial Screening Rejection
“Thank you for applying to the [Position] role at [Company]. We looked at many applications and carefully reviewed your background and experience. While your qualifications are impressive, we have decided to move forward with other candidates who better match our current needs.
We appreciate the time you invested in applying to [Company]. We would like to keep your application on file for future opportunities that might be a better fit.
Best wishes in your job search.
[Your name]
[Company name]”
Post-Interview Rejection
“Dear [Candidate Name],
Thank you for meeting with our team to discuss the [Position] role at [Company]. We enjoyed learning more about your skills and experience.
After careful consideration, we have chosen to proceed with another candidate whose background more closely matches our requirements.
We value the time you spent interviewing with us. Your professionalism and experience stood out, and we encourage you to apply for future positions at [Company].
Best regards,
[Your name]”
Internal Candidate Rejection
“Dear [Employee Name],
Thank you for your interest in the [Position] role and for taking the time to interview with the team. We know how much effort you put into this process.
After reviewing all candidates, we selected someone whose experience better aligns with the role’s specific requirements.
Your dedication to growing with [Company] is valued. I would like to meet with you to discuss your career goals and identify other growth opportunities within the organization.
Let’s schedule time this week to talk.
Best regards,
[Your name]”
Crafting the Rejection Email
A compassionate tone helps soften the impact of rejection news. Below are some examples of how to start with gratitude for the candidate’s time and interest in the role.
Examples
“Thank you for meeting with our team to discuss the (…) position.”
“We appreciate the time you invested in the interview process.”
“Your enthusiasm for our company mission was clear throughout our conversations.”
“The team enjoyed learning about your unique experiences and skills.”
“We value your interest in joining our organization.”
“Your professional background and accomplishments are truly impressive.”
“The insights you shared during our discussion were thoughtful and valuable.”
“We recognize the effort you put into preparing for the interviews.”
“Your positive energy made a strong impression on our team.”
“We’re grateful for the opportunity to learn more about your career journey.”
Providing Constructive Feedback
Specific feedback helps candidates understand the decision and supports their professional growth.
Examples
“The role requires more direct experience managing large teams.”
“We selected a candidate with deeper technical expertise in (…).”
“Your (…) skills are strong, though we need someone with (…) background.”
“While your creativity stands out, we’re seeking someone with more analytical experience.”
“Your leadership style would be better suited for a smaller organization.”
“The position needs someone with more experience in regulatory compliance.”
“We found a candidate whose skills better align with our current needs.”
“Your salary expectations exceed our current budget for this role.”
“The role requires someone who can start immediately.”
“We’re looking for someone with more hands-on experience in digital marketing.”
Encouraging Future Applications
Companies grow and change fast, creating new positions regularly. Smart organizations keep promising candidates in their talent pool for upcoming roles.
“We expect several exciting positions to open in the next few months.”
“Your skills align with our long-term growth plans.”
“We’re expanding rapidly and adding new teams throughout the year.”
“Our company values talented professionals like you for future growth.”
“Your background matches what we look for in many roles across departments.”
A positive rejection experience makes candidates more likely to try again. The right words can transform a ‘no’ into ‘not right now.’
“We encourage you to apply for other positions that match your experience.”
“Please keep an eye on our careers page for roles that fit your skillset.”
“We would welcome your application for future openings.”
“Your talents could be perfect for upcoming opportunities.”
“We hope you’ll consider us again as new positions become available.”
Feedback Examples
Constructive feedback in rejection emails helps candidates grow while maintaining their dignity and professional relationships.
Strong candidates appreciate specific, actionable feedback after interviews. These phrases support growth while keeping the message kind:
“Your technical skills showed promise, and focusing on cloud certifications would strengthen future applications.”
“The team valued your collaborative approach, and gaining more experience leading projects would enhance your leadership potential.”
“Your industry knowledge impressed us, and developing public speaking abilities would complement your expertise.”
“While your problem-solving abilities stood out, additional hands-on experience with our tech stack would be beneficial.”
“Your enthusiasm for our mission was clear, and building more experience in startup environments would align well with our needs.”
“The team noted your strong analytical skills, and expanding your knowledge of data visualization tools would be valuable.”
“Your communication style was professional, and gaining more experience with client presentations would boost your impact.”
“Your project management background is solid, and deepening your Agile methodology expertise would strengthen your candidacy.”
“The interview highlighted your creative thinking, and developing more experience with A/B testing would enhance your contributions.”
“Your attention to detail impressed us, and broadening your experience with quality assurance processes would round out your skills.”
Aligning with Career Goals
Professional feedback should connect to a candidate’s desired career path. These supportive phrases help maintain positive relationships:
“Based on your interest in data science, focusing on machine learning projects would strengthen your portfolio.”
“Your passion for user experience aligns with our field, and building a diverse case study collection would showcase your talents.”
“Given your marketing goals, gaining experience with marketing automation platforms would open new opportunities.”
“Your software development path is clear, and contributing to open-source projects would demonstrate your coding abilities.”
“With your product management aspirations, experience launching features from concept to completion would be valuable.”
“Your sales background is strong, and developing expertise in enterprise software sales would match your career direction.”
“Given your finance career goals, expanding your knowledge of blockchain technology would keep you competitive.”
“Your interest in cybersecurity is evident, and earning key certifications would advance your career trajectory.”
“Based on your HR focus, gaining experience with HR analytics tools would enhance your strategic contributions.”
“Your content creation skills show promise, and developing video production expertise would broaden your capabilities.”
Companies should maintain a database of promising past applicants and notify them of relevant new openings.