Good rejection messages balance honesty with empathy. They acknowledge the candidate’s time and effort while providing closure.
Template 1: Basic Professional Rejection
“Thank you for your interest in [Position] at [Company]. We appreciated learning about your background and experience. After careful consideration, we’ve decided to move forward with another candidate whose qualifications more closely align with our current needs. We wish you success in your job search.”
Template 2: Personalized Rejection
“Thank you for taking the time to interview for the [Position]. We were impressed with your [specific skill or quality], but have selected a candidate with more experience in [specific area]. We encourage you to apply for future positions that match your qualifications. Best wishes in your career endeavors.”
Template 3: Encouraging Future Applications
“We appreciate your interest in joining our team at [Company]. While we won’t be moving forward with your application for this role, we were impressed by your [specific strength]. We’d like to keep your resume on file for future opportunities that might better match your skillset. Please check our careers page periodically for new openings.”
Template 4: Rejection After Multiple Rounds
“Thank you for your patience throughout our extended interview process for the [Position]. Your insights during our discussions were valuable. After much deliberation, we’ve selected a candidate whose experience more specifically addresses our immediate team needs. We genuinely appreciate the significant time you invested and wish you continued success.”
Template 5: Rejection with Brief Feedback
“We appreciate your application for the [Position] role. After reviewing all candidates, we’ve decided to proceed with someone who has more direct experience in [specific area]. Your strengths in [positive aspect] were notable, and with additional experience in [growth area], you would be more competitive for similar roles in the future.”
Preparing to Inform a Candidate They Didn’t Get the Job
Reviewing Hiring Decisions
The rejection process begins with a clear understanding of why the candidate wasn’t selected. The hiring team should document specific reasons based on qualifications, skills, or experience gaps.
Some common rejection reasons include:
- Insufficient technical skills
- Lack of relevant experience
- Better qualified candidates in the pool
- Poor cultural fit assessment
- Concerns about soft skills
Documentation proves especially valuable when candidates request feedback. You might want to create a simple scoring system (1-5) for key requirements to keep evaluations consistent and fair.
Consulting with the Hiring Manager and Interviewers
Before contacting rejected candidates, you can gather input from everyone involved in the interview process.
Questions to ask the hiring team:
- What specific qualifications did the candidate lack?
- Which strengths should be acknowledged?
- Would you consider them for future openings?
- What constructive feedback could help their job search?
The hiring manager typically has final decision authority, but interviewers often provide valuable insights about candidate interactions.
Keep notes from these conversations in your applicant tracking system for future reference and legal compliance.
Choosing the Right Communication Channel
Email Notifications
Email remains the most common way to inform candidates they didn’t get the job. This method gives recruiters time to craft a thoughtful message and provides candidates space to process the news privately.
Example phrases:
- “Thank you for your interest in [Position]”
- “We appreciate the time you spent interviewing with us”
- “After careful consideration of your application”
- “While your qualifications impressed our team”
- “We’ve decided to move forward with another candidate”
For example:
“Thank you for your interest in the Marketing Manager position at ABC Company. We appreciate the time you spent interviewing with us. After careful consideration, we’ve decided to move forward with a candidate whose experience better aligns with our current needs. We encourage you to apply for future opportunities.”
Phone Calls
Phone calls add a personal touch when rejecting candidates who advanced to later interview stages. This approach shows respect for the time they invested.
When making rejection calls, recruiters might want to:
• Schedule the call in advance when possible
• Keep conversations brief but compassionate
• Be prepared to answer questions about the decision
• Offer specific, constructive feedback when appropriate
• End on a positive note about future opportunities
Example phrases:
- “I’m calling about the [Position] role”
- “We appreciate your time during the interview process”
- “The team was impressed by your [specific strength]”
- “Unfortunately, we’ve decided to go with another candidate”
- “We’d like to keep your information for future openings”
Personalized Messaging
For executive positions or candidates who progressed through multiple rounds, personalized messaging combines elements of emails and calls. This might include video meetings or detailed feedback.
Personalization can include:
• Specific references to their interview responses
• Detailed feedback on their strengths and areas for growth
• Information about why another candidate was selected
• Suggestions for professional development
• Connections to other opportunities when possible
Example phrases:
- “Your presentation on [topic] was particularly impressive”
- “The team especially noted your experience with [skill]”
- “While this wasn’t the right fit, we’d recommend focusing on [area]”
- “Our decision ultimately came down to [specific factor]”
- “We’d be pleased to reconnect if we have similar openings”
Crafting a Thoughtful Rejection Email
Subject line options:
“Update on Your Application”
“Follow-up Regarding Your Interview”
“Application Status for [Position]”
“Thank You for Your Interest in [Position]”
“Update on the [Position] Role”
Showing gratitude helps soften the rejection message and maintains positive relationships with candidates.
You can thank applicants for:
- “The time you invested in our interview process”
- “Sharing your impressive background and experiences”
- “Your thoughtful responses during our conversation”
- “The effort you put into your application materials”
- “Taking the time to learn about our organization”
You might want to acknowledge something specific about their application that stood out. This personal touch shows candidates they weren’t just another resume in the pile.
Candidates appreciate knowing their efforts were recognized, even if they didn’t get the job. A sincere thank-you can transform a disappointing message into a respectful exchange.
Offering Constructive Feedback
When appropriate, providing gentle feedback gives candidates valuable insight for future applications.
Example phrases:
- “Your technical skills were impressive, though we selected a candidate with more experience in [specific area]”
- “We appreciated your creativity, and found someone whose background aligned more closely with our current needs”
- “Your communication skills stood out, though we required more extensive experience with [specific skill]”
- “While your qualifications were strong, another candidate had specialized knowledge in [specific area]”
- “We were impressed by your enthusiasm, though we needed someone with more hands-on experience in [specific area]”
Some companies encourage strong candidates to apply for future openings. This approach works well when you genuinely see potential in the applicant for other roles.
Templates for Rejecting Job Applicants
General Rejection Template
When declining applicants who didn’t make it to the interview stage, a simple yet kind message works best. You might want to include these elements:
• Thank the candidate for their application
• State the decision clearly but gently
• Provide a brief reason (optional)
• Wish them success in their job search
Example Template:
“Thank you for applying for the [Position] role at [Company]. We’ve reviewed your application carefully. After considering all candidates, we’ve decided to move forward with others whose qualifications more closely match our current needs. We appreciate your interest in [Company] and wish you success in your job search.”
Example phrases:
- “We appreciate the time you took to submit your application for the [Position].”
- “Thank you for your interest in joining our team at [Company].”
- “We’re grateful for your application to the [Position] role.”
Template for Candidates After Interview
“Thank you for meeting with our team about the [Position] role. We enjoyed learning about your experience at [Previous Company] and appreciated your insights on [specific topic discussed]. After careful consideration, we’ve selected another candidate whose background better aligns with our current needs. The team was impressed with your [specific strength], and we encourage you to apply for future openings that match your skills.”
Example phrases:
- “The team noted your strong presentation skills”
- “Your technical knowledge was impressive”
- “We appreciated your thoughtful questions about our company”
- “Your problem-solving approach showed creativity”
- “Your leadership experience stood out to us”
Maintaining Positive Candidate Relationships
Keeping Resume on File
Letting candidates know their resume will remain in your database shows you value their skills. This small gesture keeps the door open for future opportunities.
You might consider using phrases like:
- “We’ll keep your credentials on file for future openings that match your skills.”
- “Your qualifications impressed us, and we’ve added your resume to our talent database.”
- “While this position wasn’t the right fit, we’d like to retain your information for roles that might better align with your expertise.”
Offering Future Consideration
Encouraging candidates to apply for future positions maintains goodwill and keeps your talent pipeline flowing.
This approach works especially well for candidates who showed potential but were edged out by someone with more experience.
Example phrases:
- “We encourage you to apply for future positions that match your qualifications.”
- “Your skills in [specific area] were impressive, and we hope you’ll consider us for future opportunities.”
- “Though this position has been filled, we believe your talents would be valuable in other roles that may become available.”
Wishing Success in Future Endeavors
You can end your rejection message on a positive note by wishing candidates success in their job search. This shows respect and professionalism.
Thoughtful messages might include:
- “We wish you the best in your career journey and professional development.”
- “We’re confident your skills and enthusiasm will lead to an excellent opportunity soon.”
- “Thank you again for your interest in our company, and we wish you success in finding a position that aligns with your career goals.”