Hiring means you get to add someone awesome to your team but it also means you have the unenviable task of telling everyone else who applied they are not getting the job. When you send a rejection letter, you want to provide clarity while also expressing empathy and encouragement.
Below 👇 we have 5 candidate rejection email templates that help you do just that. These templates will help you to share the reasoning behind your decision while giving candidates the encouragement and/or feedback they need to move forward and find the role that's right for them!
How to write a professional, clear and compassionate rejection email
According to Homerun's People Ops Manager Sanne Leunissen, when sending a candidate rejection email, it's important to "get straight to the point (without being too harsh) so people know where they’re at. Start with the news and then give a short explanation of the ‘why’ – being direct, emphatic and keeping it relatively short." Here are some more best practices to go along with her advice:
🎯 Always express gratitude for the candidate's interest in the position and for taking the time to apply. It's thoughtful to acknowledge their efforts and highlight any positive aspects you noticed during the application or interview process.
🎯 Do what you can to personalize the rejection letter. If it's an immediate rejection of an application or you have a massive amount of candidates, it may be as simple as addressing everyone by name. If you have a smaller candidate pool and/or certain candidates have gotten farther along in the interview process, find ways to acknowledge individuals (and if possible, share constructive feedback) so that they feel valued and empowered.
🎯 Keep the message clear and concise. You don't want to go into excessive detail about why you're not hiring the candidate, which may end up overwhelming or confusing them. Just stick to the key points that help explain the decision – for example, the objective criteria that you used for the evaluation process like qualifications, experience, job requirements or value alignment.
🎯 Speak with empathy and encouragement. Not being selected for a job can be disheartening. Be sure to acknowledge the candidate's possible disappointment or any emotional investment they may have had during the hiring process. Encourage them to continue seeking opportunities that align with their strengths and goals, and if you see a possible future for them at your company, express that and invite them to apply again. You might also connect them to someone in your network who is hiring for a similar role.
🎯 Keep your inbox open. Let candidates know you're available to answer questions and that you welcome feedback on the hiring process. It's always good to know what you're doing right and where the process could be improved!
A final note from Sanne
“For a candidate that is further in the process and for example already has had one or more interviews, I find it a good courtesy to give them a call and explain why you’re not moving forward in that way. You can then follow up with an email confirming what you have said over the phone.” (See template #5 for an example of this!)
Candidate rejection email template #1: Not moving forward with an interview
Subject line: Your Application for [Position] at [Company]
Dear [Candidate's First Name],
Thank you for your interest in the [Position] role at [Company]. We appreciate the time and effort you invested in applying for this position.
After careful consideration, we have decided not to move forward with your application at this time. We received a significant number of applications from qualified candidates like yourself, making this selection process extremely difficult.
[Option 1: If you have a large candidate pool] Due to the high volume of applications, we are not able to provide individual feedback to candidates. However, we do hope you'll stay connected with us and keep an eye on our future career opportunities. If a suitable position opens up again, we would be happy to hear from you and consider your application.
[Option 2: If you have a small candidate pool] We appreciate the strengths you demonstrated in [specific aspect related to their application or qualifications] and if a suitable position opens up in the future, we would be happy to hear from you and consider your application again.
If you have any feedback for us about our application process, we welcome your input as it helps us learn and improve!
We sincerely appreciate your interest in [Company] and wish you all the best in your job search.
Best regards,
[Your Name and Job Title]
Supercharge your hiring emails 🔋
Pop any of the following email templates into Homerun's hiring software and streamline your entire hiring process from start to finish.
Start free trial
Candidate rejection email template #2: After an early-stage interview
Subject line: Update on Your Application for [Position] at [Company]
Dear [Candidate's First Name],
Thank you for your patience as we've conducted interviews for the [Position] role at [Company]. With so many amazing candidates like yourself, it's been hard to reach a decision!
After careful consideration, we have decided not to move forward with your application at this time. While we were impressed with your qualifications and your interview, we are moving forward with candidates whose skills and experience align more closely with the needs of this position.
Please know that our decision was not a reflection of your abilities or potential. We believe you have valuable skills and qualifications such as [name specific strengths, accomplishments or contributions] that will undoubtedly contribute to your success in future endeavors. We encourage you to continue pursuing opportunities that align with your goals and if a suitable position at [Company Name] opens up again, we would be happy to hear from you and consider your application!
We sincerely value the time and effort you dedicated to the application and interview. If you have any feedback on our hiring process, we welcome your input as it helps us learn and grow. Also, if you have any questions, please don't hesitate to reach out.
Best regards,
[Your Name and Job Title]
Candidate email rejection template #3: After an interview, including specific feedback
Subject line: Update on Your Application for [Position] at [Company]
Dear [Candidate's First Name],
Thank you for your interest in the [Position] role at [Company]. We appreciate the time and effort you’ve invested in the application and interview process.
Our team was particularly impressed with your [skills], [specific positive aspect] and [specific positive aspect]. However, this role will require a future team member with a deep understanding of [add area of expertise]. For these reasons, we have decided to move forward with another candidate whose qualifications are better suited to this particular role.
We hope you don't mind us providing constructive feedback to support your professional growth. To further develop your skill set in [area of expertise], we recommend [taking a course/obtaining a certificate/gaining specific experience]. Strengthening your expertise in this area will boost your qualifications and increase your chances of success in future applications for similar roles.
If you have any questions for us or would like to share any feedback on the hiring process, we would be glad to hear from you. Your insights are valuable as we continually strive to improve our processes and provide a better experience for candidates.
We genuinely appreciate your interest in [Company] and all the effort you put into the hiring process, and we wish you continued success in your career journey.
Best regards,
[Your Name and Job Title]
Elevate your candidate email game 🔥
No more scattered email threads. View all your conversations in one place with Homerun.
Start free trial
Candidate rejection email template #4: After the final interview round
Subject line: Decision Regarding Your Application for [Position] at [Company]
Dear [Candidate's First Name],
Thank you for your patience in this hiring process and for all the time and energy you've dedicated to it. We've thoroughly enjoyed getting to know you during our interviews, and we've been impressed by your qualifications and your performance throughout.
While your skills and experience are top-notch, we have ultimately chosen another candidate whose background and qualifications more closely align with the specific needs of this role. We understand this news may be disappointing, and we fully recognize the effort and emotional investment you put into the application and interview process.
Please know that this decision does not diminish our recognition of your abilities and potential. Your [specific strengths, accomplishments, or contributions] were highly valued and we're confident your talent and dedication will lead you to success in your future endeavors.
If it's alright with you, we would like to stay in touch with you for future opportunities that might be a good fit. If you're interested in remaining in our talent pool, please let us know.
If you have any questions for us or feedback on the hiring process, we welcome your input as we continually strive to improve our processes and provide a better experience for candidates.
Thank you again for your dedication throughout the hiring process. We hope this experience has provided takeaways that will be helpful in future hiring situations and we wish you the very best in your job search.
Warmly,
[Your Name and Job Title]
Candidate email rejection template # 5: After the candidate has received a rejection by phone
Subject line: Following up on our phone call about the [Position] role at [Company]
Dear [Candidate's First Name],
I hope this email finds you well. I wanted to reach out and personally thank you for your time and effort throughout the hiring process for the [Position] role at [Company]. It was a pleasure speaking with you and getting to know you throughout the hiring process.
I just wanted to take a moment to confirm what we discussed during our last phone call. First and foremost, I want to express our sincere appreciation for your interest in [Company] and the impressive qualifications you brought to the table. Your [specific strengths, skills, or accomplishments] were highly valued and recognized by our team. However, we’ve chosen a candidate whose qualifications more closely align with the specific needs of the position.
I want to personally encourage you to keep an eye on our career opportunities in the future. Should a suitable role open up, we would be delighted to have you reapply and reconsider your application.
In our conversation, we touched upon [specific topics or feedback discussed during the call, such as strengths, areas for growth, or future possibilities]. We appreciate your openness to the feedback provided and your positive attitude throughout the process.
Speaking of feedback, we would greatly appreciate yours in regard to the hiring process and your overall experience with us. Your insights are valuable as we continuously strive to improve and provide a better experience for candidates. If you have any thoughts or suggestions, please feel free to share them with us.
Once again, I want to thank you for your time, energy and interest in [Company]. We wish you every success in your job search and future endeavors. If you have any questions or require any further information, please don't hesitate to reach out.
All the best,
[Your Name and Job Title]
Put candidates first
Insert these templates into Homerun's hiring software and ensure a positive candidate experience every step of the way.
Start free 15-day trialFinal tips on rejection emails
Although a rejection email could seem like a sure way to burn bridges with candidates, it's actually an opportunity to build them. When you present the information in a clear, tactful and encouraging way, you can help candidates move forward with valuable information and stay motivated in their job search. They may also end up reapplying one day!
Treating candidates with empathy and respect will not only soften the blow – it can also turn some of them into advocates for your company. Communicate with compassion 🫶 and in a timely manner ⏰ and you'll be remembered as an organization that cares throughout the recruitment process.
Brook Fischer
With a background in education and journalism, Brook has spent the past 18 years crafting and editing insightful content for small to medium-sized businesses. Her current favorite topics in the hiring space include employer branding and how to create a positive candidate experience. She lives in Toulouse with her husband, two sons and one sweet Staffy.
