Email template · Rejection
Application rejection email
In short
An application rejection email tells someone who applied, but was not selected for an interview, that their application will not move forward. It should arrive within days, name the role, stay short and say whether they can apply again. Below are four templates for unsuccessful applications, subject lines, an SMS and advice on automating them fairly.
When to send it: Send it within 5 to 7 days of the application, as soon as the screening decision is made. For roles with a fixed closing date, send all unsuccessful application emails within a week of the close.
Application rejection email: 4 versions
Standard
SubjectYour application for [Job Title]
Hi [First Name], Thank you for applying for the [Job Title] position at [Company]. We've reviewed your application, and we won't be moving forward to interviews with you for this role. We received many applications, and we've shortlisted candidates whose experience most closely matches this position's requirements. We'd be happy to see your application for other roles that fit your background. Current openings are at [Careers Page Link]. Thanks again for your interest in [Company]. [Your Name] [Title], [Company]
Short
SubjectUpdate on your [Company] application
Hi [First Name], Thanks for applying for [Job Title]. We've decided not to move forward with your application for this role. We appreciate your interest and wish you success in your search. [Company] Recruiting Team
Did not meet a stated requirement
SubjectYour application for [Job Title] at [Location]
Hi [First Name], Thank you for applying to be a [Job Title] at our [Location] site. This role requires [specific, objective requirement stated in the posting, e.g. availability for overnight shifts from 10pm to 6:30am / a current CDL Class A]. Based on your application, we aren't able to move forward for this position. If your [availability / certification] changes, you're welcome to apply again. We also have openings that may suit you better, such as [Alternative Role]: [Job Link] Thanks for your interest, [Company] Recruiting Team
Talent pool invitation
Subject[First Name], thanks for applying to [Company]
Hi [First Name], Thanks for applying for the [Job Title] role. We've filled our interview slots for this opening, so we won't be moving your application forward this time. Your background could be a good match for future roles on our [Team / Department] team. With your permission, we'd like to keep your details and contact you when something suitable opens. Just reply "yes" and we'll add you to our talent community. Thank you for considering [Company]. [Your Name] [Title], [Company]
Subject line ideas
- Your application for [Job Title]
- Update on your [Company] application
- [Job Title] application status
- Thank you for applying to [Company]
- Regarding your application for [Job Title]
- [First Name], thanks for applying to [Company]
SMS and WhatsApp version
Hi [First Name], it's [Company] Recruiting. Thanks for applying for [Job Title]. We won't be moving forward with your application this time. See other openings at [Careers Page Link]. Reply STOP to opt out.
Placeholders to replace: [First Name], [Job Title], [Company], [Location], [Careers Page Link], [Alternative Role], [Job Link], [Team / Department], [Your Name], [Title]
Why the pre-interview rejection still matters
Most applicants never get an interview, and for most of them the only message they receive is the application received email. Then silence. That silence is what candidates mean when they complain about being ghosted, and it shows up in employer reviews and in lower application rates the next time you post.
A short not-shortlisted email costs almost nothing to send. For employers hiring in volume, many of those applicants are also customers, neighbors and future applicants for other roles. A grocery chain that rejects 5,000 people a month is talking to a big slice of its own shoppers.
Keep it short and specific to the role
Someone who spent five minutes on a mobile apply doesn't need three paragraphs. Fifty to ninety words is plenty:
- Thank them for applying and name the job and, for multi-site employers, the location.
- Say clearly that the application won't move forward.
- Point to other openings or a reapply option if one exists.
That's it. Don't list the qualifications of the people you shortlisted, and don't apologize at length. Saying "we've shortlisted candidates whose experience most closely matches the requirements" is honest and general enough to be safe.
Automating unsuccessful application emails
At volume, these emails should be automated, but carefully. A practical setup:
- Tie a rejection template to the screening stage in your applicant tracking system.
- Add a delay of 24 to 72 hours after the decision. An instant rejection at 2am, ten minutes after someone applied, feels like a machine said no without reading anything.
- Send in daily batches during business hours.
- Use reason-specific variants only for objective requirements stated in the posting, such as shift availability, minimum age required by law for the role, or a license.
If your job apply flow asks knockout questions, make sure they reflect genuine job requirements and that the posting states them. Store the approved wording in shared email templates so no recruiter is rewriting it at 6pm.
Automated screening and fairness
When software or AI scores or filters applications before a human looks at them, the rejection email is the visible end of a decision you must be able to explain. Employers can be responsible under Title VII and the ADA for discrimination caused by algorithmic screening tools they use, even when a vendor built the tool. The EEOC removed its AI technical assistance on this in January 2025, but the statutes have not changed. New York City's Local Law 144 requires a bias audit and candidate notice before using an automated employment decision tool for candidates or employees in the city, and Colorado and Illinois have passed their own laws on AI in hiring decisions. In the EU, the AI Act treats AI systems used for recruitment and candidate filtering as high-risk.
Practical steps: review rejection rates by demographic group, keep a human review for borderline cases, and offer an accommodation route if your application process could screen out someone with a disability. Rules change quickly and vary by location, so check with counsel.
Reapply windows and talent pools
For roles you hire every month, a hard no wastes applicants. Give a reapply window (60 to 90 days is common) and say so in the email. For candidates who were qualified but lost out on volume, ask permission to keep their details for future roles; consent matters under GDPR and several US state privacy laws. If you want the broader picture of rejection across stages, our general candidate rejection email page covers post-interview and runner-up versions.
Mistakes to avoid
- Rejecting before the posting closes for roles with a published closing date, if you told applicants all would be reviewed after the close.
- Using "unfortunately" three times. Once is enough.
- No-reply sender addresses with no way to ask a question.
- Telling someone they are "overqualified", which can read as age bias.
- Sending a rejection and an interview invite to the same person because two recruiters were working the same requisition.
Frequently asked questions
How do I write a rejection email before an interview?
Thank the applicant, name the role, say the application won't move forward, and point to other openings or a reapply date. Keep it to about three short sentences and send it within a week.
What should a not shortlisted email say?
That the candidate's application has been reviewed and won't progress to the interview stage for this specific role, with thanks and a link to other openings. Avoid detailed reasons.
Should I send rejection emails to every applicant?
Yes. Even a short automated message beats silence, and it protects your employer reputation with people who may apply again or buy from you.
How quickly should an unsuccessful application email go out?
Within 5 to 7 days of the application or of the posting's close. Add a short delay after the decision so it doesn't arrive minutes after someone applies.
Can I tell an applicant they didn't meet the minimum requirements?
Yes, if the requirement is objective, job-related and stated in the posting, such as a license or shift availability. Keep the wording factual and offer to consider them again if it changes.