This email template serves as a guide for HR professionals to communicate a candidate rejection effectively and compassionately. It’s essential to remember that rejection emails are not just formalities; they provide an opportunity to maintain a positive relationship with candidates who may be suitable for future roles.
Template Email
Email subject line: Update on Your Application for [Job Title] at [Company Name]
Dear [Candidate’s First Name],
Thank you for taking the time to apply for the [Job Title] position at [Company Name]. We appreciate the effort you put into your application and your interest in joining our team.
After careful consideration, we regret to inform you that we have chosen to move forward with other candidates whose qualifications more closely match the requirements of the position. This decision was not an easy one given the high caliber of applicants we received.
We encourage you to keep an eye on our careers page for future openings that may align with your skills and experience. We genuinely appreciate your interest in our company and hope you will consider applying again.
Thank you once again for your time and effort. We wish you all the best in your job search and future professional endeavors.
Warm regards,
[Your Name]
[Your Job Title]
[Company Name]
Why does it matter?
Sending a rejection email is crucial for maintaining a positive employer brand. A well-crafted rejection can leave candidates feeling respected and valued, even if they weren’t selected. This approach fosters goodwill and keeps the door open for future opportunities, encouraging candidates to apply again. In a competitive job market, a thoughtful rejection message can set your organization apart.
When to send?
This rejection email should be sent as soon as the decision has been made, whether after an initial resume review or following an interview. Timely communication demonstrates professionalism and respect for the candidate’s time, contributing to a positive candidate experience.
What to include?
- Gratitude for the candidate’s time and effort in applying.
- A clear statement that the candidate has not been selected.
- Optionally, brief feedback on the decision if appropriate.
- Encouragement to apply for future openings and best wishes for their career.
Best Practices
- Use a warm and friendly tone to soften the impact of the rejection.
- Personalize the email with the candidate’s name and the position they applied for.
- Offer constructive feedback if possible, but keep it concise and professional.
- Encourage future engagement by inviting them to apply for other roles.
Common Mistakes to Avoid
- Sending generic, impersonal emails that lack empathy.
- Delaying notifications, which can leave candidates feeling uncertain.
- Failing to proofread for errors, which can undermine professionalism.
- Neglecting to provide any form of encouragement or future engagement opportunities.
