Email template · Rejection
Candidate rejection email
In short
A candidate rejection email tells an applicant, clearly and politely, that they will not move forward for a specific role. It names the job, gives the decision early, thanks them for their time and says whether they can be considered again. Below are four templates for different stages, subject lines, an SMS and guidance on wording and timing.
When to send it: Send it as soon as the decision is final: within a week of applying for screened-out applicants, and within two to five business days after an interview. Never leave a candidate waiting until the role is filled if you already know the answer.
Candidate rejection email: 4 versions
Standard
SubjectYour application for [Job Title] at [Company]
Hi [First Name], Thank you for your interest in the [Job Title] role at [Company] and for the time you spent on your application. We've decided not to move forward with your application for this position. We had a strong group of candidates and the decision wasn't easy. We'd be glad to see you apply again for future openings that match your experience. You can find them at [Careers Page Link]. Wishing you the best with your search, [Your Name] [Title], [Company]
After an interview
SubjectUpdate on the [Job Title] position
Hi [First Name], Thank you for meeting with [Interviewer Names] about the [Job Title] role. We appreciated the time you put into the process. After careful consideration, we've decided to offer the position to another candidate whose experience more closely matches what the team needs right now. [Optional, only if true: The team especially valued your [specific strength, e.g. clear approach to the scheduling scenario].] If you'd like brief feedback, reply to this email and I'll set up a short call. Thanks again, and best of luck. [Your Name] [Title], [Company]
Strong runner-up
Subject[First Name], about the [Job Title] role
Hi [First Name], I wanted to let you know personally that we've offered the [Job Title] role to another candidate. It was a close decision, and I don't say that lightly. You impressed the team, especially [specific strength]. We expect to open [similar role / another position on this team] in [Timeframe], and with your permission I'd like to reach out to you first when it does. Is it OK if I keep in touch? Either way, thank you for the time and thought you put into this. [Your Name] [Title], [Company] [Phone Number]
High-volume
SubjectUpdate on your application to [Company]
Hi [First Name], Thanks for applying to be a [Job Title] at [Company] [Location]. We're not able to offer you a position for this hiring class. You're welcome to apply again after [Reapply Date] for future classes. New openings are posted at [Careers Page Link]. Thanks for your interest in working with us. [Company] Recruiting Team
Subject line ideas
- Your application for [Job Title] at [Company]
- Update on the [Job Title] position
- Your [Company] application status
- Thank you for interviewing with [Company]
- [First Name], about the [Job Title] role
- Decision on your [Job Title] application
- Following up on your interview for [Job Title]
SMS and WhatsApp version
Hi [First Name], this is [Company] Recruiting. Thank you for applying for [Job Title]. We won't be moving forward with your application this time, but you're welcome to apply again after [Reapply Date]: [Careers Page Link]. Reply STOP to opt out.
Placeholders to replace: [First Name], [Job Title], [Company], [Location], [Interviewer Names], [Careers Page Link], [Reapply Date], [Timeframe], [Your Name], [Title], [Phone Number]
Match the email to the stage
The right rejection depends on how much the candidate invested. Someone who spent four minutes on a mobile apply expects a short, prompt no. Someone who sat through three rounds and a work sample expects a personal message, ideally after a phone call from the recruiter.
A practical way to set this up:
- Application or screening stage: short, polite, automated is fine. See the application rejection email for versions built for pre-interview decisions.
- After a phone screen or first interview: a templated email from the recruiter's name, with the role and interviewer named.
- After a final interview: a phone call for strong finalists, then a short email confirming it. The rejection email after an interview goes deeper on that stage.
- Runner-ups: a personal note asking permission to stay in touch.
Using the wrong level of effort is the most common complaint. A form email after an onsite feels dismissive; a two-paragraph personal letter to every one of 800 applicants is something nobody will maintain.
Anatomy of a polite rejection
Good rejection emails are short. Most run 60 to 120 words. They do four things:
- Name the role, since candidates often have several applications open.
- Give the decision in the first or second sentence.
- Thank them for something specific to the stage they reached.
- Tell them what's possible next: reapply after a date, a talent pool, or nothing.
Avoid the phrasing that candidates have learned to dread. "After careful consideration" is fine once; "We regret to inform you that we will not be proceeding with your candidature at this juncture" reads like a machine wrote it. A regret email to a candidate can be warm and still be direct.
Timing that respects candidates
Speed is the kindest thing you can offer. A common benchmark is to reject screened-out applicants within 5 to 7 days and interviewed candidates within 2 to 5 business days of the decision. The habit that causes the most damage is holding every finalist until the chosen candidate has signed. Reject the people you know you won't hire, and keep only one or two true backups warm with an honest "we're still deciding, you'll hear by Friday."
Send during working hours, Tuesday to Thursday if you can. Rejections that land on a Friday evening or the day before a holiday get read at the worst possible moment.
Fair, consistent wording
US law generally doesn't require you to give a reason for rejection, and in most cases a short email without a detailed reason is the safer choice. If you do give one, keep it tied to the documented, job-related criteria you used for everyone in the role. Avoid words that suggest a protected characteristic ("overqualified", "energy", "culture fit" used loosely), and don't mention pregnancy, health, age, accent, religion or family circumstances.
Consistency is half of fairness. Use the same approved templates for everyone at the same stage, and record a reason code in your applicant tracking system for each rejection. Federal contractors have specific record-keeping obligations for applicants under OFCCP rules, and the EEOC requires employers to keep hiring records for at least one year. Rules differ outside the US, and some countries give candidates a right to request their data, including interview notes.
Rejections at scale
A 400-seat contact center hiring year-round might reject 2,000 applicants a month. That only works with automation: rejection templates tied to pipeline stages, sent in daily batches, with a reapply date for roles you hire constantly. Store two or three approved versions as email templates so every recruiter sends the same wording.
Don't throw the list away. Candidates who were close, or who failed one requirement that can change (availability, a certification, typing speed), belong in a candidate group you can reach for the next class. Rehiring from people who already know you is cheaper and faster than buying new applicants.
Mistakes to avoid
- Ghosting. No reply is the worst rejection.
- Wrong name or wrong job from a copied template.
- Promising to keep a resume on file when nobody will look at it.
- Detailed reasons by email that invite an argument.
- Rejecting internal candidates by email first. Their manager or the recruiter should tell them in person.
Frequently asked questions
How do you politely reject a candidate by email?
Thank them by name for applying or interviewing for the named role, give the decision in the first two sentences, add one sincere specific line if true, and say whether they can apply again. Keep it under 120 words.
Should I give a reason in a job rejection email?
It isn't required in the US, and a short email without detailed reasons is usually safer. If you share feedback, keep it brief, job-related and consistent with the criteria used for every candidate.
What is a regret email to a candidate?
It's another name for a rejection email, common in India and some global companies. It informs the candidate they were not selected and thanks them for their interest.
How long after an interview should I send a rejection email?
Within two to five business days of making the decision. If the process is taking longer, send a short status update instead of saying nothing.
Is it OK to automate candidate rejection emails?
Yes for application and screening stages, as long as they're prompt, polite and name the role. For candidates who interviewed, send from a real recruiter's name, and call strong finalists before the email.
Should I call or email a rejected candidate?
Call final-round and internal candidates, then confirm by email. For earlier stages, an email is expected and fine.