This email template is designed for HR professionals who need to communicate a rejection to candidates after an interview. Sending a thoughtful rejection email not only maintains a positive relationship with the candidate but also reflects well on your company’s brand. It shows respect for the candidate’s time and effort and keeps the door open for future opportunities.
Template Email
Email subject line: Thank You for Your Application for [POSITION NAME] at [COMPANY NAME]
Dear [CANDIDATE NAME],
Thank you for taking the time to interview for the [POSITION NAME] position with us at [COMPANY NAME]. We appreciate your interest in our company and the effort you put into the application and interview process.
After careful consideration, we regret to inform you that we have decided to move forward with another candidate for this role. This decision was not easy, as we had many qualified applicants, and your skills and experience are commendable.
We truly value your interest in [COMPANY NAME] and encourage you to apply for future openings that align with your qualifications. We will keep your resume on file and will reach out if a suitable position becomes available.
Thank you once again for your time, and we wish you the very best in your job search and future career endeavors.
Sincerely,
[SENDER NAME]
[SENDER POSITION]
[COMPANY NAME]
[CONTACT INFORMATION]
Why does it matter?
Communicating a rejection effectively is essential for maintaining a positive employer brand. Candidates who receive respectful and empathetic rejection emails are more likely to share their positive experience with others, even if they didn’t get the job. This can help create a talent pool for future openings, as these candidates may consider your company again for other roles. Building a good reputation in the job market can lead to a quicker and more productive hiring process in the long run.
When to send?
It’s best to send this email within a few days of making the decision not to hire the candidate. Prompt communication demonstrates professionalism and respect for the candidate’s time. Delaying this message can lead to frustration on the candidate’s part and diminish their perception of your company.
What to include?
- The title of the position for which the candidate applied
- A clear message stating that they have not been selected for the role
- A note indicating that you will keep their resume for future opportunities, if applicable
- Encouragement for the candidate to apply for other roles
- A closing message wishing them success in their job search
Best Practices
- Personalize the email as much as possible by using the candidate’s name and referring to specific aspects of their application or interview.
- Keep the tone professional yet empathetic, acknowledging the effort the candidate put into the process.
- Be concise and to the point while still conveying your message clearly.
- Consider providing feedback if appropriate, as this can help candidates improve and feel valued.
Common Mistakes to Avoid
- Using a generic or impersonal template that lacks warmth or personalization.
- Delaying the communication, which can leave candidates feeling ignored and frustrated.
- Failing to offer any encouragement or future opportunities, which can damage your company’s image.
- Not proofreading the email for errors, which can undermine your professionalism.
