Email template · Rejection
Rejection email after assessment
In short
A rejection email after assessment tells a candidate they will not move forward because their skills test, simulation or take-home task did not meet the standard for the role. It thanks them for the time, states the outcome early, explains when they can retake or reapply, and avoids score details that invite dispute. Templates cover four common cases.
When to send it: Send it within one to two business days of the result, and the same day for automated tests in high-volume funnels. The longer the assessment took, the faster and more personal the reply should be.
Rejection email after assessment: 4 versions
Standard
SubjectYour application for [Job Title] at [Company]
Hi [First Name], Thank you for taking the time to complete the [Assessment Name] for the [Job Title] role. We've reviewed your results, and we won't be moving your application forward at this stage. The assessment measures [Skill Area, e.g. typing speed, accuracy and how you handle a simulated customer chat], and for this role we need results above a set level in each area. You're welcome to apply again after [Retest Period, e.g. 90 days]. Many candidates do better the second time. Thanks again for your interest in [Company]. [Your Name] [Title], [Company]
With a retest window
SubjectYour [Assessment Name] result and next steps
Hi [First Name], Thanks for completing the [Assessment Name]. Your result didn't reach the level we need for [Job Title] right now, so we won't continue with this application. You can retake the assessment from [Retest Date]. A few things that help: - [Tip 1, e.g. take it on a computer rather than a phone] - [Tip 2, e.g. find a quiet spot with a reliable connection; the call simulation uses audio] - [Tip 3, e.g. practice with the sample questions here: [Practice Link]] When you're ready, use this link to start again: [Retest Link]. Good luck, [Your Name] [Company] Recruiting
After a take-home task
SubjectThank you for your work on the [Task Name]
Hi [First Name], Thank you for the time you put into the [Task Name]. I know it took real effort, and the team read it carefully. We've decided not to move forward with your application for [Job Title]. The main reason was [Specific, Job-related Reason, e.g. the analysis answered the question but didn't include the cost assumptions we asked for, which are central to this role]. [Optional: One Genuine Strength, e.g. Your written summary was clear and well structured.] If you'd like to talk it through, I'm happy to set up a 15-minute call. Either way, thank you again. [Your Name] [Title], [Company]
High-volume, automated
SubjectUpdate on your [Job Title] application
Hi [First Name], Thanks for completing the assessment for [Job Title] at [Location]. Your results didn't meet the requirements for this position, so we can't move forward with your application. You can reapply for this role after [Retest Date]. We also hire for other roles that use different skills. See current openings here: [Careers Link]. Thank you, [Company] Recruiting
Subject line ideas
- Your application for [Job Title] at [Company]
- Update on your [Job Title] application
- Your [Assessment Name] result and next steps
- Thank you for your work on the [Task Name]
- Assessment results: [Job Title]
- Your skills test and what's next
SMS and WhatsApp version
Hi [First Name], thanks for completing the [Job Title] assessment. We can't move forward this time, but you can retake it from [Retest Date]. Details and other open roles are in your email. [Company] Recruiting
Placeholders to replace: [First Name], [Job Title], [Assessment Name], [Skill Area], [Retest Period], [Retest Date], [Retest Link], [Practice Link], [Task Name], [Specific, Job-related Reason], [Location], [Careers Link], [Your Name], [Title], [Company]
Match the effort of the email to the effort of the test
A 12-minute typing and chat simulation at the top of a contact center funnel and a six-hour take-home case study are both assessments, but the candidate's investment is completely different. The rejection should reflect that.
For short, automated tests in volume funnels, a clear, polite, automated message sent the same day is right. For take-home work, a recruiter or hiring manager should write it, mention one specific point from the work and offer a short call. A templated rejection to someone who spent a weekend on your case study is how employers end up in public reviews.
How much to say about scores
Most teams don't share raw scores or the cut score, and there are good reasons. Scores invite argument ("I missed by two points"), can reveal how the test works and may be misread without norms. What candidates do find useful is knowing which area the test measured and whether they can try again.
A reasonable middle ground: name the skill areas tested, say that the role requires a set level in each, and give the retest date. For take-home tasks, one concrete, job-related reason is fair and helpful. Never mention anything other than the skills the assessment was designed to measure.
Retest and reapply policy
Decide your retest rule before launch and put it in every rejection. Common practice for skills tests is a waiting period of 30 to 90 days, and once a candidate has taken a test twice, a longer gap. Some employers allow an immediate retest when a technical problem, such as a dropped connection during a call simulation, may have affected the result. Say so in the email if you do.
In high-volume hiring, a clear retest path is good for the funnel too. Candidates who narrowly miss on a typing or language test often pass after practice, and they already know your brand.
Fairness and legal checks
A pre-employment assessment that screens out a large share of candidates needs to be job-related and checked for adverse impact. Under the federal Uniform Guidelines on Employee Selection Procedures, a selection rate for any race, sex or ethnic group below four-fifths of the rate for the highest group is generally regarded as evidence of adverse impact; see the four-fifths rule. Review pass rates by group regularly, not only when someone complains.
Under the ADA, candidates with disabilities can request reasonable accommodations, such as extra time or a screen reader, so your assessment invitation email should explain how to ask before the test. If an AI tool scores the assessment, laws such as New York City Local Law 144 add notice and bias audit requirements. Rules vary by state and country.
Automating it without losing the candidate
In a funnel where thousands of applicants a month take an online test, the rejection is sent by your assessments platform the moment the result is in. Review the automated message as carefully as any recruiter email: plain language, outcome in the first two lines, retest date and a link to other roles that use different skills. A candidate who fails a typing test for chat support may be a strong fit for a voice queue or a warehouse role.
For rejections at other stages, see our general candidate rejection email.
Frequently asked questions
How do you write a rejection email after an assessment?
Thank the candidate for their time, state the outcome in the first lines, name the skill areas the test measured, give a retest or reapply date, and point to other suitable roles where they exist.
Should you tell candidates their assessment score?
Most employers don't share raw scores or the pass mark. Naming the skill areas tested and offering a retest is usually more useful and avoids disputes over a few points.
What should a failed assessment email say?
That the result did not meet the level required for the role, what the test measured, when the candidate can try again and how. Avoid judgment words like failed or poor in the email itself.
Can candidates retake a skills test after rejection?
Usually yes, after a waiting period set in your policy, commonly 30 to 90 days. State the date in the rejection so candidates don't have to ask.
How quickly should you send a rejection after a skills test?
Within one to two business days, and the same day for automated tests. Candidates who invested hours in a take-home task deserve a reply within a few days and a personal note.