Email template · Rejection
Rejection email after phone screen
In short
A rejection email after a phone screen tells a candidate, within a few business days of the call, that they won't move to the next round. It thanks them by name for the conversation, gives a clear no, offers a short reason where you can do so safely, and says whether they're welcome to apply again. Below are four templates and guidance.
When to send it: Send it within 2 to 3 business days of the screening call, as soon as the decision is made. If you need longer because the role is on hold, send a status update instead of leaving the candidate waiting.
Rejection email after phone screen: 4 versions
Standard
SubjectYour application for [Job Title] at [Company]
Hi [First Name], Thank you for taking the time to speak with me on [Call Day] about the [Job Title] role. After reviewing our conversation against what the team needs right now, we've decided not to move forward with your application. [Optional: For this role we're focusing on candidates with more hands-on experience in [Specific Skill or Requirement].] I enjoyed hearing about [Specific Detail From the Call], and I'd encourage you to keep an eye on our careers page at [Careers Link]. Thanks again, and best of luck in your search. [Your Name] [Title], [Company]
Short
SubjectUpdate on your [Job Title] application
Hi [First Name], Thanks for speaking with me on [Call Day]. We've decided to move forward with other candidates for the [Job Title] role, so we won't be scheduling a next interview. I appreciate your time and wish you the best. [Your Name] [Title], [Company]
Keep in touch (strong candidate, wrong fit)
Subject[Job Title] update, and staying in touch
Hi [First Name], Thank you for the conversation on [Call Day]. I'll be straightforward: we're not moving forward for the [Job Title] role, mainly because [Reason, e.g. the team needs someone who can be on-site in [Location] four days a week]. That said, I was impressed by [Specific Strength], and I think you'd be a strong fit for roles like [Related Role] that open on our [Team] team a few times a year. With your permission, I'll keep your details on file and reach out directly when one opens. If you'd rather I didn't, just let me know. All the best, [Your Name] [Title], [Company]
High-volume (hourly roles)
SubjectYour [Job Title] application at [Location]
Hi [First Name], Thanks for your phone interview for the [Job Title] position at [Location]. We've filled the openings we're hiring for right now with candidates whose availability was a closer match to the schedule. We hire for this role often. You're welcome to apply again after [Date] or for other locations at [Careers Link]. Thanks for your interest in [Company]. [Company] Recruiting Team
Subject line ideas
- Your application for [Job Title] at [Company]
- Update on your [Job Title] application
- Following up on our call
- Thank you for speaking with us, [First Name]
- [Job Title] update, and staying in touch
- Your phone interview with [Company]
SMS and WhatsApp version
Hi [First Name], it's [Your Name] at [Company]. Thanks for our call about [Job Title]. We've decided to move forward with other candidates this time. I appreciate your time and wish you the best. You're welcome to apply again at [Careers Link].
Placeholders to replace: [First Name], [Job Title], [Call Day], [Specific Skill or Requirement], [Specific Detail From the Call], [Specific Strength], [Related Role], [Reason], [Location], [Team], [Date], [Careers Link], [Your Name], [Title], [Company]
Why the post-screen rejection deserves its own email
A candidate who applied and heard nothing is mildly annoyed. A candidate who spent 20 minutes on the phone with a recruiter and then heard nothing feels ghosted, and they tell people. After a conversation, a generic "we've reviewed your application" message reads as if nobody remembers them. This email should sound like the same person they spoke to: same sender, a reference to the call, plain language.
It also sits between two other messages in your sequence. The phone screen invitation email set expectations about the next step, and the standard candidate rejection email handles people who never got a call. This one is warmer than the first and shorter than a post-interview rejection.
Timing
Two to three business days is the target. Most screen decisions are made during or right after the call, so the delay is usually admin, not deliberation. A practical habit: block 15 minutes at the end of each screening day to send every decision from that day. If the hiring manager wants to compare several candidates before deciding, tell the candidate on the call when they'll hear back, then meet that date even if the answer is "still deciding".
Giving a reason
After a phone screen, a short, job-related reason is usually safe and helpful: the role needs a specific license, schedule or level of experience the candidate doesn't have. Keep it factual and tied to the job posting. Don't give reasons that touch on protected characteristics or proxies for them ("overqualified", "not a culture fit", comments about accent, age, availability tied to religious observance or family). If you can't state a reason cleanly, don't state one; a clear no is better than a vague one.
Under EEOC rules, employers must keep application records, including notes on why someone was rejected, for at least one year; federal contractors may have longer obligations. Record the reason in your system even if it's not in the email.
Personalization at volume
A contact center recruiter running 25 screens a day can't write each rejection from scratch, and doesn't need to. Use templates with one personal line: something specific from the call. Set up a few reason variants (schedule mismatch, missing requirement, position filled) in your email templates so recruiters pick one rather than improvising. For hourly roles where you hire continuously, always say when the candidate can reapply; many good hires come back three months later with better availability.
Mistakes to avoid
- Sending from a no-reply address after a personal call. Use the recruiter's name.
- Saying "we'll keep your resume on file" when nobody will look at it. Only say it if you mean it, and say how you'll use it.
- Giving a different reason from the one you recorded. If it's ever challenged, inconsistency looks worse than the reason itself.
- Calling to reject after a short screen unless the candidate asked. Most people prefer an email they can read in private.
- Waiting weeks because the req is in limbo.
Frequently asked questions
How do you write a rejection email after a phone interview?
Thank the candidate for the call, refer to something specific you discussed, give a clear decision, add a short job-related reason if you can, and say whether they can apply again. Send it within two or three business days.
Should I give a reason when rejecting after a screening call?
A short, factual, job-related reason is usually fine and appreciated. Avoid anything subjective or linked to protected characteristics, and make sure it matches what you record internally.
Is it better to call or email a candidate rejected after a phone screen?
Email is standard and usually preferred at this stage. Save phone calls for candidates who reached final interviews or internal applicants.
How long should a candidate wait to hear back after a phone screen?
Most candidates should hear within a week. Two to three business days is a good internal standard for sending the rejection after a phone interview.
Can I reuse the rejection after screening call template for all candidates?
Yes, as long as you add one personal line from the call. Keep separate versions for different reasons, such as schedule mismatch or a missing requirement.