Template · Interviewing and selection
Candidate rejection letter template
In short
A candidate rejection letter tells an applicant clearly and respectfully that they will not move forward for a specific role. This rejection letter template includes four ready-to-send versions, for after the application, after an interview, after a final round and when the role is canceled, plus guidance on timing, wording and what to leave out.
Candidate Rejection Letters template
Candidate Rejection Letters
Choose the version that matches how far the candidate got. Replace every [Placeholder]. Send by email from a monitored address, or on letterhead if your organization mails letters. Do not add reasons unless they are short, accurate and job-related.
Version A: After application review (no interview)
Subject: Your application for [Job Title] at [Company]
Dear [Candidate Name],
Thank you for applying for the [Job Title] position at [Company]. We have reviewed your application and decided not to move forward with it for this role.
We received a large number of applications and are progressing with candidates whose experience most closely matches the requirements for this position.
[Optional: We'd welcome an application from you for future openings. You can see current roles at [Careers Page URL].]
Thank you for your interest in [Company], and we wish you the best in your search.
Sincerely, [Your Name] [Your Title] [Company]
Version B: After a first interview or phone screen
Subject: Update on your [Job Title] application
Dear [Candidate Name],
Thank you for taking the time to speak with [Interviewer Name / our team] on [Interview Date] about the [Job Title] role. We appreciated learning about your experience at [Previous Employer or relevant detail].
After careful review, we have decided to move forward with other candidates whose background more closely fits what this role needs right now.
We will keep your details on file for [period, e.g. 12 months], and if a role opens that fits your experience, [we may reach out / you're welcome to apply].
Thank you again for your time and interest in [Company].
Best regards, [Your Name] [Your Title] [Company] [Phone or Email]
Version C: After a final-round interview
Subject: Your [Job Title] interviews with [Company]
Dear [Candidate Name],
Thank you for the time and effort you put into our interview process for the [Job Title] position, including [the panel interview / work sample / site visit] on [Date].
This was a difficult decision. We have offered the role to another candidate whose experience in [one job-related area, e.g. multi-site scheduling] was a closer match for what the team needs right now.
The team was impressed by [one specific, genuine strength, e.g. your approach to the staffing exercise], and we would like to stay in touch. If it's all right with you, [Recruiter Name] will reach out when a similar role opens. [Optional: If you'd like brief feedback, reply to this email and I'll set up a short call.]
Thank you again, and we wish you every success.
Warm regards, [Your Name] [Your Title] [Company] [Phone]
Version D: Position canceled or put on hold
Subject: Update on the [Job Title] position
Dear [Candidate Name],
Thank you for your interest in the [Job Title] role and for the time you have spent with us so far.
I'm writing to let you know that [Company] has decided [not to fill this position at this time / to put this position on hold] because of [a change in business needs / a reorganization of the team]. This decision is not a reflection of your qualifications.
If the role reopens, we will contact you before posting it publicly. [Optional: You may also be a fit for [Other Job Title], and I'd be glad to talk about it.]
Thank you for your patience and understanding.
Sincerely, [Your Name] [Your Title] [Company]
How to use this template
- Pick the version that matches the last stage the candidate reached: application, first interview, final round or canceled role.
- Replace every placeholder, including the exact job title and the date of the interview if there was one.
- In Version C, name one specific and true strength from the interview; if you cannot, remove that sentence rather than inventing praise.
- Keep any reason short and job-related, and check that it matches what is recorded on the candidate's evaluation.
- Send within 2 business days of the decision for interviewed candidates, and within about 2 weeks of applying for unreviewed applicants.
- Send from an address someone monitors, and update the candidate's status in your tracking system so they do not receive conflicting messages.
- Keep a copy of the letter with the candidate record.
When to send a rejection letter
Every applicant should hear back, and the further they got, the faster and more personal the message should be. Silence after an interview is one of the most common candidate complaints, and in a local labor market it travels: the person you ghosted for a supervisor role may be your next customer, or the cousin of three people in your next hiring class.
A practical standard most teams can keep:
- Applied, not reviewed or not selected: an automated but honest message within about 2 weeks. Version A.
- Phone screen or first interview: a personal email within 2 business days of the decision. Version B.
- Final round: a phone call from the recruiter or hiring manager, followed by Version C in writing the same day.
- Role canceled: Version D, sent to everyone still active in the process at once.
Wait until your preferred candidate has accepted the offer before declining close runners-up, but do not leave them hanging for weeks. If acceptance is taking longer than a few days, send a short status update instead.
What to say and what to leave out
A good rejection letter does four things: names the role, gives a clear decision in the first two lines, thanks the candidate for something specific, and says what happens next (talent pool, future roles, or nothing). It should read in under a minute.
Leave out anything you would not want read aloud in a deposition. Do not mention age ("we're looking for someone with more energy"), family, health, accent, "culture fit" without a job-related meaning, or any protected characteristic under Title VII, the ADA or the ADEA. Avoid detailed comparisons with the hired candidate. "Closer match in multi-site scheduling experience" is fine if it is true and documented; "we found someone better" is unkind and invites questions.
Do not promise what you will not do. If nobody actually searches the talent pool, do not write "we'll keep your resume on file." Say "you're welcome to apply for future roles" instead.
Should you give feedback
For applicants who were not interviewed, no; the template message is enough. For final-round candidates, offering brief verbal feedback on request builds a lot of goodwill, and many will reapply. Keep it to one or two job-related points that match the evaluation record, deliver it by phone rather than in writing, and do not argue the decision.
If a candidate pushes back or asks why they were rejected in a way that suggests a complaint, stop and involve HR or legal before replying further.
Legal and record-keeping notes
US federal law does not require employers to send rejection letters, but what you send becomes part of the hiring record. Under EEOC rules, private employers keep hiring records, including correspondence with applicants, for at least one year from the decision.
If the rejection is based in whole or in part on a background check or consumer report, a standard rejection letter is not enough. The Fair Credit Reporting Act requires a pre-adverse action notice with a copy of the report and a summary of rights, a reasonable waiting period, and then a final adverse action notice. Many state and city fair chance laws add their own steps. If you are pulling back an offer that was already made, use an offer withdrawal letter instead, and get advice first. Rules vary by state and country.
Rejecting candidates at volume
A contact center screening 1,500 applicants a month for 40 seats will reject more than 95% of them. That only works with automation: status-triggered messages from your ATS using saved email templates, sent as soon as a candidate is dispositioned. Write those messages with the same care you would put into a personal one, and match the tone of your interview invitation email so the experience feels consistent from start to finish.
Two checks prevent the worst mistakes: make sure the template merges the right job title (a candidate rejected for the wrong role notices), and hold automated rejections for anyone currently in an active interview stage for a different requisition.
Frequently asked questions
How do you write a rejection email after an interview?
Thank the candidate for their time on the specific date, state clearly that you are moving forward with other candidates, mention one genuine strength if the interview went far enough, and say whether you will consider them for future roles. Keep it short and send it within a couple of business days.
Do you have to give a reason in an applicant rejection letter?
No. US federal law does not require a reason. If you give one, keep it brief, accurate and job-related. Rejections based on background checks or other consumer reports require specific FCRA notices instead of a standard letter.
How soon should you send a candidate rejection email?
Within about 2 business days of the decision for anyone who interviewed, and within about 2 weeks for applicants who were not selected for an interview. Final-round candidates should get a phone call first.
What should a not selected for position letter say?
It should name the role, state the decision plainly, thank the applicant and say what happens next, such as whether they can apply for future roles. It should avoid personal comments, comparisons with other candidates and promises you will not keep.
Should rejection letters be sent by email or mail?
Email is standard and fine for almost all roles. Some public employers and unionized workplaces still send letters by mail, and some teams call final-round candidates before sending the email.