Writing a candidate rejection email is never going to rate as one of the most fun tasks in your schedule. But if you’re working in HR or recruitment, it’s an inevitable part of your job. (Luckily, you also get the happier mission of writing offer emails, too!) Rejections are tough—but that's why we have put together a few rejection email templates to help you get started.
The plain fact is, it’s essential to let unsuccessful candidates know that they won’t be continuing with the application process. The time and effort they’ve put into applying deserves to be acknowledged. And once they’ve received your email they can dust themselves off and carry on with their job search.
Plus, a well-crafted rejection email has hidden advantages for your business. It can:
- Build your brand as an organization that cares about people and gives candidates a positive experience
- Grow your talent pool, as you can encourage strong candidates to reapply for other roles in the future
Over 80% of candidates say they would be more likely to apply to a company again if they received a personalized rejection email. And around 40% of candidates say they would be less likely to apply to a company again if they had a negative experience during the hiring process.
And more good news? You don’t have to start a rejection email to a candidate from scratch every time. Using a template (and an app like Magical) means you won’t have to agonize over your word choice again and again. Here, we’ve got tips for developing your own templates, as well as example templates for you to adapt.
How to reject a candidate via email: key tips
What do you say in a job rejection email, then? And how do you give polite rejection?
It’s likely that you’ll want to develop specific rejection email templates for candidates who reach different stages of the hiring process (see our examples below). But there are certain key elements that all your templates should include.
So, let’s look at how to write a job rejection email that’s honest, encouraging, and, above all, human.
1. Say “thank you”
Start by thanking the candidate for submitting their application or coming for interview. Make it clear that you value the time and effort they’ve put in while going through the recruitment process.
If this is an email template for a later stage candidate, you might like to include a line about how you enjoyed meeting them or hearing their ideas about the company.
2. Be upfront about the bad news
Get to the rejection part quickly so you’re not keeping the candidate in suspense. After all, this is the main reason for your email.
Be clear that you aren’t taking the candidate’s application any further—there shouldn’t be any ambiguity that could give them false hope.
While you might want to acknowledge the disappointment your email will cause, you don’t need to apologize. This is the right decision for your business.
3. Give a reason
It’s important to give a reason for the rejection, to help give the candidate closure. Of course, this is a section of your template that will need some personalization, but there are some generic sentences you could include:
- We received a large number of applications for this role.
- While we were impressed by your [presentation/coding skills/card tricks], we didn’t feel you had quite enough experience for the position.
- You are clearly a very experienced [HR officer/sales rep/magician], but you don’t have the exact skillset we were looking for.
You can also offer to provide more feedback if the candidate requests it. But only do this if you have the time and resources to follow through on your offer.
4. End on a positive note
This could be as simple as wishing the candidate “good luck” as they continue their job search. Or you could include a few lines encouraging the candidate to reapply—either in the future when they have more experience or for a different position that might suit their skills better.
Of course, there will also be some candidates who just aren’t a good fit for your organization. In that case, you won’t want to raise their hopes by mentioning reapplying. Just wish them well and make a clean break.
Then your last task is to…
5. Add a personal touch
Once you’ve got your template, you’ll need to personalize it for each candidate.
For an email that’s going out to a large number of applicants at the pre-interview stage, you may not need to worry about tailoring it too much. But as a bare minimum, make sure you address the applicant by name and mention the position they were applying for. It’s just a quick adjustment, but it can help the applicant feel that you’re treating them as an individual.
For candidates who make it further through the recruitment process, it’s important to tailor the email more closely to them as a person. You might want to include details such as:
- Something they said during an interview that you found interesting
- More specific feedback about why you didn’t choose them for the role
- Suggestions of other roles within your company that they could apply for
- Contact details of colleagues they could get in touch with about other roles
Ultimately, an email template is a really useful starting point, but the way you tailor it will have a big impact on the candidate, too. Show them that they are valued as an individual and they’ll walk away with a more positive impression of your organization. Remember, it's never personal and each "No" is just an opportunity for another "Yes". Keep it cool and most importantly, keep it human. Like this example from TikTok:
10 best candidate rejection email templates
To make using your templates even easier, you could try a text expander app like Magical. Simply create a keyboard shortcut for each template (e.g. //reject1, //reject2) and then you can add bring it up in your email in an instant and Magical will automatically personalize it for the recipient. After that, you can either make your own changes or use further shortcuts to enhance the text with particular words or phrases.
Template 1: The Quick No-Thank You
Hey [Candidate's Name],
Thanks for chatting with us. Unfortunately, we're not gonna move forward with your application at this point. This isn't a reflection on you—seriously, it's us, not you. Keep being awesome.
Best,
[Your Name]
Template 2: The Compliment Sandwich
Hi [Candidate's Name],
Wanted to get back to you about our recent recruitment exercise. You're a great candidate, really. But we had to go with a different direction this time. We're absolutely sure you'll find the right fit soon. Looking forward to seeing where you land next!
Cheers,
[Your Name]
Template 3: The So-Many-Fishes-in-the-Sea
Hello [Candidate's Name],
Thank you for your interest in joining our team. We’ve had an overwhelming number of talented folks apply, so this was a really tough call. We encourage you to apply for other roles that fit your skills.
Warm Regards,
[Your Name]
Template 4: The Encouraging Partner
Hey [Candidate's Name],
You showed some great initiative applying for this role. Hats off for that! However, the team has decided to go with another candidate for the position. Keep an eye out for other opportunities like this in the future, though—you have a lot of talent, and I know you'll be doing something amazing soon.
Cheers,
[Your Name]
Template 5: The Apologetic Friend
Hello [Candidate's Name],
Just a quick note to let you know we're going with someone else this round. Really sorry about that. Let me know if you have any questions or if there's anything I can do.
Best,
[Your Name]
Template 6: The Straight Shooter
Hi [Candidate's Name],
We saw a lot of promising candidates, and unfortunately, this time you didn’t make the cut. No sugar-coating here. We believe in telling it as it is. Keep progressing.
Kind Regards,
[Your Name]
Template 7: The Motivational Mentor
Hey [Candidate's Name],
This time, it was a no-go with your application. But remember, every 'no' is just a step closer to that 'yes' you deserve. Keep moving forward!
All the best,
[Your Name]
Template 8: The Empathetic Ally
Hi [Candidate's Name],
Rejection totally sucks, we get it. Unfortunately, we are not proceeding with your application for this role. It’s a bummer, but don't let this dishearten you. You've got this!
Be Well,
[Your Name]
Template 9: The "We'll Keep You in Mind"
Hello [Candidate's Name],
Unfortunately, we won't be moving ahead with your candidacy this time. But you're on our radar, and we'll reach out if a role that fits your skills pops up. So keep rustling those feathers.
Cheers,
[Your Name]
Template 10: The Charismatic Notifier
Hey [Candidate's Name],
Regretfully, we're passing on your application. That said, you really impressed the team and everyone mentioned that they really enjoyed getting the chance to meet with you. Please let me know if you're interested in any other roles that pop up in the future and keep us in mind as you advance in your career.
Best,
[Your Name]
3 bonus candidate rejection email templates
Here are three bonus rejection email templates that you can adapt to suit the needs of your business. We’ve focused them on candidates at different stages in the application process.
Bonus Template 1: Declining an application (pre-interview)
Bonus Template 2: Rejecting a candidate after the team interview
Bonus Template 3: Rejecting a candidate after the final interview
FAQ's About Candidate Rejection Emails
1. How soon should a rejection email be sent after an interview?
- It's best to send a rejection email as soon as a decision is made. Delaying can increase anxiety for the candidate and may impact your company's reputation.
2. What tone should be used in a rejection email?
- The tone should be professional, polite, and empathetic. Acknowledge the effort the candidate put into the application and interview process.
3. Should the email provide specific reasons for the rejection?
- It's not usually necessary or advisable to provide detailed reasons for the rejection. However, offering general feedback, if constructive and requested, can be helpful to the candidate.
4. Is it appropriate to provide feedback in a rejection email?
- If a candidate has requested feedback or if you feel it could be particularly beneficial, it can be appropriate. However, ensure the feedback is constructive and focuses on professional qualifications or experience related to the job.
5. Can a rejection email encourage a candidate to apply for future positions?
- Yes, if you think the candidate could be a good fit for future opportunities, you can encourage them to apply again or join a talent pool.
6. How can the email be personalized for each candidate?
- Personalization can be as simple as using the candidate’s name and referencing a specific aspect of their application or interview that was particularly strong.
7. Should the email include an invitation to apply for other roles in the company?
- Only if there are other suitable roles and you genuinely believe the candidate could be a fit for them.
8. How can a rejection email maintain a positive relationship with the candidate?
- Express gratitude for their time and interest in your company, and wish them well in their job search. Keeping the message positive can help maintain a good relationship.
9. Is it necessary to include contact information in the rejection email?
- It's not necessary, but providing a point of contact for any further questions or feedback can be a courteous gesture.
10. How can an employer handle a response to a rejection email if the candidate asks for more details?
- If a candidate responds seeking more information, reply with a polite and professional message. You can reiterate the general reasons for the decision or offer constructive feedback, but always avoid any comments that could be construed as discriminatory or personal.
We hope these tips and templates take the stress out of writing rejection emails. If you’re in recruitment or HR, Magical will help you automate a lot of the more mundane manual tasks that waste your time. From outreach to data entry, Magical works like a charm anywhere on the web to make your tasks disappear. Try it for free today.
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