Candidate Rejection Email Template

2 minutes

November 14, 2024

Written by Hirex

Delivering news of non-selection is as important as finding the right candidate in the recruitment process. A well-written candidate rejection email template maintains professional consideration and also preserves your company's reputation and candidate experience.

What Is a Candidate Rejection Email?

A candidate rejection email is a message sent to job applicants to let them know they haven’t been selected for the role they applied for. It’s a key part of the hiring process. It offers candidates closure and helps maintain a positive relationship with them, which can be valuable for the future.

These emails serve multiple purposes:

✅ Showing respect for the candidate's time and effort,

✅ Providing clear communication about their status

✅ Helping maintain a professional image for your organization

When crafted thoughtfully, a rejection email can turn a potentially negative experience into a positive interaction.

What a Rejection Email Is Not

Understanding what a rejection email should not be is equally important as knowing what it should be:

A platform for harsh criticism or detailed feedback on a candidate's shortcomings
An opportunity to compare the candidate unfavorably with other applicants
A casual or informal message that downplays the importance of the communication
A means to burn bridges with potential future candidates who might be perfect for other roles
A generic template that feels robotic and impersonal
A lengthy explanation of the company's decision-making process

Types of Candidate Rejection Emails

Different stages in the hiring process require different approaches to rejection emails. Understanding these distinctions helps recruiters craft more appropriate and effective communications:

Application stage rejection

For candidates who don't meet initial requirements
Usually automated but should maintain a personal tone
Focuses on thanking the candidate for their interest
Typically shorter and less detailed than later-stage rejections
May include encouragement to apply for other suitable positions

Post-interview rejection

More detailed and personalized based on the interaction
May include specific feedback if appropriate
Acknowledges the time invested in the interview process
Often maintains a warmer tone due to the personal interaction
Can reference specific points discussed during the interview

Final stage rejection

Highly personalized and detailed
Often includes an invitation to apply for future roles
May offer to keep the candidate's resume on file
Could include brief, constructive feedback
Typically signed by a hiring manager or senior team member

Not Selected for an Interview

Internal referrals are an important recruitment tool. They happen when one of your current employees recommends someone for an open position. These referrals are usually high-quality because your staff understands the company culture and job requirements firsthand. That insider perspective often leads to better-fit candidates.

Subject: Update on Your Application for [Position] at |X|

Dear [Candidate Name],

Thank you for taking the time to apply for the [Position] role at |X|. We value your interest in joining our team and the effort you put into your application.

After careful consideration of your application, we have decided to move forward with other candidates whose qualifications more closely match our current needs for this specific role.

Please know that competition for roles at |X| is always strong, and we encourage you to apply for future positions that meet your skills and experience. We maintain active job postings on our careers page and welcome your applications for other roles where your background might be a better fit.

We wish you the best in your job search and future efforts. Thank you again for considering |X| as a potential employer.

Best regards, [Your Name] |X| Recruitment Team

Longlisted but Not Shortlisted

Subject: Your Application Status - [Position] at |X|

Dear [Candidate Name],

Thank you for your patience during our hiring process for the [Position] role at |X|. We were impressed by your background and experience, particularly your [specific skill or achievement].

After thorough consideration, we have decided to proceed with candidates whose qualifications more closely match our specific requirements for this role. While your profile was strong, we had a very competitive applicant pool for this position.

We would be very interested in keeping your application for future opportunities that might be a better fit. Please keep an eye on our careers page for new openings, as we're continuously growing and adding new positions.

We appreciate the time you invested in applying to |X| and hope you'll consider us for future opportunities that meet your career goals.

Thank you again for your interest in |X|. We wish you success in your job search.

Best regards, [Your Name] |X| Recruitment Team

Common Mistakes to Avoid in Rejection Emails

Using an impersonal or generic template
Makes candidates feel undervalued
Misses opportunity to build relationships

Creating effective candidate rejection emails is an important skill for HR professionals and recruiters. You can make sure that your rejection emails are professional, respectful, and maintain positive relationships with candidates by following the guidelines and templates provided in this guide.

Application stage rejection Post-interview rejection Final stage rejection