Candidate rejection email template
Every candidate deserves to hear back. A short, respectful rejection protects your employer brand and keeps good candidates open to future roles.
Template
Subject: Your application for [Job title] at [Company name] Hi [Candidate name], Thank you for your interest in the [Job title] role and for the time you spent [applying / interviewing] with us. After careful consideration, we’ve decided to move forward with other candidates whose experience more closely matches what we need for this role right now. This was not an easy decision. [Optional: one specific, genuine strength you noticed.] We’d like to keep your details on file and may reach out about future roles that fit your background. We wish you every success in your search. Kind regards, [Your name] [Title], [Company name]
How to use this template
- Send rejections promptly — ideally within a week of the decision.
- For candidates who interviewed, a personal note or call is worth the effort.
- Only mention future roles if you mean it, and add them to your talent pool.
- Keep the reason brief and kind; avoid detailed comparisons with other candidates.