Should you provide feedback in a rejection letter?

While not a must, providing brief feedback in a rejection letter can be appreciated by candidates. Constructive feedback is particularly valuable for those who have reached later stages of the recruitment process. Make sure the feedback is professional and focussed on the improvements.

Is it better to send a rejection letter or make a phone call?

For rejections, emails are appropriate. They provide a written record of the outcome. However, for senior roles or with internal candidates, a phone call followed by an email can offer a more personalised touch and ensure a positive relationship moving forward.

How can you maintain a good relationship with rejected candidates?

Maintaining a positive relationship with rejected candidates can contribute to a positive employer brand. Be kind, respectful and encouraging throughout the process. Let strong candidates know they are welcome to apply for other roles. This builds goodwill and strengthens your future talent pipeline.

How to send a rejection email after an interview

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Sending a rejection letter after an interview might not be the most enjoyable part of the hiring process, but it is an essential step that recruitment managers need to take. A well-crafted rejection email shows professionalism and protects the company’s reputation. Look at making rejection letters part of your company’s recruitment strategy. They may help leave a positive impression and encourage any unsuccessful candidates to apply again in the future.

This guide explains how to write a thoughtful, respectful yet to-the-point rejection email after an interview.

Key takeaways:

A well-written rejection email demonstrates professionalism and leaves a positive impression of your organisation
Timely and personalised messages help candidates feel respected and encourage future applications, which has a positive impact on the talent pipeline
Tailoring your tone and level of feedback to the candidate’s stage in the recruitment process to improve their overall experience

What is a rejection letter after an interview?

A rejection letter or a rejection email is a formal message sent by the recruitment manager or the recruiter to unsuccessful candidates. It informs candidates that they haven’t been selected to move forward in the recruitment process. Although rejection emails deliver bad news, they are a good way to reinforce the company’s professionalism and help build a strong employer brand.

Here is why rejection emails matter:

They acknowledge the time and effort the candidate invested
They bring closure, allowing candidates to continue their job search
They reinforce a transparent, respectful recruitment process
They help maintain a relationship with promising candidates who weren’t the right fit this time, and build a recruitment pipeline

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Types of candidate rejection letters for a job

There are different types of rejection letter, and the one you select should reflect how far the candidate progressed in the recruitment process. Wherever possible, tailor the content to the candidate to deliver a personalised approach.

Short rejection letter

For candidates who didn’t progress beyond a phone interview, you can use a brief letter of rejection. Be to the point, professional and thank the candidate for their time and interest in the open position. Clearly state the outcome and keep your tone professional and supportive.

Personalised rejection letter

For candidates who progressed further in the process and reached the formal interview stage, take the time to personalise the response. Acknowledge their efforts and strength and provide rationale for your decision.

For example:

‘We’ve chosen to move forward with a candidate who has more direct experience in leading cross-functional teams.’

Add some content to encourage the candidate in their search or suggest future opportunities in the organisation. Doing so helps leave a positive impression.

Internal candidate rejection

Internal candidates should be dealt with tact. Being sensitive is key as these candidates have shown commitment to the organisation. Make sure you acknowledge their contributions and explain the decision clearly. You can also offer development feedback, as this helps maintain morale and reinforces growth opportunities.

How to write a job rejection letter

When it comes to writing a rejection email, there are some dos and don’ts. Here are some essential steps you can take to deliver a professional and empathic rejection.

Personalise your letter

Avoid generic language to ensure the message feels sincere. A personalised rejection email shows the candidate that their application was genuinely considered. Make sure you highlight the role they applied for and address the candidate by name. Include a personal note if you can.

Keep it clear, to the point and concise

Get to the point promptly in the email. Let the candidate know they have not been selected for the role early on and keep a professional tone throughout. Avoid lengthy introductions and make sure you clearly state the outcome in a kind and professional manner.

Use the ‘feedback sandwich’ approach

The principle of the feedback sandwich model is that it delivers the rejection between two positive messages. The goal is to ease the disappointment while maintaining a respectful tone. Start by structuring your message with a positive point, such as a compliment or acknowledgement. Then, share the decision clearly and wrap up with a thank-you note and words of encouragement.

Be professional

Rejections can be difficult to deal with. Ensuring a thoughtful and kind tone throughout can make a significant difference for the candidate receiving it. A respectful message helps preserve your employer brand and encourages candidates to stay open to future opportunities.

Send the outcome promptly

Once the decision has been made, make sure you send the outcome without delay. Timely rejections show that you are respectful of the candidate’s time and can help them move forward in their job search. Responding to all applicants can take time but is nonetheless important to help candidates know the outcome for them. It can also positively impact your employer brand.

Example rejection email

A good rejection email informs candidates that they will not be moving on to the next phase of the recruitment process without leaving a negative impression of your company. By keeping the letter personal, concise and empathic and sending it as quickly as possible, you can make the experience with your company a positive one.

Also check your internal company policies to ensure you remain compliant throughout the process.

Here’s a sample rejection email to help you write your own. Use it as a template that you can personalise.

[Your company name]
[Date]

Dear [Candidate’s name],

Thank you for your interest in the [job title] position at our company and for taking the time to meet with our team last week. It was a pleasure to meet you and to learn more about your skills and experiences.

While we were impressed with your profile, we’ve chosen to proceed with a candidate who has more experience managing large-scale marketing campaigns. That said, we believe you would be a strong cultural fit and encourage you to consider future roles with us.

Thank you again for your time and effort throughout this process. We wish you every success in your career.

Kind regards,
[Your name]

[Your job title]
[Your email address]

If you need to prepare an offer instead, refer to our job offer letter samples.