The value of sending a candidate rejection email

Rejection emails offer closure for unsuccessful candidates. They are an integral part of the recruitment process and help build the candidate pipeline. Rejection emails show that you are respectful of the applicant’s time and efforts. They enhance the employer brand and improve future recruitment outcomes. They also demonstrate your commitment to fair, transparent communication at every stage of your recruitment process.

Types of candidate rejection emails

There are several types of rejection emails. Selecting which is appropriate will depend on how far in the recruitment process the candidate got. Here are the three main types of rejection emails:

Early-stage rejection email or short rejection email

Early-stage rejection emails are best suited for candidates who did not pass the initial application review. A short, polite and clear message is sufficient to let them know they have not been selected. Specific feedback isn’t necessary, as they haven’t progressed beyond the first stage. Use this type of message when managing high volumes of applications, and ensure it’s sent promptly and professionally.

Extended rejection email or post-interview rejection email

Extended rejection emails are appropriate for candidates who have completed one or more interviews but were not selected for the role. A clear message confirms the outcome of their interview. Where possible, include brief personalised feedback such as a specific strength or skill demonstrated during the interview. Doing so helps build a positive candidate experience.

Final-stage rejection email or personalised rejection email

Personalised rejection emails are ideal for candidates who reached the final stage of interviews. They are also relevant for internal applicants or senior positions.

At this stage of the process, these candidates have invested a significant amount of time and often built strong rapport with your team. A tailored message is called for and includes a brief explanation for your decision and acknowledges something they did well during the process. This approach helps candidates leave with a sense of clarity and appreciation. Even though they have not been selected, they can have a positive view of your organisation.

Tips for writing an effective rejection email

To help you further with crafting your rejection email, here are some best practices that will ensure your message is respectful, professional and useful for the candidate.

Wait until your preferred candidate has accepted the role

Before sending out rejections, make sure your chosen candidate has formally accepted your job offer. If they decline, you may wish to continue the process with other strong applicants.

Be clear about the outcome

Make sure you clearly state the outcome early in the message. Candidates should not be left in doubt about the status of their application.

Keep a professional tone

Keep a professional tone throughout and do not forget to thank the candidate for the time and effort they put into their application. If it is a personalised email, make sure you provide positive feedback to end on a good note.

Encourage future applications

If the candidate was strong and a cultural fit but not right for this specific role, let them know that you would be happy to consider their application for other positions. Encouraging future applications strengthens your candidate pool.

Make it final

A rejection email signals the close of the process with a candidate. Avoid opening the door for prolonged discussion and use the communication as a closure.

Send it out promptly

Make sure you send out the rejection email promptly to not leave candidates in doubt. A prompt return will allow them to move on with their job search and can have a positive impact on your employer brand.

Sample candidate rejection email template

To help you create your own rejection email, here is a template you can adapt. This template is to be used for early or mid-stage applicants:

Subject: Your application at [company name]

Dear [name],

Thank you for taking the time to apply for the [job title] position at [company name]. We enjoyed reviewing your application and learning more about you and your background.

After thoughtful review, we’ve chosen to proceed with other candidates. However, we truly appreciate the effort you put into your application and wish you every success in your job search and future career.

Kind regards,
[Your name]
[Job title]
[Company name]

Candidate rejection email example (personalised)

For candidates who have reached the interview stage, prefer a more personalised approach. Here is an example of a rejection email that can be sent out to those candidates:

Subject: Outcome of your application

Dear Carolyn,

Thank you for applying for the Junior Marketing Executive role at Wavewords and for speaking with our team last week. It was a pleasure to learn about your experience, particularly your work on recent brand campaigns.

After careful consideration, we have decided to proceed with another candidate whose background more closely aligns with our current needs. That said, we were impressed with your creative approach and would encourage you to apply for future roles that match your skills.

Thank you once again for your time and effort, and we wish the best in your professional journey.

Best regards,
Dan Brown

HR Manager

Wavewords

Candidate rejection emails help communicate your decision professionally, demonstrate respect for candidates’ efforts and enhance your company’s reputation. Use this communication to maintain positive relationships with potential future talent and to streamline your recruitment process.

Note: This template can be adapted for an internal candidate. When providing feedback, mentioning opportunities for professional growth can be especially helpful.

Common mistakes to avoid when writing rejection emails

When it comes to rejection emails, your approach reflects your employer brand. Here are some pitfalls to avoid:

Using impersonal language

It is easy for candidates to identify when they receive a copy-paste message. Try to personalise the email where possible. Even just addressing the candidate by their name can make a difference.

Skipping feedback that could support development
For candidates who have made it to final stages, it is important to provide feedback. Add a couple of lines to the rejection email that provide job-related feedback. This simple action can greatly enhance the candidate’s experience.

Overloading the email with detail

Try not to provide too much information. Although you should provide feedback, the overall message should remain concise. Over-explaining might bring confusion and frustrate candidates.

Sounding overly formal or cold

A rejection email is a formal notification. However, find the right balance between being professional and being cold. Aim for a professional yet human tone that shows empathy.

Candidate rejection email templates for PDF & Word

To craft your own rejection email, use these sample rejection letters along with appreciation letter templates. These templates are designed to ensure a positive experience throughout an appreciation process. They also encourage candidates to take the next step in their job search.

*Indeed provides this information as a courtesy to users of this site. Please note that we are not your recruiting or legal advisor, we are not responsible for the content of your job descriptions, and none of the information provided herein guarantees performance. This is a legal disclosure and is not part of the following template.