What is a candidate rejection email and why is it necessary?

A candidate rejection email is a professional message sent to inform candidates that they will not be progressing to the next stage of the recruitment process. This is a courteous communication that acknowledges their effort and ensures they are not left waiting for a response. Rejection emails can be sent immediately after disqualifying a candidate or once the recruitment process is complete.

Here are the key reasons why sending a candidate rejection email is important:

• It recognises the time and effort candidates have invested in applying or interviewing, leaving them with a positive impression of your company.
• It ensures that you don’t leave candidates waiting, allowing them to continue their job search.
• A well-worded rejection email reflects positively on your organisation, demonstrating a respectful and transparent recruitment process.
• For candidates who impressed you but weren’t the right fit for the job, it’s an opportunity to encourage them to apply for other suitable vacancies within your company.

Types of candidate rejection emails

The type of rejection email you send will depend on how far a candidate has progressed in the recruitment process. Here are the three main types of rejection emails:

Short rejection email

A short rejection email is best suited for candidates in the early stages of the recruitment process, such as those who have just submitted their application. This email gets straight to the point and does not include specific details about the decision. You may choose to add a courteous touch by mentioning the high volume of applications or encouraging the candidate to apply for future roles. This approach keeps the communication professional while leaving a positive impression.

2. Extended rejection email

This type of rejection email is appropriate for candidates you’ve interacted with via phone or video interviews. It should thank the candidate for their time and participation in the interview process while clearly informing them that they have not been selected to move forward. The extended rejection email balances professionalism and courtesy, ensuring candidates feel respected despite the outcome.

3. Personalised rejection email

A personalised rejection email is ideal for candidates with whom you’ve established a stronger connection, typically those who attended one or more formal interviews.

In this email, you may want to provide a brief explanation for the decision. For example, if a candidate for a sales role didn’t provide sufficient job-related examples, you might say, “We have decided to proceed with a candidate who demonstrated more extensive field experience.” Including constructive feedback improves the candidate experience and can leave them with a positive impression of your organisation and help them grow professionally.

Tips on how to write a candidate rejection email

When writing a candidate rejection email, it’s important to remain professional and avoid statements that could be interpreted as discriminatory. Focus solely on the candidate’s qualifications and how they align with the job requirements, avoiding any mention of personal characteristics.

Here are some key tips for writing an effective rejection email:

• Wait until your preferred candidate accepts the job offer. Before sending rejection emails, ensure your chosen candidate has formally accepted the job. If your ideal candidate declines the offer, you may still wish to consider other strong applicants who have progressed through the recruitment process.
• Be clear about the outcome. Ensure it is clear that the candidate is no longer being considered for the position. This eliminates ambiguity and enables them to continue their job search or accept other offers without unnecessary delays.
• Acknowledge the candidate’s strengths. Balance the tone of the email by recognising something the candidate did well during the recruitment process. Positive feedback can soften the disappointment and leave the candidate with a good impression of your organisation.
• Encourage future applications. Make it easy for top candidates to apply for future roles by archiving their contact information. If you already have a position in mind that may suit them, mention it in your email with clear instructions on how they can apply. This helps maintain a pool of strong candidates for future recruitment needs.
• Make sure the email is final. Avoid opening the door for extended conversations unless necessary. While some candidates may appreciate the opportunity to reply, the email should generally mark the end of the recruitment process, keeping any further discussion brief and professional.

Related: What is a matching and hiring platform? A guide for employers

Job rejection email template

Here’s a job rejection email template that you can use:

Dear [Name],

Thank you for taking the time to apply for the [Job Title] position at [Company Name]. We enjoyed learning about your skills and experience during the recruitment process.

After careful consideration, we have decided to proceed with other candidates at this time. However, we appreciate the effort you put into your application and wish you every success in your job search and future career endeavours.

Best regards,

[Your name]

Candidate rejection email example

Here’s an example of a job rejection email:

Dear Jennifer,

Thank you for taking the time to apply for the Junior Marketing Executive position at Globalcon. We truly appreciated the opportunity to learn more about your skills and experience during the recruitment process.

After careful consideration, we have decided to proceed with other candidates at this time. We are grateful for the effort you put into your application and wish you every success in your job search and future career endeavours.

Best regards,

Jesse Armitage,

HR Manager

A well-written candidate rejection email is an essential part of the recruitment process. By communicating your decision professionally, you demonstrate respect for candidates’ efforts, enhance your company’s reputation and maintain positive relationships with potential future talent. Use our tips, templates and examples to create rejection emails that reflect your organisation’s professionalism and leave a lasting, positive impression.

FAQs

Should you provide feedback in a rejection email?

While it’s not mandatory, providing constructive feedback can be valuable, especially for candidates who reached the interview stage. Keep feedback brief and professional, focusing on areas of improvement rather than personal criticisms.

Is it better to send an email confirming your decision or make a phone call?

An email or rejection letter is generally more appropriate as it provides a formal record and gives candidates time to process the decision privately. However, for senior-level roles or candidates with a strong personal connection to the recruitment team, a phone call followed by a written confirmation is also well regarded.

How can you maintain a good relationship with rejected candidates?

Maintain a positive tone in the rejection letter, acknowledge their effort, and encourage them to apply for future roles if appropriate. Building a talent pool of strong candidates can benefit your organisation in the long run.

Related:

• What is RPO in recruitment?
• A guide to HR compliance with checklists and examples
• How to build an effective HR strategy

Candidate rejection email templates for PDF & Word

Use these candidate rejection templates to help improve your company’s reputation and encourage candidates to take the next step in their job search.

*Indeed provides these examples as a courtesy to users of this site. Please note that we are not your HR or legal adviser, and none of these documents reflect current labor or employment regulations.