Candidate Rejection Email Template

Let candidates know where they stand. Pick when you are writing, fill in the names and copy a short, respectful email.

Style

Empty fields show as [placeholders] you can fill in later. What you type stays in your browser.

Your email

Subject: Your interview for [Job title] at [Company name]

Dear [Candidate's name], Thank you for taking the time to interview for the [Job title] position at [Company name]. We enjoyed meeting you and appreciate the effort you put into the process. After careful consideration, we have decided to move forward with another candidate whose experience more closely matches what we need in this role right now. [Feedback] [Closing line] We wish you every success in your job search, and thank you again for your interest in [Company name]. Best regards, [Your name] [Your job title] [Company name]
Open in email

Candidate rejection email samples

Words in [brackets] are what you replace. The generator above fills them in for you.

After an interview

Subject: Your interview for [Job title] at [Company name]

Dear [Candidate's name], Thank you for taking the time to interview for the [Job title] position at [Company name]. We enjoyed meeting you and appreciate the effort you put into the process. After careful consideration, we have decided to move forward with another candidate whose experience more closely matches what we need in this role right now. [Feedback] [Closing line] We wish you every success in your job search, and thank you again for your interest in [Company name]. Best regards, [Your name] [Your job title] [Company name]

After an application

Subject: Your application for [Job title] at [Company name]

Dear [Candidate's name], Thank you for applying for the [Job title] position at [Company name]. We received a strong response to this posting. After reviewing all the applications, we have decided not to move forward with yours for this role. The decision reflects how closely other applications matched the requirements of this particular position. [Closing line] We appreciate your interest in [Company name] and wish you well in your search. Best regards, [Your name] [Your job title] [Company name]

Tips

  • Send it within a week of your decision. People in the trades talk to each other, and a clear answer protects your name as an employer.
  • If you give a reason, keep it job-related and give the same kind of reason to everyone.
  • Never mention age, health, pregnancy or family plans, religion, national origin, accent, immigration status or anything else the law protects.

Frequently Asked Questions

Do I have to tell candidates they were not hired?
No law requires it in most cases, but a short note is quick with a template and keeps candidates willing to apply again or refer friends.
Should I give a reason for the rejection?
It is optional. If you do, use one specific, job-related sentence, such as the experience or license the role needed. Avoid anything that could be read as being about a protected characteristic.
What should a rejection email avoid?
Comments about personal characteristics, promises you will not keep ("we will definitely call you"), and long explanations. Short and respectful works best.
How long should I keep applications?
Federal rules generally require employers to keep hiring records, including applications, for at least one year, and federal contractors and some states require longer. Check the rules that apply to you.

Other letters and emails

Job offer letter Interview invitation email Reference check request email

More free tools

Employee cost calculator What an employee really costs: wages plus employer payroll taxes, workers' comp and benefits, per year and per hour worked. Job description templates Ready-to-post job descriptions for electricians, drivers, warehouse and other hourly roles. Fill in and copy. Pay transparency laws by state Which states make you put a pay range in a job posting, since when, and a checker for your posting. Job offer letter An offer letter for an hourly or salaried hire: start date, pay, schedule, benefits, contingencies and an at-will clause. Interview invitation email Invite a candidate to an in-person, phone or video interview with the time, place, who they will meet and what to bring. Reference check request email Ask a former employer for a reference, or ask the candidate for references, with the questions to ask.

All free tools →

Looking for a job?

All jobs Internships in the United States (29) Part-Time Jobs in the United States (48) Entry-Level Jobs in the United States (113)