Why send job rejection emails?
A candidate rejection email is an official communication to candidates who have not qualified for the next step in the recruitment process.
Many organizations ignore this part of the recruitment procedure, preferring silence to communicate to candidates that they won’t be moving to the next stage of the recruitment process.
“This is called ‘ghosting’ and can negatively reflect on you as a professional and your company’s reputation.”
—Joe Scotto, HR leader
Remaining silent is typically not effective. It can negatively impact the candidate and your company’s reputation. Here are three reasons to encourage sending a candidate rejection email as a standard practice during recruitment:
1. Provides closure
The recruitment process demands a lot of time, effort, mental exertion and, in some cases, even money from candidates. Each candidate is investing in their future, and timely updates and clear communication help create a respectful, professional and positive candidate experience.
2. Maintains relationships
A candidate who isn’t the right fit for your company’s needs today may be the ideal hire tomorrow. A candidate rejection email helps you end your current relationship on good terms and can encourage the candidate to apply for future openings.
3. May strengthen your employer brand
A well-written candidate rejection email can improve your company’s reputation and the candidate experience. Many candidates who receive a rejection email have a positive impression of the company despite the disappointment of not getting a job.
Tips for writing a good candidate rejection email
The following are some tips to consider when writing candidate rejection emails:
1. Send it promptly
Consider sending rejection emails promptly once a candidate is no longer being considered. It’s good practice to send a rejection email within a week of interacting with a candidate, whether or not they have reached the interview stage.
2. Personalize it
Use a candidate’s official name and title in your email. Mention the role they applied for and thank them for their interest in working for your organization. These personal touches may help reduce any negative feelings candidates may have about your company after a rejection.
3. Be concise
While it’s important to be considerate, candidates shouldn’t have to read through long messages or interpret vague language to understand they are no longer being considered for the role. Communicate the decision clearly and respectfully using direct, concise language.
4. Provide feedback
You may choose to provide candidates with feedback on how they performed throughout the recruitment process.
Applicants can benefit from in-depth feedback on their qualifications, application documents, interview conduct and personal presentation. This information can help them prepare for future recruitment exercises with you or other organizations.
5. Invite future applications
A current rejection isn’t necessarily a permanent rejection. It’s always good practice to inform candidates that they can apply for future opportunities in your company. If you have vacancies that may be a better fit, you can point rejected candidates to them.
Job rejection email template
This is a template candidate rejection email you can use as a guide for candidates who may be a good fit for future opportunities in your company:
Subject: Your Application with [Company Name]
Hello [Candidate Name],
I/We hope you’re well.
Thank you for your application for [list the position] and for taking the time to participate in [relevant test and/or interviews].
After careful consideration, we’ve decided not to move forward with your application at this time. We selected another candidate whose experience and qualifications more closely aligned with the needs of the role.
We appreciate the time and effort you invested in the hiring process and enjoyed learning more about your background. We would welcome the opportunity to consider you for future roles that align with your experience and skills.
We also encourage you to explore other open positions at [Company Name]. You can view current opportunities here: [URL]
Thank you again for your interest in [Company Name]. We wish you the best in your job search and future career.
Kind Regards,
[Your Name,]
[Your Title]
Key elements of a candidate rejection email
A rejection email ideally balances professionalism with empathy. The following sections outline important components to consider when writing one:
1. Appropriate subject line
Candidates should be able to understand the purpose of the rejection email immediately from the subject line. Including the job title can help provide context and set expectations before they open the message.
2. Acknowledgment
A candidate rejection email is always polite. Thank the candidate for their application, time and effort during the recruitment process, even if they only participated in the first stage.
3. Application update
Don’t leave the important news until the end of the email. Be direct when telling the candidate that they won’t be proceeding to the next recruitment stage.
4. Feedback
Inform the candidate how you made the decision. Avoid generic feedback, as it can elicit more questions. For example, highlight what parts of their application and performance impressed you and how they can improve those that didn’t.
If you are unable to provide personalized feedback, omit this section.
5. Next steps
You can advise the candidate on what they can do going forward and how you’ll handle their information.
At the same time, communicate the decision clearly and professionally to avoid creating false expectations. While direct feedback can sometimes be difficult to receive, honest and respectful communication can help create a better candidate experience.
6. Closing
End the email with a salutation, your name and job title, as you would with any other work email.
A candidate rejection email is an important step in the hiring process. By sending a clear, respectful message, you provide closure, maintain relationships and support your company’s reputation. With thoughtful wording and timely delivery, you can show professionalism and empathy while encouraging candidates to consider future opportunities with your organization.
Job Rejection Email Templates for PDF & Word
Download these job rejection email templates to help you write a note that respectfully lets candidates know you aren’t moving forward with their application.
