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Candidate Rejection Email Template

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Use this candidate rejection email to let job applicants know that you will not be considering them for the open position. This email can be used at any stage in the hiring process and should be personalized with feedback or relevant information about the applicant.

Sending a rejection email is considered to be polite. Ignoring candidates or failing to inform them that you will not be moving forward with them can give a poor impression of your company and brand. In your candidate rejection email, you should aim to include:

  • A straightforward line telling the candidate they will not be considered for the position
  • Personalized feedback about the candidate’s resume or interview
  • Well wishes in the candidate’s job search

Personalizing the rejection email is important because otherwise candidates may feel like an automatic email is sent to all rejected applicants. Use this email as a way to make a positive final impression. Give helpful feedback on what you liked about their application, whether it was something the candidate said in the interview or an especially impressive piece of information on their resume. If you’d like the candidate to stay in touch, invite them to connect with you on LinkedIn. If they applied late in your application cycle, let them know and reach out when there is another application cycle. In the scenario that the candidate was not suitable at all, don’t lead them on by promising future opportunities. Instead, wish them well on their search for employment and thank them for their time. 

Candidate Rejection Email Template

Subject line: Your application at [Company Name]

Hi [Candidate Name]/Dear [Candidate Name],

Thank you for very much for applying for the [Job Title] position at [Company Name].

I’d like to let you know that we have decided to move forward with a different candidate for this position.

[Consider including feedback from the interview process, eg. We enjoyed getting to meet you and learn more about your accomplishments]. [If applicable, let the candidate know that you will keep them in mind for other positions, eg. Based on your skills, we think you could be a good fit for other openings in the future, and will reach out to you again if a position opens up.]

I wish you all the best in your job search and thank you again for your application.


[Your name]

[Email signature]

We hope you find this candidate rejection email template useful. We have a complete library of other recruitment templates. These are a great help during every stage of the recruitment process. Let us know if there are any other resources that would be a great for your business.

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