Crafting rejection emails is an unavoidable part of the recruitment process. While it's never easy to deliver bad news, doing so with professionalism and empathy can significantly impact your candidate experience.
This post provides sample rejection email templates for various scenarios, helping you communicate decisions clearly and respectfully. You can also use these to improve your recruiting automation process.
Table of contents
Crafting a Professional and Empathetic Rejection Letter
Rejection email template for specific requirements
Rejection email template for budgetary or organizational changes
Rejection email template: Not moving forward with an interview
Rejection email template: After an early-stage interview
Candidate email rejection template: After an interview, including specific feedback
Rejection email template: Post interview (without feedback)
Applicant Rejection Emails: Avoiding Common Pitfalls
Download Applicant Rejection Letter Sample Email Templates in multiple formats
Wrapping Up
Crafting a Professional and Empathetic Rejection Letter
Composing a rejection letter is a delicate task that requires a balance of professionalism and empathy. A well-written rejection letter can maintain positive relationships with candidates and protect your employer brand.
Begin with a clear and direct statement of the decision. Thank the candidate for their time and interest in the position, then promptly inform them that they were not selected for the role.
Provide a brief, general reason for the decision without going into specific details. You might mention that other candidates had qualifications that more closely matched the job requirements, or that the competition was particularly strong.
Offer constructive feedback if possible and appropriate. This could include highlighting the candidate's strengths or suggesting areas for improvement, but keep it brief and positive.
End on a positive note by wishing the candidate success in their job search. If appropriate, encourage them to apply for future openings at your company that might be a better fit.
Rejection email template for specific requirements
This template is designed for situations where a candidate doesn't meet specific job requirements. It allows recruiters to provide clear, constructive feedback while maintaining a positive candidate experience.
Subject: Update on Your Application for [Job Title] at [Company Name]
Hi [Candidate's Name],
Thank you for your interest in the [Job Title] position at [Company Name]. We appreciate the time and effort you invested in your application and the opportunity to learn more about your skills and experiences.
After careful consideration, we have decided to move forward with other candidates who more closely meet the specific requirements for this role. This decision was not easy, as we received many applications from qualified individuals like yourself.
We encourage you to apply for future openings that match your skills and interests. Meanwhile, we wish you success in your job search and professional endeavors.
Thank you once again for considering a career with [Company Name].
Best regards,
[Your Name] [Your Position] [Company Name] [Contact Information]
Rejection email template for budgetary or organizational changes
Use this template when rejecting candidates due to internal changes rather than their qualifications. It helps maintain transparency and leaves the door open for future opportunities.
Subject: Update on Your Application for [Job Title] at [Company Name]
Dear [Candidate Name],
Thank you for your interest in the [Job Title] position at [Company Name] and for taking the time to interview with our team. We appreciate you sharing your experience and qualifications with us.
While your profile was impressive, we've made the difficult decision to put this role on hold due to [briefly explain the reason - e.g., a change in our budget, a restructuring of the team, or a shift in organizational priorities]. This decision was not a reflection of your qualifications or the impression you made during the interview process.
We understand this news may be disappointing, and we sincerely apologize for any inconvenience it may cause.
We will keep your resume on file and reach out if a suitable opportunity arises in the future. We encourage you to follow our careers page at [link to careers page] for updates on new openings.
Thank you again for your interest in [Company Name]. We wish you the best of luck in your job search.
Sincerely,
The [Company Name] Team
Rejection email template: Not moving forward with an interview
This template is ideal for declining candidates before the interview stage. It's brief yet respectful, allowing recruiters to manage high volumes of applications efficiently.
Subject: Update on Your Application
Hi [Candidate's Name],
Thank you for applying for the [Job Title] position at [Company Name]. We appreciate the time and effort you put into your application.
After reviewing your application, we have decided not to move forward with your candidacy at this time. We received many applications, and while your skills are impressive, we have chosen to pursue other candidates whose experience more closely aligns with the role.
We encourage you to apply for future openings that match your skills and interests. Thank you once again for your interest in joining our team.
Wishing you all the best in your job search.
Warm regards,
[Your Name]
[Your Position]
[Company Name]
[Contact Information]
Rejection email template: After an early-stage interview
For candidates who've completed initial interviews but won't progress further, this template offers a balanced approach. It acknowledges their time investment while clearly communicating the decision.
Subject: Thank You for Your Interview
Hi [Candidate's Name],
Thank you for taking the time to interview with us for the [Job Title] position. We appreciate the effort you put into the interview process.
After careful consideration, we have decided to move forward with other candidates who more closely match the requirements for this role. This was not an easy decision given the quality of applicants we had.
We want to thank you for your interest in [Company Name] and encourage you to apply for future openings that match your skills and experience. We wish you all the best in your job search and future professional endeavors.
Thank you once again for your time and interest.
Best regards,
[Your Name] [Your Position] [Company Name] [Contact Information]
Candidate email rejection template: After an interview, including specific feedback
This template is for providing detailed feedback after a more extensive interview process. It offers constructive insights to help candidates understand the decision and improve for future opportunities.
Subject: Thank You for Your Interview with [Company Name]
Hi [Candidate's Name],
Thank you for taking the time to interview for the [Job Title] position with us. We appreciate your interest in joining our team and the effort you put into the interview process.
After careful consideration, we have decided to move forward with another candidate. This decision was not easy, as we were impressed with your skills and experience.
We wanted to provide you with some feedback from your interview:
Strengths:
- Your knowledge in [specific skill or area] was impressive.
- You demonstrated strong problem-solving abilities during our discussions.
Areas for Improvement:
- We noticed you could enhance [specific skill or area] to align better with our needs.
- Consider providing more detailed examples of past projects to illustrate your experience.
We encourage you to apply for future openings that match your skills and interests. Thank you again for your time and interest in [Company Name]. We wish you all the best in your job search and future career endeavors.
Warm regards,
[Your Name] [Your Position] [Company Name] [Contact Information]
Rejection email template: Post interview (without feedback)
When detailed feedback isn't possible or appropriate, use this template. It maintains professionalism and leaves a positive impression without going into specifics.
Subject: Thank You for Your Interview
Dear [Applicant's Name],
Thank you for taking the time to interview for the [Job Title] position with us. We appreciate the effort you put into the interview process and your interest in joining our team.
After careful consideration, we have decided to move forward with another candidate. This decision was not easy, given the strong pool of applicants.
We wish you all the best in your job search and future professional endeavors. Thank you once again for your interest in [Company Name].
Best regards,
[Your Name] [Your Position] [Company Name] [Contact Information]
Download Applicant Rejection Letter Sample Email Templates in multiple formats
Applicant Rejection Emails: Avoiding Common Pitfalls
Crafting a rejection email is tricky. It's easy to fall into common traps that can damage your candidate experience and employer brand. Let's look at some frequent missteps recruiters make.
One mistake is being too generic. A vague email lacks personalization and feels impersonal. Candidates appreciate knowing you actually considered their application.
Another pitfall is delaying the rejection. Dragging your feet leaves candidates in limbo, which is frustrating. Timely communication shows respect for their time.
Skipping feedback altogether is also a big no-no. While you don't need to provide detailed critiques, a brief reason for rejection can be helpful. This helps candidates understand where they can improve.
Finally, burning bridges with a dismissive tone is unwise. Keep the door open for future opportunities, especially for promising candidates. You never know when their skills might align with another role, perhaps after upskilling via targeted training.
Wrapping Up
Mastering the art of rejection letters is a key skill for recruiters. By using these templates and following best practices, you can maintain professionalism while showing empathy to candidates.
Remember, a well-crafted rejection letter can leave a positive impression on candidates. This not only preserves your company's reputation but also keeps the door open for future opportunities.
Applicant Rejection Letter Sample Email Template FAQs
Why does every rejection email look the same?
Many companies use standardized templates to ensure consistency and compliance. However, personalizing the message with specific feedback (when possible) can greatly improve the candidate's experience.
Should you use AI to write your rejection emails?
AI can help draft initial versions, but always review and personalize them. AI can lack the empathy and specific details needed for a positive candidate experience.
What's the best way to give feedback in a rejection email?
Be specific, constructive, and focus on skills or experience. Avoid vague statements and always frame feedback positively, highlighting areas for improvement.
How quickly should I send a rejection email?
The sooner, the better. Prompt communication shows respect for the candidate's time and effort. Aim to send it within a week of the final decision.
Is it okay to not provide a reason for rejection?
While not always required, providing a reason (even a general one) is preferable. It helps the candidate understand the decision and can improve your employer branding.
What are the legal considerations for rejection emails?
Avoid any language that could be interpreted as discriminatory. Focus on job-related qualifications and experience. Consult with legal counsel if unsure.
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