Recruiting template
Candidate Rejection Email and Letter Templates
A candidate rejection email tells an applicant, clearly and politely, that their application is not going further, thanks them and says whether they can apply again. Pick the version for the stage below, add your details and copy it. For candidates you have already interviewed, use the rejection email after interview templates.
Fill in your details
Every version below updates as you type. A field left empty stays as a [placeholder] in the text you copy.
Email versions open straight in your email app with the subject and text filled in. You add the recipient there.
Your company and sender details are remembered, so the next template starts with them filled in.
Note
Rejection after reviewing the application
When to use it: The applicant has not been interviewed and is not moving to the next stage.
SubjectYour application for [Job title] at [Company name]
Short rejection for high-volume roles
When to use it: A role with many applicants, where the email goes out from your applicant tracking system to everyone not shortlisted.
SubjectUpdate on your application: [Job title]
Rejection after an assessment
When to use it: The applicant completed a skills test, work sample or job simulation and is not moving to interview.
SubjectYour [Assessment name] for the [Job title] role
Role filled or closed before review
When to use it: The role was filled or withdrawn before you could consider every application.
SubjectThe [Job title] role at [Company name]
Formal job application rejection letter
When to use it: A printed or attached letter, for roles where applicants applied by post or your organisation replies in letter form.
Rejection with a suggestion for another role
When to use it: The applicant is not right for this role but could suit another open role or one you expect to open.
SubjectYour application for [Job title], and another role at [Company name]
How to use this template
- 1Reply to every applicant, including the ones you reject at the first review. A rejection is better than silence.
- 2Pick the version that matches the stage: an application review, an assessment, a role that closed, or a formal letter.
- 3Send it as soon as the decision is made. If your applicant tracking system can send it when you move a candidate to "rejected", set that up with the high-volume version.
- 4Only give a reason if it is a genuine, job-related requirement, such as a skill or qualification the role needs. Leave the reason out if you are not sure.
- 5If you want to keep the applicant's details for future roles, say how long for and give them a simple way to say no.
Mistakes to avoid
- Not replying at all, so applicants wait weeks for an answer that never comes.
- Hiding the decision at the end of a long email.
- Giving a reason that mentions anything other than the requirements of the job.
- Using "we will keep you in mind" as a stock phrase when nobody ever looks at the file.
- Sending a rejection with the wrong name or job title from a template that was not checked.
Questions
How do you write a rejection email to a candidate?
Thank them for applying, give the decision in the first two or three sentences, add a short job-related reason if you have one, say whether they can apply again and sign off with a real name. Keep it to a few short paragraphs.
What is the difference between a rejection letter and a rejection email?
The content is the same. A rejection letter uses a formal letter layout with the company address and date, and suits printed or attached replies; most employers now send a rejection email. The formal letter version above is written for that format.
Do I have to tell applicants why they were rejected?
It is not always practical at the application stage, and the high-volume version above leaves it out. Where you can, a short, honest reason tied to the requirements of the role helps the applicant. Keep it to the job and avoid anything about personal characteristics.
How soon should I send a rejection email?
As soon as the decision is made. At the application stage that can be within days of the review; if the process is going to take longer than you said, send a short update instead.
Can I keep a rejected applicant's CV on file?
In the UK, the Information Commissioner's Office says you should not keep unsuccessful candidates' records beyond the period in which a legal claim could be brought unless there is a clear business reason, and you should tell candidates first if you plan to keep their details for future vacancies. In the US, employers covered by federal anti-discrimination law (generally those with 15 or more employees) must keep application records for at least one year from the record or the hiring decision, whichever is later. Check the rules where you hire.
What if I reject an applicant because of a background check?
In the US, if you plan to reject an applicant based in whole or in part on a background check report from a screening company, the Federal Trade Commission says you must first give them a notice with a copy of the report and a summary of their rights under the Fair Credit Reporting Act, then a further notice after the decision. A standard rejection email does not cover this; check the rules where you hire.
What subject line should a rejection email use?
Name the role and the company, for example "Your application for Marketing Coordinator at Northwind". Avoid subject lines that look like good news, such as "Exciting update", for a rejection.
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