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Recruiting template

Rejection Email After Interview

A rejection email after an interview tells a candidate, clearly and kindly, that they have not been offered the role, thanks them for their time and says what happens next. Pick the version for the stage and the situation below, add your details and copy it.

Rejection Email After Interview

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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

Hiring decisions and what you say about them are covered by anti-discrimination law, and in the UK and EU candidates can request the personal data you hold about them. Check local requirements; this template is not legal advice.

Rejection after a phone screen or first interview

When to use it: The candidate had one short conversation and is not moving to the next stage.

SubjectYour application for [Job title] at [Company name]

Hi [Candidate name], Thank you for taking the time to speak with us about the [Job title] role on [Interview date]. We have decided not to take your application to the next stage. We had a strong group of applicants, and we are moving forward with candidates whose experience is a closer match to what the role needs right now. Thank you again for your interest in [Company name]. We post new roles at [Careers page link], and we would be glad to see your application for one that fits. Best wishes, [Your name] [Your job title], [Company name]

Rejection after a final interview

When to use it: A strong finalist who came close, and whom you would like to stay in touch with for future roles.

SubjectYour [Job title] application at [Company name]

Hi [Candidate name], Thank you for coming to the [Interview stage] for the [Job title] role and for the time you have given us throughout the process. [Who they met] enjoyed meeting you. I'm sorry to tell you that we have offered the role to another candidate. It was a close decision, and you were one of the people we found hardest to choose between. We would like to keep in touch. If you'd like us to keep your details on file for [How long you keep details] and contact you if a role comes up that suits you, just reply to say so. If you would like to hear more about the decision, I'm happy to arrange a short call. Thank you again, and I hope our paths cross again. Best wishes, [Your name] [Your job title], [Company name]

Rejection email with feedback

When to use it: The candidate asked for feedback, or reached a stage where you have specific, useful points to share.

SubjectFeedback on your [Job title] interview

Hi [Candidate name], Thank you for your time at the [Interview stage] for the [Job title] role on [Interview date]. I'm sorry to let you know that we won't be offering you the role. I'd like to share some feedback from the panel, in case it is useful. What went well: [What went well]. Why we chose another candidate: [Where another candidate was stronger]. I hope this is useful. It reflects how you did against what this particular role needs, and the interviewers would be glad to see you apply for future roles at [Company name]. If you have any questions about the feedback, reply to this email. Best wishes, [Your name] [Your job title], [Company name]

Internal candidate rejection (after you have told them in person)

When to use it: An employee who applied for an internal move or promotion and was not selected. Tell them face to face or on a video call first, then send this to confirm.

SubjectFollowing up on our conversation: [Job title]

Hi [Candidate name], Thank you for talking with me today, and for the preparation you put into the [Interview stage]. As I said when we spoke, we have offered the [Job title] role to another candidate. I know this is disappointing. To recap the panel's feedback: what went well was [What went well]. Where another candidate was stronger: [Where another candidate was stronger]. I have let [Their current manager (internal)] know the outcome, so you can talk with them about what you would like to work on next and which roles to aim for. Your application has been noted, and we would encourage you to apply again. If anything else comes to mind, you are welcome to reply or come and find me. Best wishes, [Your name] [Your job title], [Company name]

Role closed or put on hold

When to use it: You have stopped hiring for the role after interviews, so nobody is being offered it. For a hiring freeze before any interviews, use the candidate status update templates instead.

SubjectUpdate on the [Job title] role at [Company name]

Hi [Candidate name], Thank you for interviewing for the [Job title] role at [Company name]. I'm writing to let you know that we have decided not to fill the role at the moment. This is a change in our plans, and it is not a reflection of your interview. I'm sorry to bring the process to a close after the time you have given us. If the role opens again, we would like to contact you first. If you'd like us to keep your details on file for [How long you keep details] and contact you about future roles, just reply to say so. Thank you again for your interest in joining us. Best wishes, [Your name] [Your job title], [Company name]

Follow-up after a rejection call

When to use it: You have already told the candidate by phone and want to confirm it in writing.

SubjectFollowing up on our call: [Job title]

Hi [Candidate name], Thank you for taking my call today. As we discussed, we won't be offering you the [Job title] role this time. To recap the feedback I shared: [What went well], and [Where another candidate was stronger]. I meant what I said on the call. We were glad to meet you, and we would like to hear from you when you see a role at [Careers page link] that suits you. If anything else comes to mind about the process, you are welcome to reply to this email. Best wishes, [Your name] [Your job title], [Company name]

How to use this template

  • 1Send the rejection as soon as the decision is made. A candidate who hears nothing for weeks assumes the worst about the company.
  • 2Pick the version that matches the stage: a short note after a first conversation, a warmer one for finalists, a call followed by an email for internal candidates.
  • 3Tell finalists and internal candidates by phone first where you can, then send the email to confirm.
  • 4Only include feedback that comes from the interview notes or scorecard, and keep it to the requirements of the role.
  • 5If you want to keep the candidate's details for future roles, ask them to reply to agree, and delete the details if they don't.

Mistakes to avoid

  • Opening with three paragraphs of thanks before the decision, so the candidate has to hunt for the answer.
  • Giving a reason that is vague or untrue, such as "we went with someone more senior" when that was not the deciding point.
  • Feedback that is about the person rather than the evidence, or that mentions anything unrelated to the role.
  • Promising to keep someone in mind and then never contacting them.
  • Sending a one-line automated rejection to someone who reached the final interview.

Questions

How do you write a rejection email after an interview?

Thank the candidate for their time, give the decision in the first two sentences, add a short reason or feedback if you can, say whether you would like to stay in touch and sign off with a real name. Keep it short and specific to the role.

Should I give a reason in an interview rejection letter?

A short, honest reason tied to the role helps the candidate. Keep it to the requirements of the job and the evidence from the interview, and avoid anything about personal characteristics.

How soon after an interview should I send a rejection email?

As soon as the decision is final. If the decision is going to take longer than you told the candidate, send a short update with a new date instead of leaving them waiting.

Should I call or email to reject a candidate after an interview?

For finalists and internal candidates, call first and follow up by email. For candidates after a first conversation, an email is enough.

What should I say if the candidate asks for feedback?

Share one or two specific points from the interview notes: something that went well and the main reason another candidate was chosen. The "with feedback" version above is built for this.

Can a candidate see the interview notes?

In the UK, candidates can make a subject access request for information recorded about them, including interview notes, according to the Information Commissioner's Office. Write notes on the assumption the candidate may read them.

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