One of the toughest parts of hiring is delivering the news that a candidate didn’t make it to the next stage—or won’t be joining your team. How you communicate rejection can leave a lasting impression of your company’s brand and culture. That’s why having well-crafted job rejection email templates is essential for any HR or hiring manager.
Why Use Job Rejection Email Templates?
Using job rejection email templates ensures clear, consistent, and respectful communication with candidates while saving time in the hiring process.
- Save Time: Hiring teams often receive hundreds of applications. Templates speed up the communication process.
- Maintain Consistency: Ensures every candidate receives a fair and professional message.
- Enhance Employer Brand: A polite, clear rejection reflects positively on your company, encouraging candidates to apply again or recommend you to others.
- Provide Closure: Candidates appreciate timely responses, so they can move forward in their job search.
Key Elements of an Effective Job Rejection Email
To ensure professionalism and empathy, every job rejection email should include these key elements.
- Personalised Greeting: Use the candidate’s name to make it personal.
- Thank Them: Acknowledge their time and interest in your company.
- Deliver the Decision Clearly: Be direct but compassionate.
- Optional Feedback: Brief, constructive feedback can be helpful if appropriate.
- Encourage Future Connection: Invite them to apply for future openings or follow your company.
- Professional Closing: End on a positive, respectful note.
Job Rejection Email Template Examples
Below are the template examples:
Template 1 – Basic Rejection Template
Subject: Your Application at [Company Name]
Dear [Candidate Name],
Thank you for taking the time to apply for the [Job Title] position at [Company Name]. We appreciate your interest in joining our team.
After careful consideration, we have decided to move forward with other candidates whose skills and experience more closely match the requirements of this role.
We wish you the best of luck in your job search and future career.
Thank you again for your interest in [Company Name].
Best regards,
[Your Name]
[Your Job Title]
[Company Name]
Template 2 – Rejection After Interview Template
Subject: Follow-Up on Your Interview for [Job Title]
Hi [Candidate Name],
Thank you for meeting with us to discuss the [Job Title] position. We enjoyed learning more about your background and skills.
After careful consideration, we have chosen to proceed with another candidate whose experience aligns more closely with the needs of this role.
We truly appreciate your time and effort throughout the interview process. Please feel free to apply for future opportunities with us.
Wishing you all the best in your career journey.
Sincerely,
[Your Name]
[Your Job Title]
[Company Name]
Template 3 – Encouraging Rejection Template (For High-Potential Candidates)
Subject: Your Application at [Company Name]
Dear [Candidate Name],
Thank you for your interest in the [Job Title] role and for sharing your qualifications with us.
Although we have selected another candidate for this position, we were impressed by your skills and experience. We encourage you to keep an eye on our careers page and apply for future openings that match your profile.
We wish you success in your job search and future endeavors.
Warm regards,
[Your Name]
[Your Job Title]
[Company Name]
Tips for Writing Job Rejection Emails
- Be Timely: Send rejection emails as soon as a decision is made.
- Be Clear but Kind: Avoid ambiguity, but keep the tone positive.
- Avoid Overly Detailed Feedback: Unless you’re confident and have permission, avoid sharing detailed reasons to reduce potential legal risks.
- Use Professional Language: Maintain a polite and respectful tone throughout.
Using thoughtfully crafted job rejection email templates helps you maintain professionalism and a positive relationship with all candidates, even those you can’t hire right now. It reflects well on your organization and supports a strong employer brand—both critical in attracting talent in a competitive job market.
If you’re managing recruitment, consider preparing a set of customisable templates to make your hiring process smoother and more candidate-friendly.
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