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It's inevitable in recruitment that HR has to filter out candidates and only select those who best fit the job role. This often involves sending a rejection email, particularly after an interview, confirming the status of their application. But it's essential to consider a few key points when writing this rejection email.
By considering these points, it can be ensured that candidates accept the news as gracefully as possible. Let's take a look at what a good rejection email looks like.
Writing a Rejecting Candidates Email After Interview: Tips and Examples
When sending a rejection email after an interview, it's essential to be straightforward but not too blunt.
Here are some tips to follow:
1. Personalize the Letter
Even if you’re using a standard template for all rejection letters, tailoring it to the individual candidate is a nice touch. Include their name, the position, and anything memorable from the interview.
Another way to add a personal touch to the rejection letter is by giving some constructive feedback on how they did in the interview. This can enhance your company branding and give candidates a valuable experience.
2. Keep It Short and Sweet
Make sure your rejection email is to the point. Don’t make applicants read through lots of praise before discovering they weren't selected. Be respectful of their time and deliver the message sooner rather than later.
3. Maintain Professionalism and Kindness
When composing a rejection email, ensure it is done politely and professionally. This approach can help alleviate negative feelings the candidate may have.
Utilize the "sandwich method," where you surround the unfavorable news with two positive statements. Start by praising the applicant for a specific skill or experience that stood out.
Following that, inform the candidate that you have selected another individual for the position. Conclude by expressing gratitude for their time and wishing them success in their future pursuits.
4. Send The Candidate Rejection Email Swiftly
Ensure the rejection email is sent as soon as the decision has been made. Candidates are likely anticipating your update, mainly if they have gone through an interview.
Prompt communication demonstrates your consideration of the candidates' feelings.
5. Consider Providing Interview Feedback
When sending a rejection email, it is worth considering including interview feedback. This communicates to the candidate that you valued the time spent in their interview.
Sharing constructive feedback can help alleviate the candidate's disappointment and offer guidance on potential improvements for future interviews.
If you're a recruiter or business owner handling mass hiring, consider using AI Interview with KitaHQ. It automates scheduling, provides instant scores, summaries, transcripts, and video recordings—helping you streamline the process and focus on the right candidates efficiently.
Examples of Candidate Rejection Emails Following an Interview
Here are a few examples of such emails to provide a reference of what a post-interview rejection email may look like.
1. Application Rejection (Before Interview)
Subject: Your Application to [Company Name]
Dear [Candidate's Name],
I hope this message finds you well. We are grateful to you for completing the application process for the [Job Title] position at [Company Name]. We understand that looking for a job requires considerable time and effort.
After conducting a rigorous review of various applications, we are proceeding with other candidates who align more closely with our present requirements. Please bear in mind this does not reflect your qualifications or experience. We admire your interest in joining our team and encourage you to apply for future positions that match your skill set. We wish you the best in your job search.
Best Regards,
[Your Name]
See also: How to Hire Top Sales Talent in 2025: Strategies for Remote Hiring
2. Screening Stage Rejection
Subject: [Company Name] Application Status
Dear [Candidate],
We sincerely thank you for submitting your application to [Company Name] and for your interest in working with us. Considering the surge of applications we received, we appreciate your patience as we delicately screened every single one.
We understand this may not be the outcome you hoped for, and we empathize with your disappointment. Regrettably, we will not be advancing with your application at this stage. However, we genuinely admire your candidature and encourage you to apply for future positions for which you'd be a good fit.
Once again, we extend our gratitude for your time and patience, and we hope you'll consider applying again in the future—best of luck in your job search.
Sincerely,
[Your Name]
3. Early-Stage Interview Rejection
Subject: [Company Name] Interview Update
Dear [Candidate],
We hope this message finds you well. We are sincerely grateful for taking the time to participate in our interview process for the [Job Title] position at [Company Name]. We enjoyed learning about your skills and experiences, which made our decision-making process challenging.
However, after careful consideration and a thorough evaluation of all applications, we have decided to proceed with other candidates at this juncture. We assure you that your application was compelling and that we will gladly keep your credentials on file for any potential future opportunities that align with your background and expertise.
Best wishes for your future career pursuits.
Sincerely,
[Your Name]
4. Final-Stage Interview Rejection
Subject: Your Interview at [Company Name]
Dear [Candidate],
Firstly, thank you for your continued interest in the [Job Title] position at our company and for investing significant time and effort into the interview process. Your qualifications, dynamism, and eagerness left a great impression on our team. We appreciate the opportunity to get to know you, learn about your experiential background, and discuss how [Company Name] could benefit from your talents.
After a careful review, we have decided to extend an offer to another candidate whose background and career objectives closely match what we seek for this position.
We recognize your effort throughout this process and are grateful for your interest in our company. We will gladly keep your application on file for future opportunities that align with your skills and interests.
Best Wishes,
[Your Name]
5. Post-Phone Interview Rejection
Subject: [Company Name] Interview Update
Dear [Candidate],
Thank you for participating in the recent phone interview with our team at [Company Name]. We appreciate your availability, interest, and the valuable insights you shared regarding your qualifications and experience.
After carefully assessing and comparing qualifications among diverse applicants, we have decided not to proceed with your candidacy. While your qualifications were impressive, we have moved forward with another candidate whose professional experience more closely aligns with our current business needs.
We genuinely appreciate your effort in this process and invite you to apply for relevant future opportunities within our organization. We wish you all the best as you pursue your professional goals.
Warm Regards,
[Your Name]
See also: Cold Email: Definition, How to Create One, and Templates for Different Use Cases
6. Encouraging Reapplication Rejection
Subject: Regarding your Application at [Company Name]
Dear [Candidate],
Thank you for investing the time to apply and participate in the interview process for the [Job Title] role at [Company Name]. Your application was robust, and we enjoyed learning more about your skills, aspirations, and career trajectory.
Regrettably, we have decided to proceed with another candidate for this specific job role at this stage for reasons related to the precise requirements of the position. That said, we perceive a high amount of potential in your application. With your distinct qualifications and strengths, you could be a valuable addition to our team in the future.
We would encourage you to consider future roles at [Company Name] and apply for any positions that align well with your professional expertise and career goals. We wish you every success and look forward to considering your candidacy again.
Best regards,
[Your Name]
7. Rejection After Assessment Test
Subject: [Company Name] Assessment Results
Dear [Candidate],
Thank you so much for taking the time to complete the assessment for the [Job Title] position. We truly appreciate your effort and interest in joining our team. After carefully reviewing your results alongside those of other candidates, we have decided not to move forward with your application at this time.
Please know that this decision is not a reflection on your abilities, and we encourage you to apply for future roles that may be a better fit for your skills and experience. We wish you all the best in your job search and future endeavors.
Thank you again for your time and consideration.
Sincerely,
[Your Name]
8. Rejection After Reference Check
Subject: Update on Your Application at [Company Name]
Dear [Candidate],
Thank you for your patience and understanding during our reference check process. We appreciate the time you took to provide us with your references, and we are grateful for your interest in joining our team. After careful consideration, we have decided to proceed with another candidate whose background aligns more closely with our current needs.
We want to express our sincere appreciation for your enthusiasm and wish you continued success in your job search. We hope our paths will cross again in the future.
Best regards,
[Your Name]
9. Rejection Due to Position Closure or Change
Subject: Update on [Job Title] Position at [Company Name]
Dear [Candidate],
Thank you for your interest in the [Job Title] role. Unfortunately, due to unforeseen changes, we have made the difficult decision to close this position. As a result, we will not be moving forward with your application at this time.
We encourage you to keep an eye on our future openings, as we believe your skills and experience could be a great fit for other roles. Thank you again for your time and consideration, and we wish you all the best in your career endeavors.
Sincerely,
[Your Name]
10. Rejection Due to Internal Candidate Selection
Subject: Your Application at [Company Name]
Dear [Candidate],
Thank you for taking the time to interview for the [Job Title] position. We appreciate your interest in joining our team and are grateful for the opportunity to have met you. After careful consideration, we have decided to offer the role to an internal candidate whose experience aligns more closely with our current needs.
Please know that this decision is not a reflection on your qualifications or potential. We encourage you to apply for future opportunities, as we believe your skills and experience could be a great fit for other roles within our organization. We wish you continued success in your job search and hope our paths will cross again.
Best wishes,
[Your Name]
11. Rejection Due to Candidate Withdrawal or No Response
Subject: Update on Your Application at [Company Name]
Dear [Candidate's Name],
Thank you for your interest in the [Job Title] position at [Company Name]. We noticed that we have not received a response from you regarding the next steps in our hiring process.
As we need to move forward with filling this position, we will be closing your application at this time. If your circumstances change or you wish to re-engage with us in the future, please feel free to reach out.
We appreciate your initial interest and wish you all the best in your career pursuits.
Kind regards,
[Your Name]
Delivering rejection news with kindness and consideration is crucial as it can leave a lasting, positive impression on candidates, even if they weren't the right fit for the position this time. Understanding the importance of maintaining positive relationships with all candidates can not only enhance your company's reputation but also build a talent pool for future openings.
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