Hiring is exciting. It means your team is growing and you’re about to welcome fresh skills, perspectives, and ideas.
But there’s also a harder side to the process: You can’t hire everyone. At some point, you’ll need to send a candidate rejection email, and how you write it matters. A thoughtful message can leave the candidate with a positive impression and may even encourage them to apply again in the future.
In this article, you’ll learn:
Yes. Sending a candidate rejection email is one of the simplest ways to show respect for someone’s time and effort. It signals that you value every applicant, even if they are not the right fit for the role. But there’s more to it. ⤵️
Candidates invest energy in tailoring their resumes, preparing for interviews, showing up, and really trying to impress you. It wouldn’t be fair to leave them in limbo if you don’t pick them. It’s important to close the loop and be human!
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💡Pro tip: Hiring the right candidate starts with a smooth interview process. Before you get to the rejection stage, make sure your hiring process sets candidates up for a great experience from the start. Check out our step-by-step guide on how to schedule interviews, packed with best practices and ready-to-use interview invitation templates. |
Something you need to remember is that your hiring process is a direct reflection of your company’s values. Every touchpoint, from the job posting to the final decision, shapes how candidates talk about you. A respectful rejection communicates that you value people’s time and effort, even when the outcome isn’t in their favor.
The long-term payoff is significant, too. Companies known for treating candidates poorly risk damaging their reputation in the job market, which can make attracting top talent harder. On the other hand, organizations that handle rejections with professionalism and empathy build stronger employer brands and a more positive talent pipeline.
In a LinkedIn poll, 69% of respondents said they would reapply to a company that once rejected them. Only 8% said they would not. The remaining 23% said “it depends,” showing that your approach can directly influence whether great candidates give you another chance.
A “silver medal” candidate in this hiring cycle could be your perfect hire in the next one. Talent pools shift, skill sets evolve, and role requirements change. You should always maintain a positive relationship throughout your hiring process. But, a thoughtful rejection helps you keep those candidates warm for future requisitions without starting from scratch.
Okay, so how do you actually write a professional candidate rejection email? What are the most important things to keep in mind? And how do you make sure you’re balancing professionalism with empathy so candidates leave with a positive impression, even if they didn’t get the job?
Let’s walk through the core principles together.
The best place to start is with a genuine thank you. Candidates commit significant time and energy to applying, interviewing, and sometimes completing assessments. Opening with appreciation immediately sets a respectful tone and helps humanize your message. A simple line like “We truly appreciate the time you spent speaking with our team and preparing for the process” goes a long way.
The next important step is to personalize your email as much as possible. A rejection should never feel like it was written by a robot.
In high-volume hiring, personalization might be as simple as addressing each candidate by name and referencing the role they applied for. For smaller pools or candidates who progressed further, you can go deeper. For example, you can acknowledge something specific from their interview or a skill that stood out.
Now, when it comes to delivering the actual message, try to avoid vague wording that could cause confusion or false hope. Let the candidate know clearly that you’re not moving forward while keeping the language warm and respectful.
For instance: “After careful consideration, we’ve decided to move forward with another candidate whose experience more closely matches the role requirements.”
Once you’ve made the decision clear, you have the opportunity to add empathy and encouragement to help soften the impact.
Rejection is rarely welcome, but the way you phrase it can make all the difference. Acknowledge the candidate’s strengths or highlight something they did well. If it’s genuine, encourage them to apply again in the future or to stay in touch.
When you show empathy, it opens the door to continued dialogue, which brings us to the next point.
If it feels appropriate, invite the candidate to connect on LinkedIn, join your talent community, or keep in touch for future opportunities. But only offer this if you genuinely mean it. Following up later with a “silver medal” candidate can save you valuable sourcing time in future hiring rounds.
Rejecting someone on the same day as their interview can feel rushed and transactional. Even if you’re confident in your decision, taking 24–48 hours allows for thoughtful review and shows that you gave the application proper consideration. LinkedIn research suggests sending a rejection within two business days to balance respect with timeliness.
The same study by LinkedIn revealed that 94% of candidates want feedback after an interview. If you can give it, make sure it’s specific, actionable, and relevant. You might highlight a strength they demonstrated, followed by an area for improvement. Avoid vague comments like “We went with someone more qualified,” as they don’t help anyone. For top candidates, consider a short follow-up call to provide more detailed insights.
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💡 Pro tip: Part of a successful interview process is having the right tools to schedule your interviews. Many recruiters use scheduling tools to hire top talent. Check out our guide on free interview schedulers for the different solutions on the market. |
Right, let’s now dive into the templates.
If you have a multi-step hiring process, narrowing down candidates as you go, you’ll need not one, not two, but several email templates on hand.
Here are six candidate rejection email templates you can copy, customize, and send whenever you need them.
This template is for applicants who don’t meet your basic criteria and won’t be moving forward to an interview. Keep it polite, brief, and neutral. There’s no need for detailed feedback at this early stage.
If you’ve had a screening call and decide not to move forward with a candidate, use this email template to let them know you won’t be proceeding with their application. Keep it polite, acknowledge the conversation, and thank them for their time.
If a candidate has completed an initial interview with you or a team member but won’t be moving forward, the rejection should be polite and a bit more personalized.
As Hiba Amin explains, “If you spent time talking to a candidate who isn’t moving forward, don’t use a boilerplate rejection letter. The least you can do is share your reasoning.” Providing personalized, constructive feedback not only gives them closure but also shows that you value the effort they put in.
If a candidate has completed a task, case study, or skills assessment, they’ve invested more time than in earlier stages. Your rejection should reflect that effort, acknowledge their work, and, if possible, provide constructive feedback.
Sometimes it’s appropriate (and appreciated) to give a candidate clear, constructive feedback about why they weren’t selected. This can be especially valuable for candidates who made it to later stages or were strong contenders. When giving feedback, be specific, actionable, and tactful.
When a candidate has made it to the final stage, they have invested significant time, effort, and emotional energy. Your rejection here should be as personal and considerate as possible, making sure they understand the decision was carefully made and that their efforts were valued.
Sending a thoughtful candidate rejection email is not just polite, it is good business. Every interaction shapes your reputation and can influence whether great talent applies again.
Use the templates above to save time while still personalizing your message. When possible, offer constructive feedback and keep the door open for future opportunities. Treat each candidate as you would want to be treated if the roles were reversed.
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