Resources/Recruiting templates/Candidate rejection emails
Candidate Rejection Email Templates for Every Hiring Stage
Short, kind candidate rejection email templates for every stage: after applying, after a phone screen, after interviews, after the final round, and a keep warm note for your runner up.
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These are short candidate rejection emails for each stage of a hiring process, from a quick decline after an application to a personal note for the runner up after a final interview. Each one is kind, clear and brief, and none of them leave the candidate guessing.
They are for in house recruiters, agency recruiters, coordinators and hiring managers. Swap the [placeholders], keep the tone, and send them within a couple of working days of the decision.
When should you use this template?
- You have a backlog of applicants who have not heard anything.
- A candidate did not pass the phone screen or an interview round.
- You need to turn down a strong finalist you would hire for another role.
- A role has been put on hold or closed and candidates are still waiting.
- You want every recruiter on the team to send rejections that sound the same.
Candidate Rejection Email Templates
Email 1: After application (not moving forward)
Subject: Your application for [Job title] at [Company]
Hi [First name],
Thank you for applying for the [Job title] role at [Company]. We have reviewed your application, and we will not be moving forward with it for this role.
We had a lot of interest and had to make some hard choices. We are grateful you considered us, and you are welcome to apply for other roles on our careers page.
Best wishes,
[Your name], [Title], [Company]
Email 2: After phone screen
Subject: Following up on our call about [Job title]
Hi [First name],
Thank you for taking the time to speak with me on [day]. I enjoyed hearing about your work at [Current company].
After talking with the hiring team, we have decided not to move forward with your application for this role. We are looking for someone with more hands on experience in [specific area], and we want to be upfront with you now rather than keep you waiting.
If it is all right with you, I will keep your details on file and get in touch if a closer match opens up.
All the best,
[Your name]
Email 3: After interview
Subject: Your interview for [Job title] at [Company]
Hi [First name],
Thank you for interviewing with [Interviewer names] for the [Job title] role. We appreciate the time you spent preparing and meeting the team.
We have decided to move forward with other candidates whose experience is a closer match for what this role needs right now. This was not an easy decision.
If you would like brief feedback, reply to this email and I will set up a short call.
Kind regards,
[Your name]
Email 4: After final interview
Subject: An update on the [Job title] role
Hi [First name],
Thank you for going through the full process with us, including the final interview with [Name]. The team was impressed by [one specific thing they did well].
We have offered the role to another candidate, and they have accepted. I know this is not the news you hoped for after so much time with us, and I wanted you to hear it from me directly.
I am happy to talk through the decision if that would help. Just reply and we will find a time.
Thank you again,
[Your name]
Email 5: Silver medalist keep warm
Subject: [First name], I would like to stay in touch
Hi [First name],
As we discussed, we went with another candidate for the [Job title] role, by a very small margin. The team rated your [specific strength] highly, and we would like to stay in touch.
We expect to hire for [related role or team] in [time frame], and I would like to contact you first when that opens. Would that be all right?
In the meantime, feel free to connect with me on LinkedIn or reach out if anything changes on your side.
Warm regards,
[Your name]
Email 6: Silver medalist check in (send 6 to 8 weeks later)
Subject: Checking in, [First name]
Hi [First name],
I hope things are going well at [Current company]. I wanted to check in as promised.
[Company] is now hiring for [Job title]. Based on our conversations, I think it could be a strong match for you because [one reason]. Would you like to have a quick chat this week?
Best,
[Your name]
Email 7: Role on hold or closed
Subject: Update on the [Job title] role
Hi [First name],
I wanted to let you know that [Company] has put the [Job title] role on hold for now, so we are pausing all candidates in the process. This is a business decision and is not a reflection on your application.
If the role reopens, I will contact you first. Thank you for your patience and your interest in [Company].
Best regards,
[Your name]
Free from Work Insiders. Edit it to fit your team.
How do you write a good candidate rejection email?
A good rejection email is short, kind and clear. Say thank you, say the decision in plain words in the first or second sentence, and close warmly. The candidate should not have to read the email twice to know they did not get the role.
Make it more personal the further a candidate got. A one line note is fine for an applicant who never spoke to you. Someone who met five people and gave up a day for a final round deserves a specific thank you, ideally a call first and then the email.
Use the candidate’s first name and the exact job title in every email, and send it from a real person’s address rather than a no reply inbox. Candidates often reply to say thank you or ask a question, and a bounce makes a kind message feel cold.
When should you send a rejection email?
Send it as soon as the decision is made, and within two working days if you can. Silence is what candidates complain about most, and a quick no is easier to hear than weeks of waiting.
For finalists, hold the rejection until your chosen candidate has accepted the offer in writing. If the offer falls through, you can go back to your runner up without having to undo a rejection. Tell finalists the date you expect to have news so the wait does not feel open ended.
If you use an ATS to send rejections in bulk, check the merge fields on a test record first. One wrong name sent to two hundred applicants is the kind of mistake people screenshot and share. Space automated rejections so they arrive during working hours, not seconds after someone applies.
Should you give a reason in a rejection email?
Give a short, job related reason when it is true and helpful, such as needing more experience in a specific area. Keep it about the role, never about the person. Do not mention anything that could link the decision to a protected trait such as age, family, religion, national origin or disability.
Avoid vague lines that sound like a form, such as “we found someone more qualified.” Equally, do not overexplain or list every weakness in writing. If a candidate who interviewed asks for feedback, offer a short call and keep the points specific and job related. Rules vary by state and country, so check your own policy. This is not legal advice.
How do you keep a silver medalist warm?
Your runner up is the cheapest next hire you will ever make. They already know the company, the team rated them, and they are likely open to moving. Treat the rejection as the first message in a relationship, not the last.
Call them before you email, tell them why they came close, and ask permission to stay in touch. Tag them in your ATS or CRM as a silver medalist with the role and date, set a reminder to check in, and send something useful when you do. When a similar role opens, contact them before you post the job.
Agency recruiters can use the same approach with candidates a client turned down. Explain the client’s reason honestly, thank the candidate for their time, and put them forward for the next suitable role. Candidates remember the recruiter who kept them informed long after they forget the job.
What mistakes should you avoid with rejection emails?
Most bad rejection emails fail on timing or tone rather than wording.
- Ghosting candidates who interviewed, then reposting the same job.
- Sending an automatic rejection at 2 a.m. seconds after someone applies.
- Getting the candidate’s name or the job title wrong in a template.
- Promising to keep someone in mind and never contacting them again.
- Rejecting finalists before your chosen candidate has accepted.
Frequently asked questions
Should I call or email to reject a candidate?
Email is fine for anyone who has not interviewed. For candidates who reached the final round, call first if you can, then follow up with a short email so they have the decision in writing. A call shows respect for the time they gave you and is the best moment to ask a silver medalist if you can stay in touch.
How soon after an interview should I send a rejection?
Aim for two working days after the decision. If the decision itself will take longer, send a short update so the candidate knows when to expect news. For finalists, wait until your chosen candidate has accepted in writing, but do not leave anyone waiting more than a week without an update.
What should I say when a rejected candidate asks for feedback?
Offer a short call rather than writing it out. Share one or two specific, job related points tied to the must haves, such as depth of experience in a key area, and one thing they did well. Do not compare them to other candidates, and never mention anything personal. Thank them for asking.
Is it all right to use an automated rejection email?
Yes, for applicants who have not spoken to anyone yet, as long as it is polite, uses their name and the right job title, and does not go out instantly. Anyone who has had a call or an interview should get a message from a person, even if you start from a template like the ones above.
Written by recruiters at Work Insiders. Updated October 25, 2026. How we make money.