Free tools/Free recruiter tool
Candidate rejection letter template: free for every stage
- $0to use
- Nosignup
What it does
Tell a candidate they did not get the job, at any stage from application to final round. Copy it into an email or download a PDF.
Candidates who hear nothing back after applying or interviewing often think less of the company. A short, kind rejection protects your reputation and keeps good runners-up willing to hear from you again. Pick how far the candidate got, add feedback if you want, and copy the letter into an email or download it on your letterhead.
HR letter generator
Pick a letter, fill in the details, and download a clean PDF or copy the text.
Live previewYellow means still to fill in
More free HR tools: Offer letter generator · Employment verification letter · Resignation letter · Reference letter · Candidate rejection letter · Fill and sign a PDF
Runs in your browser. Nothing you type is uploaded, stored or sent anywhere. A starting template, not legal advice.
What does a rejection letter look like?
Here is a short version for a candidate who interviewed. The generator above writes a fuller one for each stage.
Dear [Name],
Thank you for interviewing for the [Role] position with [Company]. This was a hard decision, and we have decided to offer the role to another candidate.
We appreciated the time you gave us and would be glad to hear from you about future openings.
Best regards,
[Your name]
What should a rejection say at each stage?
| Stage | How to send it | What to include |
|---|---|---|
| Applied only | Thanks for applying, a clear no, and whether you keep applications on file | |
| Phone or video screen | Thanks for their time, a clear no, and an invitation to apply again | |
| Interviewed | Email, or a call first | Thanks by name for the interview, the decision, and one useful point of feedback if you can give it |
| Final round | A call, then this letter in writing | Genuine thanks for the effort, the decision, and an offer to stay in touch for future roles |
Frequently asked questions
How do you reject a candidate after an interview?
Thank them by name for the interview, give the decision in the first two lines, add one specific point of feedback only if it is about what the job needs, and invite them to apply again if you mean it.
Should I tell the candidate why they were rejected?
You do not have to. If you do, keep it to what the job needed, such as a skill or level of experience. If you are unsure, leave the feedback box empty and offer a call instead.
What should you not say in a rejection letter?
Never mention age, sex, race, disability, pregnancy or family plans, religion or any other protected trait. Do not compare them with the person you hired, and do not promise to keep them in mind unless you will.
How soon should I send a rejection?
As soon as the decision is final. A few days is fine; weeks of silence leaves candidates guessing and can end up in employer reviews.
Email or PDF letter?
Email is normal for almost every stage. Use Copy letter text and paste it in. A signed PDF on letterhead suits final-round candidates, internal applicants and anyone your policy says must get a formal letter.
Can my ATS send these for me?
Usually. Most applicant tracking systems let you save email templates and send rejections in bulk. Paste this text in as a template in your applicant tracking system so every candidate hears back.
Nothing you type is uploaded or stored. More free letters: offer letter, reference letter and employment verification.
Free newsletter
Get the Work Insiders weekly
One email a week: the recruiting and HR tech news that mattered, the tools we just added to the directory, and one practical guide. No spam, and you can unsubscribe in one click.