How to Craft Polite Candidate Rejection Emails

Sending rejection emails to candidates can be a difficult task, but it's an important part of the hiring process. While the news may be disappointing, a well-crafted rejection email can provide closure and maintain a positive relationship for future opportunities.

In this guide, we’ll walk you through how to write polite, professional candidate rejection emails. You’ll also find helpful templates for various rejection scenarios, including short, detailed, and negotiation-related rejections.

What are Candidate Rejection Emails?

A candidate rejection email informs applicants that they won’t be moving forward in the hiring process. It's crucial for transparency and respect, ensuring that candidates know where they stand and are encouraged to pursue other opportunities.

Templates to Help You Write Candidate Rejection Emails

Here are some useful job rejection email templates, designed to express appreciation and maintain a positive tone while delivering the bad news.

Short Job Rejection Email Template

For candidates who you haven’t interacted with extensively, this concise email strikes the right balance of professionalism and empathy.

Subject: Your Application for [Job Position] at [Company Name]

Dear [Applicant's Name],

Thank you for applying for the [Job Position] at [Company Name]. After reviewing your qualifications, we regret to inform you that we are not proceeding with your application for the next stage.

We appreciate your time and interest in our company and encourage you to apply for future positions that align with your skills.

Best regards,
[Your Name]

Detailed Rejection Email Template

If a candidate was close to meeting your requirements, a more detailed rejection email is appropriate. This helps the applicant understand why they weren’t selected and encourages them to improve.

Subject: Outcome of Your Application for [Job Position] at [Company Name]

Dear [Applicant's Name],

Thank you for your interest in the [Job Position] at [Company Name]. Your application showcased valuable skills, and it was a pleasure to review your qualifications.

After careful consideration, we’ve decided to move forward with another candidate whose experience more closely aligns with the current needs of the role. However, we encourage you to apply again for future opportunities. With further experience, we believe you would be a great fit.

Thank you for your time, and we wish you all the best in your career.

Best regards,
[Your Name]

Decision Disagreement Rejection Email Template

When there’s internal disagreement about a candidate’s fit, it’s essential to own the decision and communicate it with clarity and empathy.

Subject: [Position] Application Update

Dear [Recipient's Name],

We regret to inform you that we have decided not to proceed with your application for the [position/role] at [Company Name]. The hiring committee thoroughly evaluated all candidates, but ultimately, we selected another applicant who better meets our current requirements.

Thank you for your interest, and we hope you will apply again in the future.

Best regards,
[Your Name]

How to Write a Rejection Email to Candidates

Writing a rejection email is more than just saying "no" to a candidate. It’s an opportunity to offer feedback, show empathy, and build a relationship for future opportunities.

First Paragraph

Begin by thanking the candidate for their time and interest in the position. You can soften the blow by highlighting a positive aspect of their application, such as: “While your qualifications are impressive…”

Middle Paragraph (Optional)

If the applicant made it to the final rounds, provide a more detailed explanation about why they weren’t selected. This could include feedback on specific skills or experiences, such as: “Your expertise in [skill] was impressive, but we were looking for more experience in [specific area].”

Final Paragraph

End the email with an invitation to stay in touch and a wish for their future success. This leaves the door open for future interactions and reinforces the positive aspects of their candidacy.

Conclusion

Crafting a polite and professional rejection email is essential in maintaining a positive employer brand. By following these templates and tips, you can ensure that rejected candidates leave with a positive impression, ready to apply again in the future.

FAQs

Q1: How can I make my rejection emails more empathetic?
To make your rejection emails more empathetic, always acknowledge the effort the candidate put into their application and express your appreciation. Offering constructive feedback and encouraging them to apply again shows respect for their aspirations.

Q2: Should I provide feedback in every rejection email?
Providing feedback is optional, but it’s highly recommended for candidates who made it to the final stages. It helps them understand why they were not selected and can encourage them to improve for future applications.

Q3: How long should a candidate rejection email be?
A rejection email should be concise yet thorough. Keep it professional and respectful, but avoid unnecessary details. Ideally, it should be no longer than a few paragraphs.