Rejection is never easy, but it's a part of the hiring process. Sending thoughtful rejection emails shows respect for candidates and maintains a positive candidate experience.
These email templates cover various scenarios, from early-stage rejections to providing feedback after an interview. Use these to craft clear, kind, and professional rejection messages.
Table of contents
Crafting a Candidate-Centric Follow-Up
Rejection email template for specific requirements
Rejection email template for budgetary or organizational changes
Rejection email template: Not moving forward with an interview
Rejection email template: After an early-stage interview
Candidate email rejection template: After an interview, including specific feedback
Rejection email template: Post interview (without feedback)
Download Follow-Up Email Template After Sending Job Offer Letters in multiple formats
Wrapping Up
Crafting a Candidate-Centric Follow-Up
The follow-up email is more than a formality; it's a chance to reinforce your employer branding and show the candidate you value their decision. Think of it as the final touch that can make or break their decision to join your team.
Start with a warm and personalized greeting, referencing something specific from your interactions. This shows you remember them and are not just sending a generic email, similar to how you'd personalize a cold recruiting email.
Reiterate the key highlights of the offer and the company's value proposition. Clearly state the role, salary, benefits, and start date, and why you believe they'd thrive in the role.
Offer to answer any questions they might have and provide a clear timeline for their decision. Make yourself available for a call to discuss any concerns and ensure they feel supported.
End with an enthusiastic closing, expressing your excitement about the possibility of them joining your team. A positive and encouraging tone can make a significant difference in their final decision.
Rejection email template for specific requirements
When a candidate doesn't meet specific job requirements, it's important to communicate this clearly and professionally. This template helps you craft a message that explains why the candidate isn't a fit for the role while maintaining a positive tone.
Subject: Update on Your Application for [Job Title] at [Company Name]
Dear [Candidate Name],
Thank you for your interest in the [Job Title] position at [Company Name] and for taking the time to interview with our team. We appreciate you sharing your experience and qualifications with us.
After careful consideration, we've decided to move forward with other candidates whose qualifications and experience more closely align with the specific requirements of this role. Specifically, we were looking for [mention 1-2 key requirements the candidate didn't meet, e.g., experience with a specific software, a particular certification, or years of experience in a certain field].
This decision is not a reflection of your potential or abilities. We were impressed with [mention something positive about the candidate, e.g., their enthusiasm, communication skills, or a specific project they highlighted].
We encourage you to apply for other positions at [Company Name] that may be a better fit for your background. You can find our open roles on our careers page: [Link to Careers Page].
We wish you the best of luck in your job search.
Sincerely,
The [Company Name] Team
Rejection email template for budgetary or organizational changes
Sometimes, rejections occur due to internal changes rather than candidate qualifications. This template guides you in explaining organizational shifts or budget constraints that have led to the decision not to move forward with the hiring process.
Subject: Update on Your Application for [Job Title] at [Company Name]
Dear [Candidate Name],
Thank you again for your interest in the [Job Title] position at [Company Name] and for taking the time to interview with our team. We truly appreciate you sharing your experience and qualifications with us.
I'm writing to follow up on your application. After careful consideration, we have made the difficult decision not to move forward with your candidacy at this time.
I want to be transparent about the reason for this decision. Due to unforeseen organizational changes and budget adjustments, we've had to temporarily put this role on hold. This decision was not a reflection of your qualifications or interview performance, which were both very impressive.
We understand that this news may be disappointing, and we sincerely apologize for any inconvenience this may cause. We were genuinely impressed with your profile, and we will keep your resume on file for future opportunities that may be a good fit.
We wish you the best of luck in your job search.
Sincerely,
[Your Name] [Your Title] [Company Name]
Rejection email template: Not moving forward with an interview
After reviewing applications, you may decide not to proceed with interviews for some candidates. This template helps you politely inform candidates that they won't be moving to the interview stage while leaving the door open for future opportunities.
Subject: Update on Your Application
Hi [Candidate's Name],
Thank you for your interest in the [Job Title] position at [Company Name]. We appreciate the time and effort you put into your application.
After careful consideration, we have decided not to move forward with your application to the interview stage. This decision was not easy, as we received many strong applications.
We will keep your resume on file for any future opportunities that align with your skills and experience. We encourage you to apply for other roles that may interest you in the future.
Thank you once again for your interest in joining our team. We wish you the best in your job search and future career endeavors.
Best regards,
[Your Name] [Your Position] [Company Name] [Contact Information]
Rejection email template: After an early-stage interview
Following initial interviews, you may need to inform candidates that they won't be progressing further. This template offers a respectful way to communicate this decision while acknowledging the time and effort the candidate has invested.
Subject: Update on Your Application for [Job Title] at [Company Name]
Dear [Candidate Name],
Thank you for taking the time to interview for the [Job Title] position at [Company Name]. We appreciate you sharing your experience and insights with our team.
After careful consideration, we have decided to move forward with other candidates whose qualifications and experience more closely align with the specific requirements of this role.
This decision was a difficult one, as we were impressed with [mention something specific you liked about the candidate - e.g., their enthusiasm, a particular skill, or experience].
We wish you the best of luck in your job search and future endeavors.
Sincerely,
[Your Name] [Your Title] [Company Name]
Candidate email rejection template: After an interview, including specific feedback
Providing constructive feedback can be valuable for candidates, even in rejection. This template shows how to incorporate specific, helpful feedback into your rejection email after a more in-depth interview process.
Subject: Thank You for Interviewing with [Company Name]
Hi [Candidate's Name],
Thank you for taking the time to interview for the [Job Title] position with us. We appreciate your interest in joining [Company Name] and the effort you put into the interview process.
After careful consideration, we have decided to move forward with another candidate. This decision was not easy, as we were impressed with your skills and experiences.
To help you in your job search, we’d like to offer some feedback from our interview panel:
Strengths:
- Your communication skills were excellent, especially your ability to articulate complex ideas simply.
- We were impressed by your project management experience, particularly your role in [specific project].
Areas for Improvement:
- We suggest focusing on [specific skill or area] to better align with roles like the one you applied for.
- Consider gaining more experience in [specific technology or field] to strengthen your profile.
We encourage you to apply for future openings that match your skills and interests. Thank you once again for your time and interest in [Company Name].
Wishing you all the best in your job search.
Warm regards,
[Your Name]
[Your Position]
[Company Name]
[Contact Information]
Rejection email template: Post interview (without feedback)
In some cases, you may choose not to provide detailed feedback in a rejection email. This template offers a polite and professional way to inform candidates of your decision without going into specifics.
Subject: Thank You for Your Interview
Dear [Candidate's Name],
Thank you for taking the time to interview for the [Job Title] position at [Company Name]. We appreciate your interest in joining our team.
After careful consideration, we have decided to move forward with another candidate. We want to express our gratitude for the effort you put into the interview process and for your interest in our company.
We wish you all the best in your job search and future professional endeavors. Please feel free to apply for future openings that match your skills and interests.
Thank you once again for your time and interest in [Company Name].
Best regards,
[Your Name] [Your Position] [Company Name] [Contact Information]
Download Follow-Up Email Template After Sending Job Offer Letters in multiple formats
Wrapping Up
- Sending follow-up emails is more than just a formality; it's a chance to reinforce your employer branding and leave a positive lasting impression. By using these templates and adapting them to your specific needs, you can ensure a smooth and respectful candidate experience.
- Remember, clear and empathetic communication is key in recruitment. Consider using skills assessments to streamline your hiring process and make informed decisions.
Follow-Up Email Template After Sending Job Offer Letter FAQs
Why does every rejection email look the same?
Often, companies use generic templates to save time. However, personalizing rejection emails, even slightly, shows candidates you value their time and effort. Tailoring the message can improve your employer branding.
Should you use AI to write your rejection emails?
AI can help draft rejection emails, but review and personalize them before sending. Ensure the tone is appropriate and that any feedback is accurate and helpful. Avoid sounding robotic.
What's the best way to deliver bad news in a rejection email?
Be direct and honest, but also empathetic. Start by thanking the candidate for their interest and time. Clearly state that they are not moving forward, and if possible, offer a brief explanation.
Is it okay to give specific feedback in a rejection email?
Providing specific feedback can be beneficial, but be cautious. Ensure your feedback is constructive and based on objective criteria. Avoid subjective comments that could be misinterpreted.
How quickly should I send a rejection email after an interview?
The sooner, the better. Aim to send rejection emails within a week or two of the interview. Prompt communication shows respect for the candidate's time and keeps them informed.
What should I avoid saying in a rejection email?
Avoid vague language or clichés. Don't make promises you can't keep, such as guaranteeing future opportunities. Also, refrain from providing overly critical or negative feedback.
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