How to Write a Job Rejection Email (That Candidates Will Appreciate)
No one likes to send a rejection email - but they’re a key part of a respectful hiring process. Candidates who took the time to interview deserve to be informed of the outcome. Done well, a rejection letter can leave a positive impression and reinforce your employer brand, even for someone you didn’t hire.
Here’s why it matters, how to do it right, and a sample rejection email you can customize.
Why You Should Send a Rejection Email
Even though it’s tough news to deliver, sending a rejection email is a sign of a professional and empathetic hiring process. It:
Closes the loop for candidates who are waiting to hear back.
Saves your reputation - not only is ghosting candidates hugely disrespectful, it can lead to bad reviews on employer review sites or social media and is overall a bad look for your business.
Leaves the door open for future roles. Just because they weren’t a fit this time doesn’t mean they won’t be later.
Reinforces a positive candidate experience, which can influence whether a candidate recommends your company to others.
What to Include in a Job Rejection Email
Your message doesn’t need to be long or overly detailed, but it should be thoughtful. A good rejection letter typically includes:
A thank-you for their time and effort.
A clear statement that they weren’t selected.
A kind, encouraging tone (Don’t be robotic or cold).
Optionally, a note about future opportunities if you genuinely want to stay in touch.
A personalized comment if they made it far in the process or if you want to offer feedback.
When to Send It
Aim to send a rejection letter as soon as a decision has been made: for late-stage or interviewed candidates, notify them promptly and ideally after the final hiring decision has been made and the successful candidate has accepted the position.
Timing matters - candidates appreciate knowing where they stand so they can move on, so don’t leave them hanging.
Sample Job Rejection email
Here’s a basic email template you can adapt to your company tone and specific situation:
Hi [Candidate Name],
Thank you for your interest in the [Job Title] position at [Company Name]. We truly appreciate the time you spent applying and learning about our team.
After careful consideration, we’ve decided to move forward with another candidate for this role. This decision wasn’t easy, as we had many strong applicants, including you.
We’ll be keeping your information on file for future opportunities that may be a better match. In the meantime, we wish you all the best in your job search and professional journey.
Thank you again for your time and effort.
Warm regards,
[Your Name]
[Your Title]
[Company Name]
Keep It Human
You don’t need to over-explain or apologize, just be clear, kind, and timely. A rejection letter won’t make a candidate's day, but it can earn you their respect.
Want help building a more candidate-friendly hiring process? We can help.