6 Rejection Email Templates After Interview & Other Scenarios

Muthiah Aulia is a professional SEO specialist and writer with a keen focus on digital marketing. Her writing provides insightful guidance and tailored advice designed to help companies and businesses enhance their digital presence and refine strategies for attracting top talent.

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It's inevitable in recruitment that HR has to filter out candidates and only select those who best fit the job role. This often involves sending a rejection email, particularly after an interview, confirming the status of their application. But it's essential to consider a few key points when writing this rejection email.

By considering these points, it can be ensured that candidates accept the news as gracefully as possible. Let's take a look at what a good rejection email looks like.

Writing a Rejecting Candidates Email After Interview: Tips and Examples

When sending a rejection email after an interview, it's essential to be straightforward but not too blunt.

Here are some tips to follow:

1. Personalize the Letter

Even if you’re using a standard template for all rejection letters, tailoring it to the individual candidate is a nice touch. Include their name, the position, and anything memorable from the interview.

Another way to add a personal touch to the rejection letter is by giving some constructive feedback on how they did in the interview. This can enhance your company branding and give candidates a valuable experience.

2. Keep It Short and Sweet

Make sure your rejection email is to the point. Don’t make applicants read through lots of praise before discovering they weren't selected. Be respectful of their time and deliver the message sooner rather than later.

3. Maintain Professionalism and Kindness

When composing a rejection email, ensure it is done politely and professionally. This approach can help alleviate negative feelings the candidate may have.

Utilize the "sandwich method," where you surround the unfavorable news with two positive statements. Start by praising the applicant for a specific skill or experience that stood out.

Following that, inform the candidate that you have selected another individual for the position. Conclude by expressing gratitude for their time and wishing them success in their future pursuits.

4. Send The Candidate Rejection Email Swiftly

Ensure the rejection email is sent as soon as the decision has been made. Candidates are likely anticipating your update, mainly if they have gone through an interview.

Prompt communication demonstrates your consideration of the candidates' feelings.

5. Consider Providing Interview Feedback

When sending a rejection email, it is worth considering including interview feedback. This communicates to the candidate that you valued the time spent in their interview.

Sharing constructive feedback can help alleviate the candidate's disappointment and offer guidance on potential improvements for future interviews.

Examples of Candidate Rejection Emails Following an Interview

Here are a few examples of such emails to provide a reference of what a post-interview rejection email may look like.

1. Application Rejection

Subject: Your Application to [Company Name]

Dear [Candidate's Name],

I hope this message finds you well. We are grateful to you for completing the application process for the [Job Title] position at [Company Name]. We understand that looking for a job requires considerable time and effort.

After conducting a rigorous review of various applications, we are proceeding with other candidates who align more closely with our present requirements. Please bear in mind this does not reflect your qualifications or experience. We admire your interest in joining our team and encourage you to apply for future positions that match your skill set. We wish you the best in your job search.

Best Regards,

[Your Name]

2. Rejecting Candidates in the Screening Stage

Subject: [Company Name] Application Status

Dear [Candidate],

We sincerely thank you for submitting your application to [Company Name] and for your interest in working with us. Considering the surge of applications we received, we appreciate your patience as we delicately screened every single one.

We understand this may not be the outcome you hoped for, and we empathize with your disappointment. Regrettably, we will not be advancing with your application at this stage. However, we genuinely admire your candidature and encourage you to apply for future positions for which you'd be a good fit.

Once again, we extend our gratitude for your time and patience, and we hope you'll consider applying again in the future—best of luck in your job search.


[Your Name]

3. Rejecting Candidates in the Early-Stage Interview

Subject: [Company Name] Interview Update

Dear [Candidate],

We hope this message finds you well. We are sincerely grateful for taking the time to participate in our interview process for the [Job Title] position at [Company Name]. We enjoyed learning about your skills and experiences, which made our decision-making process challenging.

However, after careful consideration and a thorough evaluation of all applications, we have decided to proceed with other candidates at this juncture. We assure you that your application was compelling and that we will gladly keep your credentials on file for any potential future opportunities that align with your background and expertise.

Best wishes for your future career pursuits.


[Your Name]

4. Rejecting Candidates in the Final-Stage Interview

Subject: Your Interview at [Company Name]

Dear [Candidate],

Firstly, thank you for your continued interest in the [Job Title] position at our company and for investing significant time and effort into the interview process. Your qualifications, dynamism, and eagerness left a great impression on our team. We appreciate the opportunity to get to know you, learn about your experiential background, and discuss how [Company Name] could benefit from your talents.

After a careful review, we have decided to extend an offer to another candidate whose background and career objectives closely match what we seek for this position.

We recognize your effort throughout this process and are grateful for your interest in our company. We will gladly keep your application on file for future opportunities that align with your skills and interests.

Best Wishes,

[Your Name]

5. Rejecting Candidates After a Phone Call

Subject: [Company Name] Interview Update

Dear [Candidate],

Thank you for participating in the recent phone interview with our team at [Company Name]. We appreciate your availability, interest, and the valuable insights you shared regarding your qualifications and experience.

After carefully assessing and comparing qualifications among diverse applicants, we have decided not to proceed with your candidacy. While your qualifications were impressive, we have moved forward with another candidate whose professional experience more closely aligns with our current business needs.

We genuinely appreciate your effort in this process and invite you to apply for relevant future opportunities within our organization. We wish you all the best as you pursue your professional goals.

Warm Regards,

[Your Name]

6. Encouraging Reapplication in a Rejection Letter

Subject: Regarding your Application at [Company Name]

Dear [Candidate],

Thank you for investing the time to apply and participate in the interview process for the [Job Title] role at [Company Name]. Your application was robust, and we enjoyed learning more about your skills, aspirations, and career trajectory.

Regrettably, we have decided to proceed with another candidate for this specific job role at this stage for reasons related to the precise requirements of the position. That said, we perceive a high amount of potential in your application. With your distinct qualifications and strengths, you could be a valuable addition to our team in the future.

We would encourage you to consider future roles at [Company Name] and apply for any positions that align well with your professional expertise and career goals. We wish you every success and look forward to considering your candidacy again.

Best regards,

[Your Name]

Delivering rejection news with kindness and consideration is crucial as it can leave a lasting, positive impression on candidates, even if they weren't the right fit for the position this time. Understanding the importance of maintaining positive relationships with all candidates can not only enhance your company's reputation but also build a talent pool for future openings.

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