Post-Interview Rejection Email Template

Sending a rejection email is an important part of the recruitment process. While it may not be mandatory, providing thoughtful feedback ensures candidates aren’t left waiting for an answer and helps protect your company’s reputation as an employer. With ready-to-use templates, HR professionals can automate candidate notifications and save time.

When Should You Send a Rejection Email?

Send the rejection as soon as the final decision has been made. Ideally, the email should be sent within 3–5 business days after the interview and no later than one week afterward.

What Should You Include in a Rejection Email?

To keep the message professional and respectful, make sure it includes these key elements:

• A sincere thank-you. Thank the candidate for their time, interest in the position, and effort throughout the recruitment process. This shows respect for their time and effort.
• Personalization. Address the candidate by name, clearly mention the position they applied for, and, where appropriate, refer to something specific from your conversation, such as a strong portfolio or a well-done take-home assignment.
• Constructive feedback. Candidates appreciate meaningful feedback. Explain the reason for the decision when possible—for example, that you chose someone with more relevant experience in a particular technology. This can help the candidate make more informed decisions in their future job search.
• Keeping the door open. If the candidate made a positive impression but wasn’t the right fit for this particular role, consider inviting them to stay in your talent pool for future opportunities. If there’s clearly no potential fit with the company’s values or culture, you can leave this part out.

Candidate Rejection Email Template

Subject: Your Application for the [JOB TITLE] Position at [COMPANY NAME]

Hello [CANDIDATE NAME],

Thank you for your interest in the [JOB TITLE] position and for taking the time to speak with our team during the interview process.

We were impressed by your professional background and achievements. However, we’ve decided to move forward with another candidate whose experience in [SKILL / FIELD] more closely matches our team’s current needs.

Thank you again for the opportunity to speak with you. We wish you all the best in your job search and future career!

Best regards,
[YOUR NAME]
[TITLE / COMPANY NAME]

Tip for Recruiters: Add this template to your ATS to send rejection emails in one click and reduce the time spent on routine tasks. To learn how to set up automated templates in PersiaHR, book an online demo with our manager.

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