Candidate rejection email

Say no with care.

A candidate rejection email template gives you a clear, respectful way to close the loop at each stage of hiring. Download the editable set for application, phone screen and final interview decisions, then add a specific detail before you send.

Download the Word templates or download the copy-paste Markdown version.

Candidate rejection email template fields

Use only the details that help the candidate understand the decision. Keep the message direct, and don't promise feedback or future contact unless you can follow through.

A simple rejection email to candidate can be brief. Name the decision in the first few lines, offer thanks, and close without vague language such as “we'll keep your resume on file” unless your team actually retains applications and follows a defined process.

Candidate rejection email example

Subject: Update on the Customer Success Manager role

Hi Jordan,

Thank you for meeting with the team and sharing your experience with client onboarding. We have decided to move forward with another candidate for the Customer Success Manager role.

We appreciated hearing how you approach customer relationships. We know interviewing takes time, and we're grateful you considered Teriara. We wish you well with your search.

Best, Maya

This candidate rejection email after interview template is specific without giving a comparative score or an unsupported reason. If you can share useful, job-related feedback, keep it factual and consistent with your hiring process. You can also use the interview follow-up email templates for messages to candidates who are still in the process.

How to use the template

1. Choose the right stage. Use an application note for an early decision, a phone-screen note after a first conversation, or a final-interview note when the candidate has invested more time.
2. Confirm the decision. Check that the hiring team has made and approved its choice before sending a rejection email to candidate.
3. Personalize one line. Mention a real part of their application or conversation. If you can't add a specific detail, a sincere thank-you is enough.
4. Be clear and kind. State that you won't move ahead for this role. Don't bury the answer under praise or leave the candidate guessing.
5. Review and send. Check the name, role, and any stated next step. Send through your usual recruiting channel and follow your organization's retention and communication policies.

For a job rejection email template, adapt the level of detail to the stage. After an application review, a short note may be appropriate. After several interviews, acknowledge the time the candidate spent and include a personal detail where possible. A candidate rejection email template SHRM readers may expect to align with professional HR practice too: use consistent, job-related language and follow your organization's policies. This template is a communication starting point, not legal or HR advice.

Recruiters handling multiple openings can pair this message with the recruiting and staffing follow-up guide and its candidate follow-up timing guidance. Keep your process consistent, but don't make every message sound automated.

Variations by role or industry

• High-volume or hourly roles: Keep the message short, identify the location or opening if candidates may have applied to more than one role, and avoid unnecessary detail.
• Technical or specialist roles: Acknowledge a relevant strength only when you can name it accurately. Don't imply that the person was unqualified if the decision came down to another role-specific need.
• Executive or senior roles: Use a direct, personal note from the hiring lead when practical. Recognize the time spent with the team and be thoughtful about any next steps you offer.
• Recruiting and staffing agencies: Clarify whether the decision applies to one client opening or the candidate's wider relationship with your agency. Don't suggest another placement unless you intend to discuss one.
• Internal applicants: Follow your internal process and consider whether the manager should discuss the decision directly. Keep the email aligned with that conversation.

A quicker way to close the loop

Or skip the typing: Teriara drafts this from the conversation, in early access. You review, edit and send the message yourself. See Teriara's follow-up drafts for how it helps prepare messages after calls and meetings.

Frequently asked questions

How to write rejection email to candidate?

Start with a clear decision, thank the person for applying or interviewing, and add one genuine detail if you have one. Keep the explanation factual and avoid feedback you can't support or promises you can't keep.

How to send rejection email to candidate?

Confirm the decision and candidate details, choose a message that fits the hiring stage, and send it through your normal recruiting channel. If you've already discussed the decision by phone, a short written note can still close the loop and confirm any agreed next step.

Should a rejection email explain why the candidate was not selected?

You can provide concise, job-related feedback when it is accurate and consistent with your organization's process. If you aren't sure what can be shared, use a clear decision and a respectful thank-you without speculating about the reason.

Can I say I'll keep the candidate in mind for another role?

Only say this if you mean it and have a way to reconnect. Otherwise, wish them well without implying a future opportunity.

Get more follow-through help with Teriara, now in early access.