How To Reject A Candidate Via Email

Automated Rejection Prior To Interview

Tips on Rejecting Candidates | Talent on Tap

When there is a high volume of applicant submissions, an automated response process in conjunction with CRM technology makes it easier for HR to weed out applicants who do not meet eligibility requirements to advance to the interview stage.

Applicants will receive an automated rejection email template informing them that they will not be moving forward in the process.

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Job Applicant Rejection Letter Tips

  • Keep it straightforward. Dont make the applicant letters long-winded. Keep it professional and to-the-point.
  • Personalize your applicant rejection letters. Use the candidates name and position and, if they attended an interview, make a comment about their performance.
  • Be gracious. As well as being professional, you should also be gracious. The person applied for a job at your business because they wanted to work with you, so make sure that your applicant rejection letter is respectful and considerate.
  • Be honest. It may be tempting to say things you don’t mean in your applicant rejection letter. So, keep things simple. For example, don’t include that you want the candidate to apply for more openings going forward if you know that the person isnt a good fit for your business.
  • Be swift. When you know an applicant isn’t suitable for the role, don’t wait a long time before sending a rejection letter. Do it as soon as possible, so they will concentrate their efforts elsewhere.
  • Cushion the blow. When you have to give the candidate constructive criticism, start off with something positive. You can talk about things you were impressed with and then go into the skills or qualifications they were lacking. Always end on a positive note by wishing them well.
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    Example Of An Email To A Candidate Who May Fit A Future Opening

    Dear Angelo,

    On behalf of First Company Studios, I want to thank you for your interest and effort in applying for the Community Manager position. We appreciate the time you spent here with our team and enjoyed meeting and speaking with you during the interview.

    At this time, weve decided to move on with another candidate who has more experience handling social media applications. However, we were very impressed with your interview performance. We believe you would be a great asset to our team.

    Please check our list of vacancies next month, and I hope you consider applying for another position with us in the future. In the meantime, we wish you the best with your career and job search.

    Sample: How To Reject A Job Application Politely

    Job Candidate Rejection Letter

    Below is a sample employment rejection letter. While the email is concise, it also provides the information the candidate needs in a polite manner.

    Dear ,

    Thank you for taking the time to apply for the role at our company. We are grateful that you chose to apply to our company.

    Although we are impressed with your background and skills, we will not be moving forward with your application at this time. We had many qualified candidates, and we wanted to let you know that the position has been filled.

    Although we were not able to learn more about you this time around, we hope you apply to us again, and we will keep your information on hand for future opportunities.

    Thank you for your interest, and good luck with your search.


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    Rejection Email Template: How To Follow Up Gracefully With Candidates You Dont Hire

    Key Points:

    • Silver-medalist candidates may still have a future with your company candidate relationship management keeps rejected applicants engaged for future positions.
    • Application status notifications and interview feedback can give candidates a positive impression of your brand, even if theyre rejected.
    • Rejection emails dont have to mean goodbye instead, the application conversation for silver medalist candidates can be continued.

    For every successful candidate, you hire to fill a position, at least a few candidates wont make the cut. Its a good idea to follow up with them to let them know theyre no longer considered for the position. Otherwise, these candidates may feel like theyre left in limbo and may develop a poor opinion of your organization over time. In fact, 56% of applicants who are screened out never receive a rejection email or letter.

    Responding to unsuccessful job applicants via email, whether its a rejection to a resume submission or follow-up after an interview, is a significant part of the candidate relationship management process. Following up with a rejection email serves several purposes for you and your organization:

    How To Reject An Interviewee Politely

    Following a job interview, a hiring manager usually makes the important decision to either hire or reject an interviewee. Irrespective of why you turn them down, it’s important that you communicate politely, effectively and empathetically to every candidate you reject. The process, language and communication you use while dismissing an interviewee represents a company’s culture, so paying attention to these elements of your rejection can help you represent the company well.

    In this article, we discuss everything you need to know about rejecting a candidate politely and share templates to help you write an effective rejection e-mail to your job applicants.


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    Rejection Letter Email Template: For Start

    Subject Line: Your application to join our team

    Email Message:

    Hi },

    Thank you very much for your interest in working with us as a } at }. We really enjoyed reviewing your application, as it gave us a great impression of your personality and skill set.

    Unfortunately, we are unable to offer a role right now. But, as a company that is always growing, we really hope we can keep your details on file, as future positions may open up quickly.

    Should something open come up in the future that fits your profile better, we would love to be able to get back to you. Please let us know if that is okay with you.

    We wish you all the best in your job search and will hopefully speak to you soon!


    Tips For Writing A Good Rejection Letter

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    A rejection letter should be honest, clear and to the point. How you communicate within it can reflect positively or negatively on your business, so its important to be professional in both tone and language used. Other helpful tips include:

    • Address rejection ASAP: Not receiving feedback or any explanation for the rejection leaves candidates wondering what went wrong, which may result in loss of productivity at their current position, unnecessary stress or even depression. A clear rejection letter lets candidates know where they stand and stops them from waiting around for updates, especially when theyre applying or interviewing for multiple jobs.
    • Avoid unnecessary fluff: While many candidates might appreciate sincere personal thanks, its best to keep asides to a minimum and stay away from making any kind of excuses.
    • Use a template: Rejection letters are relatively short but still need to provide pertinent details about why a candidate isnt considered for employment or another role. A template provides enough customization options to prevent your letter from sounding generic, and it can also cut down on typos or unprofessional gaffes.

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    Explain The Selection Process

    As you meet with interviewees over the phone, online and in-person, be sure to explain how the selection process works. Tell them how your company communicates and describe what to expect throughout each step. If possible, provide an estimated timeline. If your company screens candidates by phone before the first interview, this is the best time to let them know about your selection process. Once candidates understand the different variables involved, they’ll be more receptive to a possible rejection later.

    Four instances of when to communicate regarding an interviewee’s status include:

    • Application received

    • Results of the interview

    • A job offer or rejection

    It is important for hiring managers to communicate well throughout the selection process to remove the possibility of any uncertainty and confusion.

    Related:What to Expect at Every Stage of the Hiring Process

    Relief For The Candidate

    The candidate got rejected, but waiting and overthinking whether they got selected or not makes the entire interview experience worse. Contrary to popular belief, a candidates experience does not end when you decide not to hire them. Those candidates you rejected for this particular position may be fit for a future opening.

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    Keep Candidates Informed With These Candidate Rejection Email Templates

    Hiring candidates can be a hectic process. Sometimes that means things that should get done don’t. When your hiring team is swamped reading resumes, scheduling interviews, and assessing candidates, one of the first things to go is often sending out candidate rejection emails. But this is an important part of the candidate experience. Fortunately, we’ve got a candidate rejection email template to help make it easier.

    For many years, companies informed job applicants that they should assume that they didn’t get the job if they didn’t hear back after a few days or weeks. And according to, up to 44% of interview candidates said they waited for a response from hiring managers for up to two weeks. 15% reported waiting for months to hear back.

    Template For A Rejection Letter Or Email To Applicants

    Free Download: 7 Candidate Rejection Email Templates For HR

    Use this rejection letter sample or rejection email template to save time. This rejection letter sample or rejection email template contains all the most important elements that a good rejection letter should have. Use this rejection letter sample or rejection email template and feel free to customize it to fit your own needs.

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    Template #2 To Candidates Rejected Post

    Subject: Your application to < YOUR COMPANY NAME>



    Thank you for considering our company and taking the time to attend the interview. We truly appreciate your effort.

    Unfortunately, we would not be able to take this forward. We had a diverse pool of exceptional candidates just like you and found someone who closely matched our requirements. We were excited to meet you and found your profile quite impressive. We urge you to keep a tab on our < CAREERS PAGE> and apply to our future job openings.

    From our end, we assure you that we will get back to you when we spot the closest suitable role for you.

    When To Call And Reject A Job Applicant

    Either the hiring manager or the HR staff should call the applicants you are rejecting just as you call the applicant to whom you want to make the job offerif not sooner.

    You want to leave each applicant with a positive view of your organization which simple, timely communication will achieve. This positive impression may affect your candidate’s application to your organization in the future.

    Or the impression he or she takes away may affect other potential candidates for your jobs. Candidates do talk and often, like birds, they flock together to pursue an employer of choice.

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    Template For Rejecting An Interviewee By Email

    You can use the following template to write an email when rejecting a candidate:

    Subject: application at

    Here’s a useful example of what an effective interviewee rejection email could look like:

    Subject line: Project Manager application at Stapleton’s Inc.

    Dear David,

    I want to thank you for spending valuable time and effort while interviewing with us for the project manager position. We thoroughly enjoyed meeting you and learning about your experiences with operations and project management. Your passion for operational efficiency is contagious.Regretfully, we have decided to continue our selection process with another candidate who has a specific qualification which most closely matches what we’re looking for in this role.We have a difficult time reaching this decision, due to your comprehensive resume and great personality.

    That said, we would like to keep your resume and details on our files, so we can contact you if a position which better matches your profile opens up. With your consent, we would like to share your resume with our sister company, Hooveten.

    If you have any further questions, please do not hesitate to reach out to me using my details below.

    Wishing you all the very best in your future applications and endeavours.

    Regards,Anita Tan

    Rejection Email To A Candidate Who Was A Good Fit

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    Hi Jane,

    We really appreciate you applying to the Marketing Manager position at ABC Corporation. We know that many companies are hiring, and thank you for taking the time to visit us and interview with our team.

    At this time, we have chosen to move forward with a different candidate whose experience more closely matches our needs. We were very impressed by your in-depth knowledge of our product line and believe you would have made a great fit with our culture. Ultimately, the decision came down to the other candidate having a little more leadership experience.

    We expect to have other positions open soon in our marketing department. We hope that you will not mind us reaching out about any openings that we feel you would be a good fit for. Additionally, we encourage you to apply to any positions you are interested in.

    The best of luck with your search. We know that you will make a great team member wherever you end up.

    Warm regards,

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    Focus On The Positions Requirements

    When you provide a reason for the rejection, focus only on the positions requirements, and dont include comments about the candidates personality or presentation. These comments can be unnecessary or inappropriate and may distract the candidate from your more valuable content. Focusing on the positions requirements can provide an objective standard to explain why you didnt choose the candidate.

    Always Thank The Candidate For Their Time And Efforts

    Whether you want to proceed with a candidate for further hiring rounds or not, making them feel valued for their time and effort is the least you can do. Doing this makes your recruiting process more transparent, and can even serve as your differentiator among other recruiters.

    A bad example: Thank you for applying to the position of job role at company name.

    A good example: We really appreciate that you took the time to consider us.

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    Make It Short And Sweet

    No one wants to read a novel about why they arent getting a job. Keep your rejection letter short and sweet. One to two paragraphs that include all of the critical information will suffice. Let them know that they wont be moving forward, that you appreciated their time, add any additional information that you feel is necessary, and then move on. If they reach back out for more information, try to keep that quick and concise as well.

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