How to reject candidates respectfully: email templates

Why rejections matter

Candidates invest time and hope in your process. A clear no lets them move on, and it leaves them with a fair view of your company. Silence leaves them guessing, and they remember it. Some of today's rejected candidates will be right for a future role, or will become customers.

A good rejection is prompt, polite, and honest. It does not need to be long.

After the application

Hi [Name],

Thank you for applying for the [Role] position at [Company]. We have reviewed your application, and we will not be moving forward with it for this role. We appreciate your interest and wish you the best in your search.

Regards,
[Name], [Company]

After an interview round

Hi [Name],

Thank you for taking the time to interview for the [Role] position. We enjoyed learning about your work on [specific topic]. After careful consideration, we have decided to move forward with other candidates whose experience more closely matches what we need for this role.

Thank you again, and we wish you every success.

Regards,
[Name]

After a final round

For candidates who reached the final stage, consider a short call before the email. Then follow up in writing:

Hi [Name], thank you for the time and effort you put into our process. It was a close decision, and we have chosen another candidate for this role. Your [specific strength] stood out to the panel. With your permission, we would like to keep in touch for future roles that match your profile.

Tips

• Send rejections within a few working days of the decision.
• Use the candidate's name and the correct role.
• Give specific, job-related feedback only if you can do so carefully; avoid personal remarks.
• Do not promise to keep a resume on file unless you will actually use it.

On hiARed, how quickly you respond and how often candidates are left without a decision appear on your Company Transparency Report, so respectful rejections strengthen your public hiring record.

Frequently asked questions