Understanding What a Rejection Letter Is
A rejection letter is a formal communication sent to candidates who don't move forward in your hiring process. Whether you're screening applications, conducting interviews, or making final hiring decisions, this document serves a critical purpose in your recruiting strategy.
Why does this matter? Because how you reject a candidate shapes your company's reputation. The talent you pass on today might apply again in the future, refer others, or share their experience on industry platforms. Your rejection message reflects your organization's values and commitment to respectful communication.
The Best Way to Reject a Candidate
Rejecting applicants requires more than just a quick email. The best approach combines timing, personalization, and genuine consideration for the candidate's effort and experience.
Timing Matters in Your Hiring Process
When should you send rejection letters? The sooner, the better. Candidates appreciate quick feedback during their job search. Delaying your decision leaves applicants waiting and wondering, which damages your employer brand. Each stage of your hiring timeline presents different opportunities to communicate rejection clearly.
Choosing Between Email, Phone Calls, or Both
Can you inform a candidate over the phone about a job rejection? Absolutely. In fact, many recruiting teams use phone calls for candidates who've had in-depth interviews. This personal touch shows respect and allows for direct discussion. However, email templates work better for high-volume screening stages where you're reviewing hundreds of applications.
The conversation method depends on your position type, company size, and relationship depth with the applicant. For executive roles or candidates you've interviewed multiple times, a phone call combined with a follow-up email provides the best candidate experience.
Professional Rejection Email Templates for Every Stage
Template #1: Post-Application Rejection Email
Use this when screening resumes during initial application review:
Subject: Application Status for [Position Title]
\"Dear [Candidate Name],
Thank you for applying to our [Position Title] role. We appreciate you taking the time to submit your resume and learn about our company.
After careful review, we've decided to move forward with candidates whose qualifications align more closely with this specific position. Your background demonstrates strong skills, but we believe this role may not be the right fit at this moment.
We encourage you to apply for future opportunities that match your experience. Stay connected with us on LinkedIn or visit our careers page to discover new positions within our organization.
Best of luck in your job search.\"
Template #2: Post-Screening Rejection Letter
Send this after initial phone screening or skills assessment:
Subject: Feedback on Your Application for [Position Title]
\"Dear [Candidate Name],
We appreciate the time you invested in our screening discussion. Your communication skills and enthusiasm impressed our recruiting team.
However, we're moving forward with applicants whose technical background more closely matches our immediate needs. This decision reflects the specific requirements of this role, not your overall qualifications.
We'd like to remain in touch for future opportunities that better align with your experience. Consider connecting with our team on LinkedIn, and we'll keep your resume on file for appropriate positions.
Thank you for your interest in joining our company.\"
Template #3: Post-Interview Rejection Email With Feedback
Use this after candidates have interviewed with your hiring team:
Subject: Your Interview for [Position Title] at [Company Name]
\"Dear [Candidate Name],
Thank you for meeting with our team and sharing insights about your experience. The discussion gave us valuable perspective on your strengths and your interest in this role.
After careful consideration, we've decided to move forward with another candidate whose background more closely aligns with our immediate business needs. Here's constructive feedback from our hiring team: [specific skills or experience gaps].
We recognize your effort and the thought you put into preparing for this interview. Your professional approach and [specific positive quality] made a strong impression. We'd welcome your application for suitable roles in the future.
Keep in touch, and best of luck with your continued search.\"
Template #4: Final Round Rejection Message
Send this after final interviews when the decision was particularly close:
Subject: Final Interview Decision – [Position Title]
\"Dear [Candidate Name],
Our hiring team completed discussions with all final candidates for the [Position Title] position. This decision was among the most difficult in our recent recruiting process.
We're moving forward with another applicant who brought a unique combination of skills we need immediately. However, your interview performance, relevant experience, and professional qualities left us impressed.
We don't want this rejection to end our conversation. We'd like to stay connected and discuss other opportunities within our company that might emerge. Please feel free to reach out directly, or visit our organization's careers page to explore open roles.
Thank you for investing your time and energy in this process.\"
How to Reject a Job Applicant Over the Phone
Phone rejection scripts work best for candidates you've interviewed or engaged with directly. This personal touch demonstrates respect and allows for meaningful dialogue.
Phone Script for Rejection Conversations
\"Hi [Name], thanks for taking my call. I wanted to reach out personally about the [Position Title] role you interviewed for. Our team completed all our interviews and made our final hiring decision. While we were impressed with your background and interview performance, we've decided to move forward with another candidate whose experience more closely matched our immediate needs.
I want to be direct and respect your time. However, I'd like to keep this conversation open. Do you have any questions about our decision or feedback on your interview?\"
This approach shows you value the candidate's response and remain open to discussion. After the phone call, always send a follow-up email confirming what you discussed and leaving the door open for future opportunities.
Best Practices for Building Positive Relationships With Rejected Candidates
Should You Personalize Each Rejection Letter?
Yes. Personalization demonstrates that your company values each applicant as an individual. Use specific references to their resume, skills mentioned during screening, or positions they interviewed for. Generic rejection messages harm your employer brand and feel dismissive.
Even during high-volume screening, take 30 seconds to personalize subject lines and opening sentences. This small effort significantly improves how candidates perceive your organization.
Should I Ask for Candidate Feedback?
Asking for feedback through your rejection email or phone conversation works differently depending on the stage. For interview rejection, you can request feedback about their interview experience. For application rejections, focus on understanding their career goals rather than critiquing their qualifications.
Constructive dialogue helps rejected candidates feel heard and maintains your company's reputation as one that values people.
Rejection Messages for Different Candidate Categories
| Candidate Stage | Best Communication Method | Timeline | Key Message Focus |
|---|---|---|---|
| Application Screening | Email Template | Within 3-5 days | Gratitude for application; brief reason; future opportunities |
| Phone Screening | Phone Call + Email | Same day | Appreciation for time; skill alignment; stay connected |
| First Round Interview | Phone Call + Email | 1-2 days | Positive feedback; specific reasons; constructive direction |
| Final Round Interview | Phone Call + Email | Same day | Emphasis on close decision; acknowledgment of effort; sincere interest in future roles |
| Internal Candidates | In-Person Meeting + Email | Immediate | Growth opportunities; continued support; internal career development |
Handling Internal Candidates Differently
Internal candidates present unique challenges in your hiring decisions. These are existing employees who applied for new positions within your organization. How you handle their rejection impacts staff morale and future engagement.
Special Considerations for Internal Promotions
When rejecting internal applicants, schedule an in-person conversation with their direct manager present when possible. This ensures they understand the decision wasn't about their overall performance but rather about specific qualifications for this position.
Focus on growth opportunities and future roles that might better suit their skills. Help them understand what they can develop to become stronger candidates for similar positions. This approach maintains their motivation and keeps talented people committed to your company.
How to Stay in Touch With Rejected Candidates
Building Your Future Talent Pipeline
Don't let rejection end the relationship. Many rejected candidates become future employees. They improve their skills, gain new experience, and reapply. Your recruiting team should maintain contact through thoughtful engagement strategies.
- LinkedIn Connection: Connect with all interviewed candidates on LinkedIn. Share company updates, new positions, and industry insights.
- Talent Relationship Program: Add rejected candidates to a monthly newsletter featuring career development content and job openings aligned with their background.
- Annual Check-In: Reach out once yearly to reconnect and ask if they're exploring new opportunities. This shows you remember them and value their potential.
- Specific Role Notifications: When new positions open that match their resume, send personalized messages encouraging them to reapply.
- Professional Development: Share relevant industry articles, certifications, or skills training that could strengthen their candidacy for future roles.
How to Ensure Your Rejection Message Is Respectful and Straightforward
Essential Elements of Professional Rejection Communication
Your rejection message should contain four key components: acknowledgment of effort, clear decision statement, brief reason, and forward-looking statement.
Acknowledgment: Always express genuine gratitude for their time, effort, and interest. Candidates invested their energy in your hiring process—recognize that investment.
Clear Decision: Be direct. Don't leave ambiguity. \"We've decided to move forward with other candidates\" is clearer than vague language that might suggest they're still in consideration.
Reason: Provide context without being hurtful. Focus on fit with specific role requirements rather than personal shortcomings. Compare their qualifications to the position's demands, not to other candidates' abilities.
Forward-Looking Statement: Open the door to future opportunities. Encourage reapplication, suggest staying connected, or invite continued conversation.
Notification Strategies for Unsuccessful Applicants
| Communication Channel | Best For | Advantages | Challenges |
|---|---|---|---|
| Automated Email | High-volume screening rejections | Consistent, scalable, immediate delivery | Less personal; may feel impersonal |
| Personalized Email | Interviewed candidates | Personal touch; documented record; allows detailed feedback | Time-consuming; requires thoughtful composition |
| Phone Call | Final round or senior positions | Direct conversation; demonstrates respect; allows dialogue | Schedule coordination; emotional difficulty; time intensive |
| Phone + Email | All interviewed candidates | Combines personal connection with documentation | Requires significant recruiting team time |
| LinkedIn Message | Secondary contact method | Professional context; easy reference; builds network | Informal; less appropriate as primary notification |
Creating Positive Candidate Experience Through Rejection
Tips for Improving Your Rejection Process
How you handle rejection reflects your company's culture and values. Candidates who feel respected even in disappointment become brand ambassadors who share positive experiences with their network.
- Speed: Send rejection communications quickly. Candidates appreciate prompt feedback during their job search. Waiting weeks damages your reputation.
- Consistency: Apply the same rejection standards across your organization. All hiring managers should follow similar templates and processes.
- Honesty: Be truthful about reasons without being harsh. Candidates respect directness more than vague explanations.
- Respect for Skills: Acknowledge what the candidate did well. Point out specific strengths they demonstrated, even if they weren't the right fit for this role.
- Professional Tone: Maintain business-appropriate language in all rejections, whether email, phone, or written letter.
Common Questions About Candidate Rejection
Can Candidates Appeal Rejection Decisions?
Most companies don't encourage appeals after final hiring decisions. However, you can allow candidates to provide additional information if they believe you misunderstood their qualifications. Set clear expectations that appeals rarely change outcomes but demonstrate your willingness to listen.
How Do You Handle Multiple Rejections From The Same Candidate?
If someone reapplies after rejection, treat each application separately. They may have developed new skills, relevant experience, or stronger qualifications. Review their updated resume objectively. However, acknowledge their previous application and explain what specific improvements would strengthen future candidacy.
Should You Provide Detailed Feedback in Rejection Emails?
For candidates who've interviewed, yes—provide specific, actionable feedback. For application-stage rejections, keep feedback brief. Detailed criticism for rejected applicants you never spoke with can seem harsh and invite defensive responses. Save comprehensive feedback for interview candidates who invested more time.
Building Your Employer Brand Through Thoughtful Rejection
Every rejection message represents your company. Candidates share their experiences with friends, family, and online communities. A respectful rejection from your organization creates goodwill, while a dismissive one damages your recruiting reputation.
People remember how they felt when they received rejection news. They recall whether your team treated them professionally and whether you acknowledged their effort. This emotional response influences how they speak about your company and whether they'd consider future opportunities.
Thoughtful rejection messages demonstrate that your organization values people even when they're not the right fit for a specific position. This approach builds trust, strengthens your employer brand, and creates a pipeline of candidates motivated to work with your team when better opportunities align.