Rejection letter or email to candidates - Letter Sample

Get your free Rejection letter or email to candidates template

This candidate rejection letter or email template can save you a lot of time when sending negative responses to candidates. This customizable candidate rejection letter can be used to inform candidates about disqualifications in different stages of your hiring process. Writing and sending a clear and positive rejection letter is crucial for ensuring a great employer branding and improving your candidate experience, which can have a direct outcome on your future hiring success.

Candidate rejection letter

How to send a rejection letter or email to candidates

What is a rejection letter or email to candidates?

A candidate rejection letter or email is a document an employer sends to job candidates who did not make it into the next phase of your selection process.

A candidate is a successful job applicant, whose resume has been reviewed and who has been moved forward in your hiring process (e.g. sent an assignment).

The importance of a rejection letter or email to candidates

Writing and sending a clear and positive rejection letter is not only a kind, but a proper and professional way to address your candidates.

It is also crucial for ensuring a great employer branding and improving your candidate experience.

Candidates appreciate receiving official notification from companies in which they invested the time to apply.

Also, despite popular belief, a candidate’s experience doesn’t end when you decide not to hire them. Candidates that don’t make the cut for this position may be a perfect fit for some other current or future job opening.

Building a good talent pool and being ready to find and hire quality candidates is essential for more productive and faster hiring process.

How to use this template for applicant rejection letter or email?

To help you save time, we have created a standard candidate rejection letter and email template. Use and customize it to suit your needs, and send it via email or traditional mail.

It is very important to briefly but clearly explain the reason why the candidate did not pass to the next round of your hiring process. Please provide your candidates some constructive feedback and details about why you decided to reject them.

If you want to address a job applicant whose resume you reviewed you haven't spoken to at all, use Applicant rejection letter template. If you want to address a candidate who you interviewed, use this Post-interview rejection letter or email template.

Template for a rejection letter or email to candidates


Dear Mr./Ms. [insert candidate’s last name],

Thank you for your application for the [insert your job position title] at [insert your company’s name]. We really appreciate your interest in joining our company and we want to thank you for the time and energy you invested in your [insert applicable: job application/job assignment].

We received a large number of [insert applicable: job application/job assignment], and after carefully reviewing all of them, unfortunately, we have to inform you that this time we won’t be able to invite you to the next phase of our selection process.

Though your [insert applicable: education/qualifications/working experience/skills] are impressive, we have decided to move forward with a candidate whose [insert applicable: education/qualifications/working experience/skills] better meet our needs for this particular role.

We truly appreciate your expertise in [insert applicable industry] and interest in our company. We hope you’ll keep us in mind and apply again in the future.

If you have any questions or need additional information, please don’t hesitate to contact me by email [insert your email address] or phone [insert your phone number].

We wish you every personal and professional success in your future endeavors.
Once again, thank you for your interest in working with us.

Kind regards,
[insert your first name and last name]
[insert your job position title]
[insert your company’s name]

Need more HR and recruiting templates like this Candidate rejection letter? Check templates for Human Resources and templates for Recruiters. 

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