How to Write the Perfect Rejection Email (With Templates)

Why Writing a Thoughtful Rejection Email Matters

Let’s face it: rejection emails aren’t exactly anyone’s favorite thing to write. But what if this small, often-overlooked message could shape how someone views your organization forever? In a world of auto-responses and silence, a sincere, well-crafted rejection letter can stand out like a lighthouse in the fog. Candidates—whether they make the cut or not—deserve clarity, dignity, and closure. Think back to the last time you were left in the dark after an interview. Frustrating, wasn’t it? A simple email can foster goodwill and even turn a rejected applicant into a future brand advocate.

Not convinced yet? Consider that many talented candidates might be the right fit for a future role. A positive rejection experience leaves the door open. It tells them your team values transparency and humanity. So, what goes into making that perfect rejection email? Let’s break it down.

Key Components of an Effective Rejection Email

Writing a rejection email is about balancing clarity and kindness. It isn’t about sugarcoating, but rather about offering a concrete, respectful response. Let’s walk through the essentials you should include in every rejection email:

1. Personalization

Use the candidate’s name—never start with a cold, generic greeting. Reference the role they applied for. If possible, mention a memorable aspect of the interview or application. Personal touches make the email feel intentional, not robotic. For instance, “We really appreciated your insights about remote team collaboration,” goes a long way.

2. Gratitude

Thank the candidate for taking the time to apply, and especially if they interviewed. Acknowledge the effort they invested—reviewing job descriptions, preparing for interviews, waiting anxiously for responses. A simple thank-you recognizes all of that invisible labor.

3. Clear Decision

Don’t keep them guessing. Politely but clearly let them know that they weren’t selected for the position. It helps reduce uncertainty and sets a respectful tone. Example: “After careful consideration, we have decided to move forward with another candidate.”

4. Encouragement and Feedback

While it’s not always possible to provide feedback, when it is, it adds great value to the candidate’s journey. A short note such as “We encourage you to apply again for future positions” leaves the door open. If appropriate, commend a strength you observed. Even the briefest feedback inspires growth.

5. Signature and Contact Info

Close with your name or the hiring manager’s name and include contact information if the candidate may reach out with questions. Make the conclusion warm and respectful. You’re not slamming the door—you’re gently closing it.

Common Mistakes to Avoid

Rejection is delicate territory. Say the wrong thing, and you might come off as cold or condescending. Here are pitfalls to steer clear of:

1. Being Too Vague or Too Harsh

Avoid generic lines like “We’re keeping your resume on file” unless it’s truly genuine. And never include harsh critiques. This isn’t the place to list shortcomings. The message should inform and comfort—not criticize.

2. Delayed Communication

Waiting weeks to respond leaves candidates in limbo. Timely follow-ups show respect for their time and emotional investment. A general rule? Notify your chosen candidate first, then promptly inform everyone else.

3. Automating Everything

Automation has its place, but make sure each email still feels human. Even a minor personalization—like including their name or interview topic—creates connection. Remember, the goal is to maintain a professional, human touch.

4. Ignoring Internal Candidates

Internal applicants deserve even more care. They’ve demonstrated interest in growing with your company. A generic rejection email can feel like a dead-end, whereas a thoughtful message keeps them engaged and motivated.

Rejection Email Templates You Can Use

Below are three rejection email templates tailored to different stages in the hiring process. Use these as a starting point:

Template #1: Early-Stage Rejection

Subject: Thank you for applying to [Company Name]

Dear [Candidate Name],

Thank you for your interest in the [Job Title] position at [Company Name]. After reviewing your application, we regret to inform you that we will not be moving forward with your candidacy.

We truly appreciate the time you spent applying and encourage you to explore other openings with us in the future.

Best wishes,

[Your Name]

[Your Job Title]

Template #2: Post-Interview Rejection

Subject: Your Interview with [Company Name]

Hi [Candidate Name],

Thank you again for taking the time to interview for the [Job Title] position. We enjoyed learning more about your experience and achievements. Unfortunately, we've decided to move forward with another candidate whose experience more closely matches our current needs.

We appreciate your interest in [Company Name] and hope you’ll consider applying for future positions.

Warm regards,

[Your Name]

[Your Job Title]

Template #3: Rejection for an Internal Candidate

Subject: Update on Your Application

Dear [Candidate Name],

Thank you for your interest in growing your career within [Company Name]. While we were impressed with your internal contributions and background, we’ve chosen a candidate whose skills better align with immediate team goals.

We value everything you bring to the company and hope you’ll continue to apply to future opportunities that match your goals.

Best,

[Your Name]

[HR or Relevant Manager]

Increasing Rebranding Opportunities with Thoughtful Rejection

A polished rejection email isn’t just a formality—it expresses your company values. It says something powerful: we care, even when the answer is no. Candidates talk, leave reviews, and form opinions. A well-timed, thoughtful message can influence how job seekers rate your onboarding experience—or even how they describe you on platforms like Glassdoor.

Some recruiters even follow up months later to re-engage strong candidates they didn’t hire initially. Isn't that relationship worth nurturing? By freeing rejection emails from lifeless templates and corporate buzzwords, you shape a positive narrative that lasts well beyond one application cycle.

FAQ

What should I include in a rejection email?

Your rejection email should include the candidate’s name, a thank-you for applying, a clear and concise message stating they were not selected, and a warm closing. Personalization, kindness, and professionalism are key.

How soon should I send a rejection email?

Ideally, you should send a rejection email within a few days of deciding not to move forward with the candidate. Prompt communication demonstrates respect for their time and consideration.

Should I ever offer feedback in a rejection email?

If appropriate and feasible, yes. Constructive feedback can help candidates grow and maintain a good impression of your organization. However, make sure the feedback is respectful, specific, and non-critical.

Are you ready to turn a tough task into a chance for powerful connection? The next time you click “send” on a rejection email, think of it as more than closing a door. You might just be cracking open a new one down the road—for both you and the candidate.