12 Candidate Rejection Email Template Samples in 2022

A hiring manager must take into account each applicant’s strengths and skill sets after a round of interviews. If you decide not to move forward with top candidates, you must let the others know before proceeding with top candidates. It’s crucial to carefully select your words when composing a rejection email template. Being kind and considerate will ensure the recipient still has a positive perception of your company, even though they may not welcome the news that they are not going to be hired.

If you don’t know how to craft the Candidate Rejection Email then this article will guide you.

Subjects for “Candidate Rejection Email”

To ensure your recipient candidate knows who sent the rejection email and what the context is, keep your subject line as simple, clear, and professional as possible. If you don’t know what to write in the subject line of your Candidate Rejection Email then you can go ahead and use one of the following:

  • Your application to {Company name}
  • {company name} follow-up
  • Your application for the {job title} position at {name of the company}
  • Update on {job title}
  • Job application – {name of candidate}
  • {name of candidate} – {job title} at {name of the company}
  • {name of the company} {job title} position

1. Candidate Rejection Email after Interview

Dear {Name},

Thank you for taking the time to meet with our team about the {role title} role at {company name}. It was a pleasure to learn more about your skills and accomplishments.

Unfortunately, our team did not select you for further consideration.

I would like to note that competition for jobs at {company name} is always strong and that we often have to make difficult choices between many high-caliber candidates. Now that we’ve had the chance to know more about you, we will be keeping your resume on file for future openings that better fit your profile.

I am happy to answer your questions if you would like any specific feedback about your application or interviews.

Thanks again for your interest in {company name} and best of luck with your job search.

Kind Regards,
{Sender Details}

2. Politely Reject a Job Application

Dear {Name},

Thank you very much for offering me the position of {Job Title} with {Company name}. I appreciate the offer and your interest in hiring me.

Unfortunately, I have {Sate the reason for declining the opportunity}.

Again, I do appreciate both the offer of employment and your consideration. Thank you for such a pleasant interviewing experience.

Yours Sincerely,
{Sender Details}

3. Rejection Email after Phone Screen

Dear {Name},

Thank you for your time. I enjoyed speaking to you over the phone.

We’ve had a lot of interest in this role, which means we’ve had to make difficult decisions when selecting who to move forward with in the process. Unfortunately, after {reviewing your relevant experience/ technical interviews/etc.}, we will not be moving forward with your application at this time. 

Although this position did not work out, our networks are very important to us. We encourage you to keep an eye out for any roles you feel are a good match with your skills and experience. If there's a new position that's a good fit, reach out to us! And, of course, we'll keep your information on file in case there's ever a new role that fits your experience or expertise.

Yours Sincerely,
{Sender Details}

4. Job Rejection Email from Employee

Dear {Name},

Thank you very much for offering me the opportunity to work at {Company name}. I appreciate the time you spent meeting with me to discuss the job.

It was a difficult decision, but I will not be accepting the position.

I would, again, like to express my gratitude for the offer and my regrets that it did not work out. You have my best wishes in finding a suitable candidate for the position. I wish you and the company well in all future endeavors.

Yours Sincerely,
{Sender Details}

5. Rejection Email from Recruiter

Dear {Name},

Thank you for taking the time to consider {Company_name}. We wanted to let you know that we have chosen to move forward with a different candidate for the {Job_title} position.

{Optionally, include feedback from the hiring process for candidates who may be suitable for future openings:} Our team was impressed by your skills and accomplishments. {It’s best to include something that specifically drew your attention}. We think you could be a good fit for other future openings and will reach out again if we find a good match.

We wish you all the best in your job search and future professional endeavors.

Kind Regards,
{Sender Details}

6. Referral Rejection Email

Dear {Name},

Thank you so much for referring {a candidate / candidates} for our open position. Unfortunately, we will not be moving forward with your referral[s]. I’d appreciate it if you let them know that it’s not a good fit right now, but that we deeply appreciate their interest in the position and would be happy to keep them in mind for the future.

Thanks again for participating in our employee referral program!

Best wishes,

Yours Sincerely,
{Sender Details}

7. Job Rejection Email Response

Dear {Name},

Thanks for letting me know about your decision.

While I’ll admit that I’m disappointed I won’t be able to work as part of the {Company} team, it truly was great to meet you and learn more about the great work that you’re doing.

I’m excited to keep following {Company} as the team {pursues a specific current company goal}, and I’ll keep an especially close eye on {project/development you discussed in your interview}.

Thanks once again for the opportunity, and I hope our paths cross again in the future. I’m wishing you and {Company} all the best moving forward.

Best wishes,

Yours Sincerely,
{Sender Details}

8. Internal Candidate Rejection Email

Dear {Name},

Thank you for your interest in the open position of {Job Title}. {The Search Committee or individuals in a department who interviewed, etc. and} I appreciate the time you devoted to our interview and the opportunity to have met with you. You are to be commended on your fine qualifications and professional accomplishments.  However, after serious consideration, the position has been offered to an individual whose specific skills and experience are more closely matched to the needs of the {Position or Department}.

{I/We} wish you success in your search for enhanced professional opportunity.

Yours Sincerely,
{Sender Details}

Examples of Keywords Used in Email-

  • Name – Naveen
  • Sender Details – Naveen
  • CEO Emailformatsample.com
  • Date/Time – 15 October 2021

Tips for writing “Candidate Rejection Email

  • Let them know you appreciate them
    A candidate should always be thanked for the time they took to learn about your company and for their interest. Along with being polite in applications, this message also indicates you value applicants’ time when coming in for interviews.
  • Use their first name
    When you are referring to applicants, always use their first names and the position title. Consider including a note or something that impressed you from the conversation as well.
  • Feedback
    If you have the time, and especially if candidates have spent a lot of time preparing for the interview, give them some feedback. This will provide them important perspective and may help them decide what to do next.
  • An invitation to reapply
    Let a candidate know you are interested in contacting them for future opportunities if you think they are a good fit for the company, but not now. 


It would help if you kept in mind that your email must be in as simple language as possible. We hope that you liked these templates and found them helpful. We also hope that your Candidate Rejection Email meets with politeness and a positive attitude. If you have any suggestions related to the same, do mention them in the comments below.


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