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For many candidates, a rejection email is the last thing they will ever hear from your company. It's short, it's easy to put off, and it's often written in a hurry. It's also the part of hiring that people tend to remember.
A candidate who gets a clear, respectful no can still leave with a good impression of you. They might apply again, recommend you to a friend, or say something kind when someone asks about your company. A candidate who gets silence, or a cold template with someone else's name in it, remembers that too.
This guide covers how to write rejection emails that are clear, kind, and quick, with examples for each stage of hiring. It's general guidance, not legal advice. Policies on feedback and records differ by company and by place, so check with your HR or legal advisor.
What Candidates Resent
Most complaints about rejection come down to a handful of things.
Silence. Hearing nothing after spending hours on an application is hard to forgive.
A slow answer. A no that arrives weeks later, after the candidate has either moved on or kept waiting.
Vague wording. A message that never actually says no, so the candidate has to guess.
Warmth that isn't real. "We were so impressed," followed by nothing that shows it.
A cold template. The wrong name, the wrong job title, or a note that sounds like a form.
Promises nobody keeps. "We'll keep your resume on file," when no one will.
A long defense. A paragraph that tries to justify the decision instead of just communicating it.
A survey in the same email. A request to rate your hiring process, before the candidate has had a moment to take in the news.
None of these takes much effort to avoid. It mostly takes a decision to treat the last email a candidate gets from you as something that matters.
Six Principles for a Good One
Be clear. Say no in the first or second sentence. Don't make the candidate read through three paragraphs of thanks to find out.
Be quick. Send it soon after you decide. A fast no is a kindness, because it lets the person move on.
Be plain. Write the way you'd speak to the person. Skip "we regret to inform you."
Be brief. Most rejection emails need a few short paragraphs, no more.
Match the effort. The more time a candidate put in, the more personal the message should be.
Be true. Only say things you mean, and only promise things you'll do.
Timing
Tell candidates at the start of the process when they can expect to hear from you. Then keep to it. Even a short update, such as "we need a few more days," is better than silence.
Send rejections soon after the decision is made. It's reasonable to wait on your top alternate until your chosen candidate has accepted the offer. For everyone else, there's no reason to wait.
If a process drags on, tell people. Many candidates would rather get a clear update than wait without knowing where they stand.
What Goes in the Email
A plain subject line. Something like "Update on your application for [Role]." Don't try to be clever.
Their name, spelled correctly. Check it before you send.
A thank-you that fits the stage. Thank them for applying, or for the time they spent interviewing, whichever is true.
The decision. In the first or second sentence.
One honest reason, if you can give one. Keep it short and job-related.
Something real you noticed. Only if it's true and specific.
What happens next. Including whether you'd welcome another application, but only if you would.
A real name at the bottom. A person, not a department.
Examples for Each Stage
Use these as starting points. Replace every bracket with something true, and change the wording so it sounds like you.
After an application, with no interview
Subject: Update on your application for [Role]
Hi [Name],
Thank you for applying for the [Role] position at [Company]. We've reviewed your application and decided not to move forward with it this time.
We read a lot of applications for each role, and this decision doesn't reflect on the effort you put in. If another role at [Company] interests you in the future, we'd welcome your application.
Best,
[Your name]
After a first interview or phone screen
Subject: Update on your application for [Role]
Hi [Name],
Thank you for talking with us about the [Role]. I enjoyed hearing about [one specific thing from the conversation].
After speaking with several candidates, we've decided to move forward with others whose experience is closer to what this role needs right now. I appreciate the time you gave us.
Best,
[Your name]
After a final interview
Subject: Your interview for [Role]
Hi [Name],
I wanted to tell you myself that we've decided not to offer you the [Role]. It was a hard decision, and I'm sorry to be sending this.
The main thing that tipped it was [one specific, job-related reason]. I'm glad to talk it through on a short call if that would help.
Thank you for the time and care you put into the process.
Best,
[Your name]
For a candidate you'd really hire later
Subject: Update on your application for [Role]
Hi [Name],
Thank you for interviewing for the [Role]. We've decided to go another way this time, but we were impressed by [one specific thing], and I'd like to stay in touch.
I'll reach out if a role opens that fits your background, and you're welcome to contact me too.
Best,
[Your name]
Use that last one only if you mean it. Promising to stay in touch and then disappearing is worse than not offering.
When a Candidate Asks Why
Candidates sometimes reply and ask for feedback. How you answer depends on your company's policy, so know it before you need it. Some companies don't give feedback for legal reasons. If that's yours, say so kindly and thank the person.
If you do give feedback, keep it useful and safe. Stick to one or two points. Make them specific, job-related, and something the person can change. Don't compare them to other candidates. Don't say anything about personal characteristics. Offer a short call or a brief email, and don't turn it into a debate.
If you use a scorecard, this gets easier. Your evidence notes show what you actually saw, so you can point to something real. Our guide to building a hiring scorecard covers how.
Phrases to Change
"We regret to inform you." Try "We've decided not to move forward."
"We'll keep your resume on file." Say it only if you will. Otherwise, leave it out.
"You were so close." Say it only if it's true. If it isn't, the candidate may wonder what they could have done differently.
"We went with a candidate with more experience." Say it only if that was really the reason. If it wasn't, it can mislead the person.
"Best of luck in your search." It's fine, but it's generic. Add something specific if you can.
Sending Them Without Sounding Like a Robot
If you reject many people, you'll need templates. That's fine. A few things keep them from feeling cold.
Write a separate template for each stage, since an application and a final interview call for different messages. Personalize the first line with something from their application or interview. Send from a real person's name and an address that accepts replies. Test every template by sending it to yourself, and check the name, the role, and the formatting.
Also look at what your applicant tracking system sends by default. Many tools send a generic message unless you change it, and it's easy to forget they're running.
When a Candidate Writes Back
Some people will reply. A few will be upset. Reply anyway, briefly and kindly. Thank them for writing, don't argue with the decision, and answer questions honestly.
If they ask to be considered again, tell the truth. If you'd welcome another application, say so. If you wouldn't, don't give false hope.
A Note on Candidates From Sport
If you hire from athlete networks, some candidates may be used to direct feedback and to selection decisions. That doesn't mean they want blunt rejections. A clear, specific, respectful answer tends to land better than a vague one for almost anyone. As with every candidate, don't assume how someone will take it.
Check Before You Send
Is the name right? Is the role right? Does the email say no in the first two sentences? Is there anything in it that isn't true, or any promise you won't keep? Is the reason, if there is one, about the job? Does a real person's name sit at the bottom? Was it sent soon after the decision?
And one more test. Would you be comfortable if the candidate forwarded this email to a friend? If the answer is no, rewrite it.
Look at Your Own Emails Again
Every few months, read your rejection templates as if you'd received them. Note how long it takes between a decision and the email going out. If you ask candidates for feedback on your process, do it in a separate message, a little later, and keep it short.
You don't have to fix everything at once. Pick the template you send most often, rewrite it using the examples above, and see how it reads. Then do the next one.
Where Free Agent Fits
Hiring well starts with finding good candidates, and treating the ones you don't hire well keeps your reputation strong for the next search. Free Agent is a private network of verified current and former athletes, so you can source candidates who have already been checked. If you're hiring, Free Agent is where to start.
Get started at gofreeagent.com
FAQs About Rejection Emails
How do you write a rejection email to a candidate?
Say no clearly in the first or second sentence, thank the person for the effort they put in, give one honest reason if you can, and say what happens next. Keep it short, use their name, and sign it with a real person's name.
How soon should you send a rejection email?
Soon after you decide. It's reasonable to wait on your top alternate until your chosen candidate accepts. For everyone else, a fast answer lets them move on.
Should you give a reason for the rejection?
You can, and it helps for candidates who spent a lot of time with you. Keep it to one honest, job-related point. Check your company's policy first, since some companies don't give feedback for legal reasons.
Is it okay to use a template?
Yes, if you write one for each stage, personalize the opening, and send it from a real person. A template becomes a problem when it has the wrong name or sounds like a form.
Should you reject candidates you never interviewed?
A short message is better than silence. It doesn't have to be long. Thank them, say you've decided not to move forward, and tell them they're welcome to apply for future roles if that's true.