Candidate Rejection Email Template

Use this job rejection email in order to build and maintain a healthy relationship with applicants.

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The worst thing a job applicant can experience is nothing at all. It is crucial and healthy to communicate to a job applicant if they were not selected for the position, this way they can carry on with their job search. Sending a job rejection email is easier than you think and if done right, won’t harm your brand.

What should you include in the candidate rejection email?

Short and generic, that’s how a proper job rejection email should be written. However, there are a few factors you should definitely include. The following should be included in your job rejection email:

Subject line: Make the subject line clear so a candidate knows it’s about their job application. For example, Your Job Application to the Marvel Company.

Use their name: Don’t write a “cold email” by saying, Dear Applicant. Actually use the applicant’s name when writing the job rejection email.

Say thank you: Of course you should thank the candidate for their application to your company and the open position. However, don’t spend too much time on this section as they just want to know if they got the job or not.

Tell them the truth, that you’re moving forward with another candidate. Or you can even say that the position was filled, as long as you are straight to the point. Don’t mention the candidate who got the position or any specifics on why the candidate wasn’t chosen. If the candidate were to ask you why they didn’t get the job, it is your decision if you reply your feedback. However, do be mindful what you say as the candidate could accuse you of unlawful discrimination.

If you like the candidate for the company, but not the position they applied for, tell them. If you have an opening you think they would be great for, tell them. Or you can ask them to apply in the future – however only say this if you mean it. There is no need to get their hopes up if you aren’t being genuine.

Wish the candidate the best of luck in their job search. Make sure you finish the job rejection email on a positive note.

It is important that your job rejection email is respectful and isn’t cold. Keep it simple and generic, yet kind.


Candidate Rejection Email Template

Email Subject Line: Your application to ABC Productions

Dear Carlton,

Thank you for applying for the sales position at ABC Productions. I am writing to let you know that at this stage, we have chosen to move forward with a different candidate.

I was very impressed by your skills and accomplishments, especially your two Master degrees in law and business administration. I believe that you’d be a great fit for our company in any future openings we may have and I would be happy to reach out again if relevant.

I wish you the very best in your job search.

Best Regards,

Will Smith

The Fresh Prince of Bel-Air


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