Rejecting candidates is part of hiring. Silence or rushed wording damages trust fast. A clear, respectful candidate rejection email protects your employer brand, reduces follow up questions, and shows candidates that their time mattered.
Candidates talk. They share experiences on LinkedIn, Glassdoor, Reddit, and in private Slack groups. A thoughtful rejection email to a candidate signals professionalism and care, even when the answer is no. It also creates internal clarity. Hiring teams spend less time replying to awkward follow ups and more time moving the role forward.
Clarity and kindness work together. Here, we’ll show you how to reject a candidate politely, what to say, when to say it, and how to handle internal candidates with care. You’ll also find practical templates, phrases you can adapt, and common mistakes to avoid.
How do you politely reject a candidate in an email?
A good candidate rejection email respects the candidate and the process. It communicates a clear decision without defensiveness or false reassurance.
At its core, a polite job rejection email does four things well:
- States the outcome early and clearly
- Uses neutral, respectful language
- Thanks the candidate for their time and effort
- Avoids vague promises or mixed signals
Polite doesn’t mean padded with clichés. Candidates consistently say they prefer honesty over soft language that leaves them guessing. A rejection email to a candidate should answer the question they came for: did I get the job? Once that’s clear, empathy and professionalism can follow.
Polite vs performative language
Performative rejection emails sound kind on the surface but create confusion underneath. Phrases like “we were blown away” or “this was an incredibly difficult decision” can feel empty when paired with no context and no next steps.
Polite language is specific, grounded, and calm. It acknowledges the effort without inflating expectations. Candidates notice the difference.
How to write an email to unsuccessful candidates
A strong unsuccessful candidate email follows a simple structure. Consistency matters, especially if you are hiring at scale or across teams.
Subject line guidance
Your subject line should set expectations without being abrupt. Avoid clickbait or overly vague wording.
Effective options include:
- “Update on your application for [Job Title]”
- “Next steps regarding your interview with [Company]”
- “Your application to [Company]”
Avoid subject lines that sound celebratory or ambiguous. Candidates often read these emails on their phones. Clear context helps them process the message quickly.
Opening line
Open with appreciation and context. Use the candidate’s name and reference the role or interview stage.
Example:
- “Thank you for taking the time to speak with our team about the [Job Title] role.”
This signals respect and shows the email is not a mass send, even if it was generated from a template.
Decision statement
State the decision clearly and directly. This should come early in the email.
Example:
- “After careful consideration, we have decided to move forward with another candidate.”
Avoid delaying the decision behind long explanations. Candidates should not have to search for the outcome.
Optional feedback mention
If you offer feedback, be intentional. Only mention it if you plan to provide it.
Example:
- “While we are not able to offer detailed feedback at this time, we appreciate the work you put into the process.”
Or, if feedback is available:
- “If you would find it helpful, we are happy to share brief feedback.”
Professional sign off
End with a warm, professional close. Keep it simple.
Example:
- “Thank you again for your interest in [Company]. We wish you the best in your continued search.”
How do you politely reject an internal candidate?
An internal candidate rejection email carries more weight. You are communicating with someone who already works at the company and likely took a professional risk by applying.
Internal rejections affect morale, trust, and retention. According to research by Hirebee, internal mobility is strongly linked to employee engagement and retention. Poor handling of internal rejections undermines that benefit.
Why internal rejections require more care
Internal candidates bring institutional knowledge and long term investment. A rejection without context can feel personal, even when it’s not intended that way.
An internal candidate rejection email should:
- Acknowledge the courage it takes to apply
- Reinforce the employee’s value to the organization
- Provide clear next steps or development guidance
When to move the conversation off email
Email alone is rarely enough. For most internal candidates, best practice includes a live conversation first, and a follow up email summarizing the decision and next steps.
This approach shows respect and reduces misinterpretation. It also gives the employee space to ask questions and process the outcome.
When to notify unsuccessful candidates
Timing shapes candidate experience as much as wording. Delayed communication signals disorganization or lack of care, even when the hiring team is simply busy.
Recent research by SHRM found that long hiring timelines and poor communication are among the top reasons candidates withdraw from consideration or speak negatively about an employer.
Here are some general timing expectations of when to notify unsuccessful candidates, although some companies have stricter timelines:
- After application review: Within 1 to 2 weeks
- After interviews: Within a few days of the final decision
- After final rounds: As soon as the offer is accepted
Do you tell unsuccessful applicants first?
In most cases, no. The best practice is to extend and confirm acceptance of the offer, then notify unsuccessful candidates promptly.
This avoids confusion if an offer falls through. It also prevents candidates from hearing news indirectly through their networks.
High volume roles may require batching responses. Senior or final round candidates deserve faster, more personalized communication.
What are some polite rejection phrases?
Clear phrasing saves time and reduces emotional labor. When candidates understand the outcome quickly, they’re less likely to read between the lines or follow up for clarification. The examples below are intentionally simple. They’re easy to personalize and work across industries and seniority levels.
Early stage rejection
Early stage rejections are often high volume. The goal here is speed, clarity, and respect. These candidates may have only applied or completed an initial screen, so the message should be brief and direct without sounding dismissive.
Useful phrasing includes:
- “We have decided to move forward with candidates whose experience more closely matches our needs at this time.”
- “Thank you for your interest. We will not be progressing with your application.”
- “After reviewing your application, we have decided not to move forward at this stage.”
- “We received a large number of applications and have chosen to proceed with a smaller group whose background aligns more closely with the role.”
- “We appreciate the time you took to apply, but we will not be moving ahead with your candidacy.”
These phrases work well because they set a clear outcome and avoid unnecessary explanation. At this stage, candidates are typically looking for confirmation, not detail.
Post interview rejection
Post interview rejections carry more emotional weight. Candidates have invested time preparing, speaking with your team, and imagining themselves in the role. Acknowledge that effort before stating the decision.
Helpful phrasing includes:
- “We appreciated the chance to learn more about your experience, but we have decided to move forward with another candidate.”
- “This was a competitive process, and we made our decision based on role specific needs.”
- “Thank you for taking the time to meet with our team. After careful consideration, we have decided not to move forward.”
- “We enjoyed our conversations and appreciate the work you put into the interview process. At this time, we have chosen to proceed with another candidate.”
- “Our decision was a close one, but we have moved forward with a candidate whose experience more directly fits our current priorities.”
These phrases balance appreciation with clarity. They avoid over praising while still recognizing the effort involved.
Internal candidate phrasing
Internal candidates require extra care. They’re already part of the organization and may continue working with the people involved in the hiring decision. The language should reinforce trust, belonging, and future opportunity.
Effective internal candidate wording includes:
- “We value your interest in growing within the company and encourage you to continue exploring future opportunities.”
- “This decision does not reflect your performance in your current role.”
- “Thank you for putting yourself forward for this opportunity and for the openness you brought to the process.”
- “We appreciate your interest in expanding your scope here and hope you will continue to pursue internal roles that align with your goals.”
- “Your contribution to the team remains highly valued, and we look forward to supporting your continued development.”
These phrases help separate the hiring decision from the employee’s overall value. They also signal that internal mobility is encouraged, not penalized.
No feedback wording
Not every organization can offer feedback, and not every role allows for it. When feedback isn’t available, it’s better to be clear than to imply a future conversation that won’t happen.
Clear ‘no feedback’ phrasing includes:
- “We’re not able to provide detailed feedback at this time.”
- “Due to the volume of applications, we cannot offer individual feedback.”
- “We’re unable to share specific feedback for this role.”
- “While we appreciate your interest, we’re not able to provide personalized feedback.”
- “We’re not offering feedback as part of this process, but we wish you the best in your continued search.”
These statements set boundaries without sounding defensive. Candidates may be disappointed, but they are less likely to follow up when expectations are clear.
Candidate rejection email templates
Candidate rejection emails work best when they are simple, direct, and thoughtfully written. Hiring decisions often come with time pressure and emotional weight, which makes clear wording even more important. A well-structured rejection email helps teams communicate consistently while still sounding human and considerate.
The examples below focus on clarity and tone rather than perfection. They’re designed to state the outcome plainly, limit unnecessary back and forth, and respect the time and effort candidates put into the process.
1. Early application rejection email
This template works best when a candidate has applied but has not yet spoken with anyone on the team. The goal is to close the loop quickly without unnecessary detail.
Subject: Update on your application for [Job Title]
Hi [Name],
Thank you for your interest in the [Job Title] role at [Company]. We appreciate the time you took to apply.
After reviewing your application, we have decided not to move forward at this stage. We received a high volume of applications and made decisions based on current role requirements.
Thank you again for your interest in joining our team, and we wish you the best in your job search.
Best regards,
[Name]
[Title]
2. Post interview rejection email
Candidates who have interviewed deserve acknowledgment of their effort. This template balances appreciation with a clear decision and avoids over explaining.
Subject: Thank you for your interview with [Company]
Hi [Name],
Thank you for taking the time to meet with our team and discuss the [Job Title] role. We enjoyed learning more about your experience.
After careful consideration, we have decided to move forward with another candidate. This was a thoughtful decision based on our current needs.
We appreciate the effort you put into the process and wish you continued success in your search.
Kind regards,
[Name]
[Title]
3. Internal candidate rejection email
Internal rejections should reinforce trust and signal that applying was the right thing to do. This email should usually follow a live conversation, not replace it.
Subject: Follow up on [Job Title] application
Hi [Name],
Thank you for your interest in the [Job Title] role and for taking the time to apply. We appreciate your initiative and commitment to growing within the company.
After review and discussion, we have decided to move forward with another candidate. This decision was based on specific role requirements and does not reflect your performance or value to the team.
I would be happy to connect to discuss feedback and future development opportunities.
Thank you again for your openness and initiative.
Best,
[Name]
4. Final round rejection email
This template is best for candidates who reached the final stage and invested significant time. It recognizes that depth of effort while keeping boundaries clear.
Subject: Update on your final interview with [Company]
Hi [Name],
Thank you again for the time and energy you put into the interview process for the [Job Title] role. We appreciated the chance to get to know you and your work in more detail.
After careful discussion, we have decided to move forward with another candidate. This was a close decision based on our current priorities for the role.
We are grateful for your interest in [Company] and wish you the very best moving forward.
Warm regards,
[Name]
[Title]
5. Rejection after a skills test or assignment
When candidates complete extra work, it’s important to acknowledge that effort explicitly. This template does that without committing to feedback if it’s not available.
Subject: Thank you for completing the assessment for [Job Title]
Hi [Name],
Thank you for taking the time to complete the assessment as part of the [Job Title] process. We appreciate the thought and effort you put into your submission.
After reviewing all materials, we have decided not to move forward at this time. Our decision was based on role specific needs.
We appreciate your interest in [Company] and wish you success in your continued search.
Best regards,
[Name]
[Title]
6. Recruiter screen rejection email
This works well after an initial phone screen or recruiter conversation. It closes the loop quickly while acknowledging the interaction.
Subject: Follow up on your conversation with [Company]
Hi [Name],
Thank you for taking the time to speak with us about the [Job Title] role. We appreciated learning more about your background and experience.
After reviewing next steps, we have decided not to move forward with your application. This decision reflects the specific needs of the role at this time.
Thank you again for your interest, and we wish you all the best in your search.
Kind regards,
[Name]
[Title]
7. Role on hold or changed direction rejection
Sometimes the candidate isn’t the issue. This template is useful when priorities shift and clarity matters.
Subject: Update on the [Job Title] role
Hi [Name],
Thank you for your interest in the [Job Title] position at [Company] and for your patience during our process.
We have decided not to move forward with this role at this time due to a change in our hiring plans. As a result, we will not be continuing with applications for this position.
We appreciate your time and interest and wish you success moving forward.
Best,
[Name]
[Title]
Common mistakes to avoid in rejection emails
Even experienced hiring teams fall into habits that create unnecessary frustration. Most issues aren’t about intent. They come from rushing, overthinking, or trying to soften the message in ways that backfire.
- Ghosting candidates: Silence damages trust quickly. Candidates who never hear back are more likely to share that experience publicly and to disengage from your brand entirely. Consistent communication, even brief, protects your reputation and shows basic respect.
- Overly vague language: Phrases like “we’re pursuing other directions” or “we decided to go another way” leave candidates guessing. Clear outcomes reduce follow up emails and emotional strain. Candidates shouldn’t have to decode what the decision actually was.
- Burying the decision too late in the email: When the rejection is hidden behind long paragraphs of thanks or context, candidates scan for the outcome and feel more anxious than necessary. State the decision early, then add appreciation and context.
- Using inflated praise that contradicts the decision: Saying someone was “amazing,” “perfect,” or “exactly what we were looking for” while rejecting them creates confusion and false hope. Appreciation should be sincere but aligned with the outcome.
- Legal disclaimers in routine emails: Most rejection emails don’t require defensive or legal language. Over legalizing communication makes it feel cold and impersonal and can signal fear rather than professionalism.
- Promising feedback you cannot deliver: Unmet promises erode credibility. If you can’t offer feedback, say so clearly and respectfully. Don’t suggest future conversations unless you’re prepared to follow through.
- Copy and paste errors: Wrong names, job titles, or company references are surprisingly common and deeply frustrating for candidates. These mistakes signal carelessness and undermine trust instantly.
- Sounding overly corporate or robotic: Generic language and stiff phrasing make rejection emails feel automated and dismissive. Even when emails are automated, they should still sound like they came from a person.
- Delaying rejections too long: Long gaps between interviews and rejections increase anxiety and lead candidates to chase updates. Timely communication reduces pressure on both sides.
- Treating internal and external candidates the same: Internal candidates require more context and care. Sending them the same email as external applicants can harm morale and discourage future internal mobility.
Each of these mistakes increases candidate anxiety and creates extra work for your team. Clear, timely, and thoughtful rejection emails prevent confusion, reduce follow ups, and reflect well on the people doing the hiring.
Clear candidate rejection emails support better hiring decisions
Candidate rejection emails aren’t a formality. They shape how people experience your company and how your team spends its time.
Clear, respectful communication reduces confusion, protects your employer brand, and supports internal efficiency. It also reflects well on the people doing the hiring.
Tools like Fyxer support this kind of clarity by helping teams draft consistent, professional emails without overthinking every word. When routine communication is handled well, hiring teams can focus on interviews, decisions, and building strong teams.
Candidate rejection email FAQs
Should you always send a rejection email?
Yes, when possible. Even a brief email to unsuccessful candidates shows professionalism and respect for their time. Automated responses are better than silence, and closing the loop helps candidates move on rather than waiting or following up.
Is it okay to reject candidates by automated email?
Yes, especially at early stages or for high volume roles where manual replies aren’t realistic. Automation should support clarity and consistency, not replace care. Messages should still be reviewed for tone and accuracy to ensure they sound human and appropriate for the stage of the process.
Should rejection emails include feedback?
Only if you can provide it consistently and constructively across candidates. Many organizations choose not to include feedback to avoid inconsistency, misunderstandings, or legal risk. When feedback is offered, it should be specific, fair, and aligned with role requirements rather than personal traits.
How long should a rejection email be?
Most rejection letter emails fit within a few short paragraphs. One screen length is enough for candidates to understand the outcome without feeling overwhelmed. Clarity and structure matter far more than detail or length.
Can rejection emails reduce follow-up emails?
Yes. Clear decisions, realistic expectations, and thoughtful phrasing significantly reduce candidate replies asking for clarification or updates. When candidates understand the outcome and next steps, they’re less likely to chase information or read between the lines.