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Begin your day with emails neatly organized, replies crafted to match your tone and crisp notes from every meeting.
© Fyxer AI Limited. Company number 15189973. All rights reserved.
© Fyxer AI Limited. Company number 15189973. All rights reserved.
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.
© Fyxer AI Limited. Company number 15189973. All rights reserved.
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.
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:
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.
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.
A strong unsuccessful candidate email follows a simple structure. Consistency matters, especially if you are hiring at scale or across teams.
Your subject line should set expectations without being abrupt. Avoid clickbait or overly vague wording.
Effective options include:
Avoid subject lines that sound celebratory or ambiguous. Candidates often read these emails on their phones. Clear context helps them process the message quickly.
Open with appreciation and context. Use the candidate’s name and reference the role or interview stage.
Example:
This signals respect and shows the email is not a mass send, even if it was generated from a template.
State the decision clearly and directly. This should come early in the email.
Example:
Avoid delaying the decision behind long explanations. Candidates should not have to search for the outcome.
If you offer feedback, be intentional. Only mention it if you plan to provide it.
Example:
Or, if feedback is available:
End with a warm, professional close. Keep it simple.
Example:
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.
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:
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.
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:
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.
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 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:
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 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:
These phrases balance appreciation with clarity. They avoid over praising while still recognizing the effort involved.
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:
These phrases help separate the hiring decision from the employee’s overall value. They also signal that internal mobility is encouraged, not penalized.
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:
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 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.
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]
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]
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]
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]
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]
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]
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]
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.
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.
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.
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.
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.
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.
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.
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.