How to Write Rejection Emails: 10 Templates for Every Stage

Rejection emails are one of the most uncomfortable parts of hiring—but they're also one of the most important. How you reject candidates says a lot about your company, and a thoughtful rejection email can turn a "no" into a positive experience that protects your employer brand.

In this guide, we'll cover when and how to send rejection emails, provide 10 copy-paste templates for every hiring stage, and share best practices to help you maintain positive relationships with candidates—even when you can't offer them the job.

#Why Rejection Emails Matter

Many recruiters skip or delay rejection emails because they're uncomfortable. But failing to notify candidates has real consequences:

• Damages your employer brand: Candidates who never hear back share their experience on Glassdoor, social media, and with their network
• Loses future talent: Today's rejected candidate might be perfect for tomorrow's role
• Creates legal risk: In some jurisdictions, failing to respond can create compliance issues
• Hurts candidate experience: 52% of candidates wait three months or longer for a response—or never hear back at all

On the flip side, a professional rejection email:

• Shows respect for the candidate's time
• Keeps the door open for future opportunities
• Builds your reputation as a great place to apply
• Demonstrates your company values

#When to Send Rejection Emails

Timing matters. Here's when to notify candidates at each stage:

Pro tip: Set up automated rejection emails for early-stage candidates using an ATS like JuggleHire. This ensures no candidate falls through the cracks while freeing you to personalize rejections for later-stage candidates.

#10 Rejection Email Templates

#Template 1: Post-Application Auto-Rejection

Use this for candidates who don't meet basic qualifications (e.g., screening question requirements).

Subject: Your application to [Company Name]

 1Hi [First Name],
 2
 3Thank you for your interest in the [Job Title] position at [Company Name].
 4
 5After reviewing your application, we've decided to move forward with candidates whose qualifications more closely match our current needs for this role.
 6
 7We appreciate the time you took to apply and wish you the best in your job search.
 8
 9Best regards,
10[Company Name] Hiring Team

#Template 2: Post-Application Personal Rejection

For candidates who met basic requirements but weren't selected for screening.

Subject: Update on your [Job Title] application

 1Hi [First Name],
 2
 3Thank you for applying for the [Job Title] position at [Company Name]. We received many strong applications for this role, and I wanted to personally reach out with an update.
 4
 5After careful consideration, we've decided to move forward with other candidates whose experience more closely aligns with our current needs.
 6
 7This was a difficult decision, and we genuinely appreciate your interest in joining our team. We encourage you to apply for future openings that match your background.
 8
 9Thank you again for considering [Company Name].
10
11Best regards,
12[Your Name]
13[Your Title]

#Template 3: After Resume/Application Screen

For candidates reviewed but not moved to phone screen.

Subject: [Company Name] - [Job Title] application update

 1Hi [First Name],
 2
 3Thank you for your application for the [Job Title] role at [Company Name]. We've completed our initial review and wanted to provide you with an update.
 4
 5While we were impressed by your background in [specific area], we've decided to move forward with candidates whose experience is more directly aligned with the specific requirements of this role.
 6
 7We'll keep your resume on file and encourage you to check our careers page for future opportunities that might be a better fit.
 8
 9Thank you for your interest in [Company Name], and best of luck with your job search.
10
11Warm regards,
12[Your Name]
13[Your Title]

#Template 4: After Phone Interview

Subject: Following up on your [Job Title] interview

 1Hi [First Name],
 2
 3Thank you for taking the time to speak with me about the [Job Title] position at [Company Name]. I enjoyed learning about your experience in [specific topic discussed].
 4
 5After careful consideration, we've decided to move forward with other candidates for this particular role. This was a tough decision, as you brought valuable experience to the table.
 6
 7I was particularly impressed by [specific strength]. While this role wasn't the right fit, I'd encourage you to apply for future positions at [Company Name] that align with your background.
 8
 9Thank you again for your time and interest. I wish you all the best in your career.
10
11Best regards,
12[Your Name]
13[Your Title]

#Template 5: After First Interview

Subject: Update on your interview with [Company Name]

 1Hi [First Name],
 2
 3Thank you for meeting with [interviewer names] to discuss the [Job Title] position. We appreciated hearing about your experience and the thoughtful questions you asked about [specific topic].
 4
 5After much deliberation, we've decided to move forward with another candidate whose background more closely matches our immediate needs for this role.
 6
 7This was not an easy decision. Your experience in [specific area] stood out, and we hope you'll consider applying for future opportunities at [Company Name].
 8
 9If you'd like any feedback on your interview, please don't hesitate to reach out—I'm happy to share our observations.
10
11Thank you for your time and interest in our team.
12
13Best regards,
14[Your Name]
15[Your Title]

#Template 6: After Final Interview

Subject: [Job Title] position - Final decision

 1Hi [First Name],
 2
 3I wanted to personally reach out regarding the [Job Title] position you interviewed for at [Company Name].
 4
 5First, I want to thank you for the time and energy you invested in our interview process. Meeting with [names] and discussing [specific topics] gave us valuable insight into your qualifications and approach.
 6
 7After extensive deliberation, we've made the difficult decision to extend an offer to another candidate. This was an exceptionally close decision, and your [specific strengths] made a strong impression on everyone you met.
 8
 9We would genuinely like to stay in touch. With your permission, I'd like to keep your information on file for future opportunities that align with your background.
10
11Thank you again for considering [Company Name]. Please don't hesitate to reach out if you have any questions, and I wish you continued success in your career.
12
13Warm regards,
14[Your Name]
15[Your Title]
16[Phone Number]

#Template 7: Position Filled (Internal Hire)

Subject: Update on the [Job Title] position

 1Hi [First Name],
 2
 3Thank you for your interest in the [Job Title] position at [Company Name] and for the time you invested in our interview process.
 4
 5I wanted to let you know that we've decided to fill this position internally. While we were impressed with your qualifications, we had a current team member whose existing knowledge of our systems and processes made them the right choice for this particular role.
 6
 7This decision is not a reflection of your abilities. We were genuinely impressed by [specific strength], and we'd love to consider you for future external positions.
 8
 9With your permission, we'll keep your information in our talent pool and reach out when relevant opportunities arise.
10
11Thank you again, and best wishes in your career journey.
12
13Best regards,
14[Your Name]
15[Your Title]

#Template 8: Position On Hold

Subject: Update on [Job Title] position at [Company Name]

 1Hi [First Name],
 2
 3I hope this message finds you well. I wanted to reach out with an important update regarding the [Job Title] position you applied for.
 4
 5Due to [budget changes/strategic shifts/restructuring], we've made the difficult decision to put this position on hold for the time being. This means we won't be moving forward with the hiring process at this time.
 6
 7I want to be clear—this decision has nothing to do with your qualifications. We were genuinely impressed by your background, and if this position reopens or a similar role becomes available, we'd love to reconnect.
 8
 9I apologize for any inconvenience this may cause, and I'm happy to answer any questions you might have.
10
11Thank you for your understanding and interest in [Company Name].
12
13Best regards,
14[Your Name]
15[Your Title]

#Template 9: Overqualified Candidate

Subject: Your application for [Job Title] at [Company Name]

 1Hi [First Name],
 2
 3Thank you for your interest in the [Job Title] position at [Company Name]. After reviewing your impressive background, I wanted to reach out personally.
 4
 5Your experience in [specific areas] clearly demonstrates significant expertise and leadership capability. However, we're concerned that this role may not fully utilize your skills or provide the growth opportunities you deserve at this stage of your career.
 6
 7We don't want to set up a situation where you might feel underutilized or unchallenged, as that wouldn't be fair to you or beneficial for either party long-term.
 8
 9That said, we'd love to stay connected. If a more senior position opens up that better matches your experience level, we'd be excited to reach out. Would you be open to us keeping your resume on file?
10
11Thank you for considering [Company Name], and I wish you the best in finding a role that truly matches your qualifications.
12
13Best regards,
14[Your Name]
15[Your Title]

#Template 10: Keep in Talent Pool

Subject: Staying connected - [Company Name]

 1Hi [First Name],
 2
 3Thank you for interviewing for the [Job Title] position at [Company Name]. While we've decided to move forward with another candidate for this specific role, we were impressed by your [specific strengths] and would like to stay in touch.
 4
 5With your permission, we'd like to add you to our talent pool. This means:
 6- We'll reach out when relevant positions open
 7- You'll have priority consideration for similar roles
 8- You won't need to start the application process from scratch
 9
10If you're open to this, simply reply to this email with "Yes, keep me in your talent pool" (or let me know if you'd prefer not to be contacted).
11
12Thank you again for your interest in [Company Name]. We hope to work together in the future.
13
14Best regards,
15[Your Name]
16[Your Title]

#Best Practices for Rejection Emails

#Do:

• Personalize when possible: Use the candidate's name and reference specific details from their application or interview
• Be timely: Send rejections promptly—candidates are waiting to hear
• Be grateful: Thank them for their time and interest
• Be specific (carefully): When appropriate, mention what you appreciated about them
• Offer to stay connected: Invite strong candidates to join your talent pool
• Offer feedback (selectively): For later-stage candidates, offer to provide feedback if they'd like it
• Keep it professional: Maintain a warm but professional tone

#Don't:

• Don't ghost candidates: No response is the worst response
• Don't be vague about timeline: If you're not interested, say so—don't leave them hanging
• Don't over-explain: You don't need to justify every decision
• Don't make promises you can't keep: Only offer feedback if you can actually provide it
• Don't include confidential info: Don't discuss other candidates or specific reasons that could cause issues
• Don't use overly corporate language: Be human and genuine

#Legal Considerations

• Avoid language that could be seen as discriminatory
• Don't reference protected characteristics (age, gender, race, religion, etc.)
• Keep rejection reasons general unless you have documented, job-related reasons
• Retain records of all communications for compliance purposes
• When in doubt, consult your legal team or HR advisor

#Send Professional Rejection Emails at Scale

Managing rejection emails across dozens or hundreds of candidates is challenging. Our Candidate Email Template Generator creates professional, personalized rejection emails for every hiring stage. JuggleHire also helps you:

• Use email templates: Create and save templates for each rejection scenario
• Send bulk emails: Notify multiple candidates at once with personalized merge fields
• Track communication: See the complete email history for every candidate
• Import existing candidates: Use CSV import to bring in candidates from spreadsheets and manage them properly
• Build a talent pool: Easily save rejected candidates for future opportunities
• Automate early-stage rejections: Set up auto-responses for candidates who don't meet screening criteria

With JuggleHire, no candidate falls through the cracks, and every applicant gets the professional treatment they deserve.

#Frequently Asked Questions

#Should I give feedback in a rejection email?

It depends on the stage. For early-stage rejections (applications, resume screen), a general rejection is fine. For candidates who interviewed, offering optional feedback shows respect for their investment. Only offer feedback if you can provide constructive, specific insights.

#How long should I wait before sending a rejection?

Send rejections as soon as you've made a decision. For applications, within 1-2 weeks. For interviews, within 48-72 hours. Waiting too long is disrespectful to the candidate's time.

#Should I call or email to reject someone?

For final-round candidates, a phone call followed by an email is most professional. For earlier stages, email is appropriate and more efficient.

#What if the candidate asks why they weren't selected?

Prepare a brief, general response focused on "fit" and "qualifications" rather than specific shortcomings. Example: "We felt another candidate's experience was more closely aligned with our current needs." If you can offer constructive feedback, do so—but avoid anything that could be misinterpreted.

#Can I reject candidates automatically?

Yes, for early-stage rejections, automation is appropriate and efficient. Use your ATS to automatically reject candidates who don't meet minimum qualifications. Just ensure the auto-email is still professional and respectful.

Ready to improve your candidate communication? JuggleHire makes it easy to manage rejection emails, track candidates, and build relationships with your talent pool. Try JuggleHire free for 14 days.

Related Reading:

• Candidate Email Template Generator - Generate professional emails for every hiring stage
• Candidate Communication: Email Templates for Every Hiring Stage
• How to Build a Strong Employer Brand
• Common HR Mistakes and How to Avoid Them