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Receiving a rejection after an interview is a difficult experience, both for the candidate and the hiring team. However, as a hiring manager or HR professional, how you communicate this decision can significantly impact the company’s reputation and leave the door open for future opportunities.
Writing a well-crafted rejection email after an interview is more than just a formality. It is an essential step in maintaining professionalism and ensuring that candidates leave the process with a positive impression of your organization.
In this article, we will explore best practices for writing rejection emails and offer samples for different situations.
Sending a rejection email after an interview requires thoughtfulness and professionalism. By following key principles, you can deliver the news effectively while ensuring a positive candidate experience. Below are the combined best practices for crafting a considerate and professional rejection email.
Start by thanking the candidate for their time, effort, and interest in your company. This shows respect for their commitment and highlights your organization’s professionalism. Acknowledging their effort not only softens the disappointment of rejection but also leaves a positive impression, reinforcing that you value their contributions, no matter the outcome.
Example:
"Thank you for taking the time to interview for the Web Developer position. We greatly appreciate the effort you put into the process and your interest in joining our team."
Generic rejection emails can come across as impersonal, particularly for candidates who have invested significant time in the hiring process. To show you value their effort, use the candidate's name and reference specific aspects of the interview when possible.
Personalizing the message not only acknowledges their individual contributions but also reinforces that their application was given thoughtful consideration. This approach strengthens your employer brand and leaves candidates with a positive impression of your organization.
Example:
"We were especially impressed by your creative approach to applying responsive design principles, enhancing user experience across devices, and it's evident that you bring significant value."
Clearly communicate your decision early in the email, while maintaining respect and tact. Be straightforward without being blunt or vague, and avoid over-explaining the reasons for rejection to prevent overwhelming or confusing the recipient. A direct yet considerate approach ensures the message is understood with professionalism and grace.
Example:
"After careful consideration, we have decided to proceed with another candidate whose qualifications more closely align with the current needs of the role."
Whenever possible, provide specific, actionable feedback that highlights both strengths and areas for improvement. This is especially valuable for candidates who have invested significant time and effort in the hiring process.
Constructive feedback not only helps candidates grow professionally but also shows that your organization cares about their development. Ensure that your feedback is framed positively to support growth without sounding overly critical. This approach fosters a positive relationship and leaves candidates with a sense of direction for their future endeavors.
Example:
“Your proficiency in front-end development, particularly your ability to create intuitive user interfaces using React and optimize CSS for responsiveness, was impressive. To further enhance your skills, we recommend focusing on back-end development, particularly in database optimization and designing scalable structures, as this could strengthen your profile as a well-rounded developer.”
Rejection can be disheartening, so it’s important to convey empathy in your communication. Acknowledge the candidate’s strengths and affirm their potential to show encouragement. This approach not only eases the emotional impact of rejection but also demonstrates that your organization values candidates as individuals, not just as applicants.
Example:
"We understand this news may be disappointing, but we were truly impressed by your qualifications and encourage you to continue pursuing opportunities that align with your goals."
If the candidate was a strong contender but didn’t align with the current role, let them know you'd like to stay in touch for future openings. This helps maintain a positive connection and creates a pool of qualified candidates for future hiring needs. Encouraging candidates to apply again reinforces that the rejection is not a reflection of their abilities and fosters a positive long-term relationship.
Example:
"We hope you will consider applying for other opportunities with our company in the future. Your skills and experience are impressive, and we would be delighted to hear from you again."
Send rejection emails promptly once a decision is made. Timely communication shows respect for the candidate's time and helps reduce the anxiety of waiting. Delayed responses can make candidates feel undervalued and frustrated, while quick follow-up reinforces your professionalism and supports a smoother, more respectful hiring process.
Example:
"We wanted to share our decision with you promptly to maintain transparency and show respect for your time."
End the email with a positive message, wishing the candidate success in their future endeavors. This helps leave a lasting, positive impression, even if the outcome is disappointing. A thoughtful and respectful closing reinforces your company’s reputation as an employer of choice and ensures the interaction ends on an encouraging note.
Example:
"Thank you once again for your interest in XYZ Company. We wish you all the best in your job search and future career endeavors."
Every rejection scenario can be slightly different, and your response should reflect this. Below are a few examples of rejection emails for various situations, allowing you to choose the one that best suits your context.
For candidates who did not progress beyond the application stage.
Subject: Thank You for Applying for [Job Title]
Dear [Candidate's Name],
Thank you for your application for the [Job Title] position at [Company Name]. We greatly appreciate the time and effort you put into your submission. After thorough consideration, we have chosen to proceed with other candidates whose qualifications better match the role’s requirements.
However, we were particularly impressed by your [specific strength or skill, e.g., strong background in data analysis, creative problem-solving skills, etc.], and we believe you have great potential.
We encourage you to keep an eye on future opportunities at [Company Name], as we would love to consider you for other roles that might be a better fit. Thank you again for considering us, and we wish you all the best in your job search and career journey.
Best regards,
[Your Name]
[Your Job Title]
For candidates who were reviewed but not invited to an interview.
Subject: Update on Your Application for [Job Title]
Dear [Candidate's Name],
Thank you for your interest in the [Job Title] position at [Company Name]. After reviewing your application, we regret to inform you that we will not be moving forward with an interview at this time.
We sincerely appreciate the time you spent applying and encourage you to consider future opportunities with us. Your skills and experiences are impressive, and we hope to see your application for another role with [Company Name].
Wishing you the best in your job search and future endeavors.
Kind regards,
[Your Name]
[Your Job Title]
For candidates who made it past the initial screening but not to the shortlist.
Subject: Follow-Up on Your Application for [Job Title]
Your Application for [Job Title] at [Company Name]
Dear [Candidate's Name],
Thank you for your application for the [Job Title] position at [Company Name]. We genuinely appreciate the time and effort you put into applying and your interest in joining our team.
We were thrilled by the incredible response to this role, receiving [insert number, e.g., over 1,500] applications. Your qualifications and potential stood out, earning you a spot on our longlist for further consideration. After careful review, we have decided to proceed with a select group of candidates whose qualifications better match the specific requirements of the role.
We hope you’ll keep us in mind for future opportunities, as we were impressed by your potential. We wish you all the best in your job search and career journey.
Kind regards,
[Your Name]
[Your Job Title]
For candidates who progressed to interviews but were not selected.
Thank You for Interviewing for the [Job Title] Position
Dear [Candidate's Name],
Thank you for your time and effort during the interview process for the [Job Title] position at [Company Name]. It was a pleasure speaking with you and learning more about your experience, especially your [mention specific skill or achievement, e.g., approach to front-end optimization using React].
After thorough consideration, we have chosen to proceed with another candidate whose experience better matches the current requirements of the role. Please know that this decision was not an easy one, as we were genuinely impressed with your qualifications and the potential you demonstrated throughout the process.
While we won’t be proceeding with your application for this position, we encourage you to keep an eye on future opportunities with [Company Name]. Your skills are valuable, and we hope to hear from you again for other roles.
We wish you the best of luck in your job search and future endeavors.
Best regards,
[Your Name]
[Your Job Title]
Crafting a professional and encouraging rejection email after an interview is an essential aspect of a positive candidate experience, even when the outcome is not favorable.
By following key best practices, such as expressing gratitude, personalizing the message, being clear and tactful, offering constructive feedback when appropriate, and maintaining an empathetic tone, you can ensure that candidates feel respected and valued. Additionally, keeping the door open for future opportunities and acting promptly with a positive closing message reinforces your company's commitment to professionalism and strong relationships.
These rejection emails not only help maintain your company’s reputation but also contribute to building a strong employer brand. In the long run, the way you handle rejections can turn unsuccessful candidates into potential future employees or even advocates for your company. Thoughtful communication at this stage reflects your organization’s values and can make all the difference in how candidates view your company and its hiring process.
