How to Turn Down an Applicant Via Email

A professionally crafted rejection email is a tool for maintaining a positive company reputation and providing a good experience for every applicant. Informing someone they will not be moving forward is often a difficult conversation, but doing so with professionalism and care helps protect your brand.

Why Sending a Rejection Email is Important

Communicating with every applicant, even those not selected, is fundamental to protecting an employer’s brand. Failing to send a rejection can lead to negative online reviews, as many applicants share poor hiring experiences online. How candidates are treated during the hiring process can shape their perception of your company.

A positive candidate experience, even when it ends in rejection, can improve the quality of future hires. A respectful rejection leaves the door open for that individual to reapply for a more suitable role or recommend the company to others in their network.

Key Components of a Rejection Email

A well-structured rejection email balances directness with empathy. The subject line should be clear to avoid confusion, such as “Update on your application for [Job Title] at [Company Name].” This informs the recipient about the email’s purpose.

Begin with a personalized greeting that uses the candidate’s name to show respect. Following the greeting, thank them for their interest in the role and the time they invested in the application or interview process. This gesture acknowledges their effort and sets a considerate tone.

The core of the email must state the decision clearly. Use straightforward language to inform the candidate that the company has decided to move forward with other applicants. The message should be unambiguous, and the email should close with well wishes for their job search.

The tone should remain empathetic yet professional, reflecting the company’s values. For applicants who were interviewed, a personalized note acknowledging a specific positive attribute from your conversation can make the rejection feel more considerate. This approach helps preserve a positive impression of your organization.

What to Avoid in a Rejection Email

Avoid giving highly specific or subjective feedback, as this can be misinterpreted and potentially lead to legal challenges. Vague phrases like “not a good fit” could be perceived as discriminatory. The primary legal rationale for not providing detailed feedback is to reduce the risk of a lawsuit.

Never make direct comparisons between the rejected applicant and the successful candidate. Mentioning that another person had more experience or was better qualified is unnecessary and unhelpful. The focus should remain on the decision regarding the recipient’s application.

Refrain from offering false hope with phrases like, “we will keep your resume on file for future opportunities.” Unless your company has a structured process for revisiting past applicants, this statement can be misleading. It is better to be honest and not set expectations you do not intend to meet.

The language used should not be overly apologetic or patronizing. An excessively sorry tone can sound insincere. The communication should be professional, direct, and respectful, conveying the decision without unnecessary emotional language.

Rejection Email Templates

Template for Candidates Not Interviewed

This template is designed for applicants who were not selected to move forward from the initial application stage. It is concise and respectful, suitable for situations where a high volume of applications has been received.

Subject: Update on your application for [Job Title]

Dear [Candidate Name],

Thank you for your interest in the [Job Title] position at [Company Name] and for taking the time to submit your application. We received a large number of applications from many qualified individuals.

After careful review, we have decided to move forward with other candidates whose experience more closely aligns with the requirements of this particular role at this time.

We appreciate you considering a career with us and wish you the best of luck in your job search.

Sincerely,

[Your Name/Hiring Team]
[Company Name]

Template for Candidates Who Were Interviewed

This template is for candidates who invested time in one or more interviews. It offers a slightly more personal touch by acknowledging their effort in the interview process.

Subject: Regarding your application for [Job Title]

Dear [Candidate Name],

Thank you again for taking the time to interview for the [Job Title] position at [Company Name]. We genuinely enjoyed speaking with you and learning more about your skills and background.

This was a very competitive selection process, and after careful consideration, we have decided to proceed with another candidate for this role. While we were impressed with your qualifications, the decision was a difficult one.

We appreciate your time and interest in our company. We wish you success in your professional endeavors and all the best in your job search.

Sincerely,

[Your Name/Hiring Team]
[Company Name]

Best Practices for Sending the Email

Send the notification as soon as a final decision has been made. This provides closure for the candidate and allows them to focus their energy on other opportunities. Waiting weeks to send a rejection reflects poorly on the company’s hiring process.

Consider the day and time you send the message. Sending rejections late on a Friday afternoon or over the weekend can feel impersonal. Sending the email during standard business hours shows consideration for their time and emotional response.

For early-stage rejections with many applicants, using an Applicant Tracking System (ATS) to send a standardized template is efficient. For candidates who have reached later interview stages, a more personalized email sent manually is a better approach. This acknowledges the greater investment of time and effort from those individuals.