How to write candidate rejection letters.

Delivering bad news is never fun. But when a candidate doesn’t meet qualifications, it’s important to remember that they took time out of their day to apply for a role at your company. A polite rejection letter isn’t just common courtesy — it’s also important for maintaining a positive company reputation, building a lasting network, and even leaving the door open in case the candidate qualifies for a future role.

Despite the importance of the rejection letter, some of the most experienced recruiters struggle to find the right words when drafting one. Let’s explore helpful tips and free templates on how to craft a thoughtful candidate rejection letter.

• Choose the right subject line. Keep it clear, concise, and specific. Remember, this may be one of the first emails this candidate is receiving from anyone in your organization.
• Include a personalized greeting and professional company branding. Use company letterhead, and be sure to address the candidate by name.
• Address the rejection up front. Clearly state your decision on their application early on in the letter.
• Thank the applicant for their time. Since this candidate took time out of their day to apply for the role and interview for your organization, it’s important to express gratitude.
• Explain the reason for the rejection. Perhaps you had many qualified candidates apply, or this particular candidate did not meet the qualifications needed for the role. Providing this information will help the candidate understand the careful consideration that went into your decision.
• Consider providing feedback. Giving honest, thoughtful feedback to candidates who solicit it helps your company provide a more positive interview experience.
• Close with a positive message. You want this candidate to walk away with a positive impression of your company. Consider wishing them the best of luck in their job search or encourage them to apply to other roles at your company in the future.

Hi [First name],

I enjoyed speaking with you over the phone and wanted to thank you for your time. We’ve had a lot of interest in this role, which means we’ve had to make difficult decisions when selecting who to move forward in the process. Unfortunately, after [reviewing your relevant experience/qualifications/etc.], we will not be moving forward with your application at this time.

We wish you the best in your job search and encourage you to apply for any future roles at [Company name] that you feel are a good match with your skills and experience.

Best,
[Your name]

Dear [First name],

Thank you for taking the time to interview for [role name] at [Company name]. After careful consideration, we’ve decided not to move forward with your application. We received applications from several qualified candidates, and although your qualifications and experience are impressive, we’ve decided to move forward with another candidate whose skills more closely align with this role.

This decision was not made lightly, and we greatly appreciate the time and effort you put into the interview process. Although this position did not work out, our networks are very important to us. We encourage you to keep an eye out for any future roles you feel are a good match with your skills and experience. If there’s a new position that’s a good fit, reach out to us.

Thank you for considering a career with [Company name].

Warmly,
[Your name]

How to write candidate rejection letters

Key components to crafting an effective rejection letter

Common reasons for rejecting a candidate after an interview

Here are some of the most common reasons that candidates are rejected:

Finding the right rejection letter template

Phone screen candidate rejection

Post-interview candidate rejection

Linkedin Talent Solutions can help you find the right candidates.