Candidate Rejection Email Templates: How To Write & Examples

candidate rejection email

Frequently Asked Questions

How to write a candidate rejection email?
Need to write a candidate rejection email? Here are 3 simple steps to get started:

1. Gather the information you need to know.

Before you write anything, you need to know who or what you're writing about. The more specific you are, the more personalized you can make your content.

Here's our suggestions for writing a candidate rejection email:

Candidate's name: [name of candidate]
Position applied for: [e.g. software engineer, product manager, etc.]
Reasons for rejection: [e.g. too many applicants, not enough experience, etc.]
Hiring manager's name: [name of hiring manager]

2. Determine the structure of your output.

The structure of your content is just as important as the content itself. The structure of your content is how you're going to arrange the information in the content to make it easier for the readers to read and understand.

Address the reader
Thank them for their time and interest in the company
Make them feel that their application was carefully considered
Explain why they are not being hired for this position
Wish them well with future applications and invite them to apply for different positions in the future
Sign off

3. Write the content or use Copy.ai to help you get started. Once you have your structure down, you can start writing the content.
3 Examples of a candidate rejection email
Example:

Hi [candidate name].

I'm writing to let you know that we are not moving forward with your application for the [position] role at [company name]. You seemed like a great fit for the position, but we were unfortunately unable to make this work this time around.

I really appreciate your time and interest in the company, and I wish you the very best in your future endeavors.

Please keep us in mind for future opportunities!


Example:

Dear [Candidate name],

Thank you so much for applying to [company name]. We appreciate your time and interest in our company, and we are sorry to inform you that you have not been selected for this position.

You have a great deal of potential, and we wish you the best of luck with all of your future applications. We hope that you will consider applying for different positions at [company name], as we will be looking for new talent in the near future.

Sincerely,

[Hiring manager's name]


Example:

Dear [name of candidate],

Thank you for your interest in [company name]. We had a lot of great candidates apply for this role, and we are sorry to say that we have decided to move forward with another candidate.

Thanks again for your interest in [company name]. We hope you will keep us in mind if you hear of any other jobs that might be a good fit for your skills and interests.

Sincerely,

[Hiring manager]
Why should you write a candidate rejection email?
1. It can help the candidate move on: Rejection can be hard, but it's an important part of the process. A well-written rejection email can help the candidate move on from the experience and focus on other opportunities.

2. It can help the company maintain a good reputation: A company's reputation is important, and a rejection email can help the company maintain a good reputation by ensuring that candidates are treated fairly and respectfully.

3. It can help the company save time and resources: A rejection email can help the company save time and resources by avoiding the need to interview or hire a candidate who is not a good fit for the position.
Who needs to write a candidate rejection email?
-Recruiters
-Employers
-Hiring managers
-Human resources professionals
-Staffing agencies
-Search firms
-Executive recruiters
-Outplacement firms
Where can I learn more about copywriting?
Check out our blog!

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How it works

Screenshot of Copy.ai feature
1
Enter what you need to write
Choose from emails, social posts, long-form blog posts, and more!
2
Give Copy.ai a bit of context
Enter a few sentences about your project/campaign.
Screenshot of Copy.ai feature
3
Sift through the results
Our AI content generator gives you multiple options for each campaign that you’re working on.
4
Edit, polish, and publish
Use Copy.ai’s editor to rewrite paragraphs and polish up sentences. Then, just copy and paste the work wherever you need it.

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