Hiring a new team member is exciting, but it also comes with the challenge of rejecting candidates who didn’t make the final cut. Sending a well-crafted rejection email after an interview is important—it helps maintain a positive employer brand and provides candidates with the clarity they need to move forward in their job search.

In this article, we’ll cover best practices for writing a professional and empathetic rejection email, followed by three customizable email templates you can use.

Best Practices for Writing a Rejection Email

When crafting a rejection email, keep these key points in mind:

• Be timely – Send the email as soon as a decision is made to show respect for the candidate’s time.

• Express gratitude – Thank the candidate for their time and interest in the role.

• Be clear and concise – Get to the point quickly while maintaining professionalism and empathy.

• Offer encouragement – If possible, highlight the candidate’s strengths and encourage them to stay in touch.

• Personalize when appropriate – A generic email can feel impersonal; adding small details makes a difference.

Now, let’s dive into three rejection email templates you can use in different scenarios.

Template 1: General Rejection Email (Short & Professional)

Subject: Thank You for Your Time – [Job Title] Interview

Dear [Candidate’s Name],

Thank you for taking the time to interview for the [Job Title] position at [Company Name]. We truly appreciate the effort you put into the process and enjoyed getting to know you.

After careful consideration, we have decided to move forward with another candidate. While we won’t be moving forward with your application at this time, we appreciate your interest in [Company Name] and encourage you to apply for future opportunities that match your skills.

We wish you all the best in your job search.

Best regards,
[Your Name]
[Your Position]
[Company Name]

Template 2: Rejection Email With Encouragement to Apply Again

Subject: Thank You for Interviewing with [Company Name]

Dear [Candidate’s Name],

We appreciate the time and effort you invested in the interview process for the [Job Title] position at [Company Name]. It was a pleasure learning more about your background and experience.

Although we have chosen to move forward with another candidate, we were impressed by your skills and believe you could be a great fit for future roles at [Company Name]. We encourage you to keep an eye on our careers page and apply again when a suitable opportunity arises.

Thank you again for your interest in [Company Name]. We hope to cross paths in the future and wish you success in your job search.

Best regards,
[Your Name]
[Your Position]
[Company Name]

Template 3: Rejection Email With Constructive Feedback

Subject: Thank You for Your Interview – Feedback from [Company Name]

Dear [Candidate’s Name],

Thank you for taking the time to interview for the [Job Title] position at [Company Name]. We enjoyed speaking with you and appreciate the effort you put into the process.

After careful consideration, we have decided to proceed with another candidate. However, we were truly impressed by [mention a specific strength, e.g., your analytical skills, leadership experience, problem-solving abilities]. While this role wasn’t the right fit at this time, we believe you have strong potential and encourage you to continue pursuing opportunities that align with your expertise.

If you’d like, we’d be happy to provide more detailed feedback to support your career growth. Please feel free to reach out.

We sincerely appreciate your interest in [Company Name] and wish you all the best in your job search.

Best regards,
[Your Name]
[Your Position]
[Company Name]

Final Thoughts

A well-written rejection email after an interview is not just a formality—it’s an opportunity to leave a positive impression. By being clear, professional, and empathetic, you can help candidates feel valued and maintain a strong employer brand.

Use these templates to streamline your hiring process while ensuring that every candidate walks away with respect and encouragement.

Looking for more hiring tips? Check out [Company Blog] for more recruitment insights!