Rejecting a candidate can be a difficult part of the hiring process. The way you communicate a rejection has the potential to impact your company’s reputation, candidate experience and future recruitment efforts.
In this guide, we’ll share advice on telling a candidate they didn’t get the job professionally and respectfully, including practical templates you can use.
Why candidate rejection matters
A rejection email may seem like a small admin task, but candidates remember how they were treated during the hiring process.
A professional rejection can:
- Protect your employer brand.
- Encourage candidates to apply for future roles.
- Generate positive word-of-mouth recommendations.
- Reduce frustration and uncertainty for applicants.
- Demonstrate respect for the time and effort invested in the process.
However, if it is communicated poorly or you ghost them completely, it can potentially damage your reputation and discourage talented professionals from engaging with your company again.
When should you tell a candidate they were unsuccessful?
Employment Hero reported 42% of workers say they have been ignored or 'ghosted' after interviewing, while 44% report long waits between interviews.
Prompt communication shows professionalism and empathy, especially for candidates who have invested significant time preparing for interviews.
A suggested timeline reflecting best practice could be:
- After application review: within 1–2 weeks.
- After a first interview: within 3–5 business days if possible.
- After final-stage interviews: ideally within 24–48 hours of the decision being made.
How to tell someone they didn’t get the job
Follow these five steps to deliver the message clearly and respectfully.
1. Thank them for their time
Always begin by acknowledging the candidate’s effort.
Example:
Thank you for taking the time to interview for the Senior Developer position and for the interest you’ve shown in our company.
This immediately sets a respectful tone.
2. Deliver the decision clearly
Avoid vague phrases that leave room for doubt.
Be direct
- “We have decided to move forward with another candidate.”
- “We will not be progressing your application further.”
- “Unfortunately, you were not selected for this position.”
Avoid
- “We’ll keep your CV on file” (unless you genuinely intend to).
- “Maybe another role will come up” if there is no realistic possibility.
- Overly apologetic language that obscures the message.
Candidates should finish reading the email with a clear understanding of the outcome.
3. Provide brief, constructive feedback (if appropriate)
For early-stage applicants, detailed feedback is often impractical. However, for interviewed candidates, a short explanation can be extremely valuable.
Examples
- “We selected a candidate whose experience more closely matched our immediate technical requirements.”
- “Another applicant had more extensive leadership experience in a similar industry.”
- “We were looking for someone with deeper experience managing large-scale client accounts.”
Keep feedback:
- Specific
- Objective
- Job-related
- Non-discriminatory.
Avoid comments about personality, age, family circumstances, or other protected characteristics.
4. Encourage future applications
If the candidate performed well, let them know you would welcome future applications.
Example:
We were impressed by your background and would be happy to consider you for future opportunities that align with your experience.
Only include this if it is genuinely true.
5. End on a positive note
Close the message professionally and courteously.
Example:
We appreciate the opportunity to get to know you and wish you every success in your job search and future career.
Rejection email templates
Template 1: After an application review
Subject: Update on Your Application – [Job Title]
Hi [Candidate Name],
Thank you for your interest in the [Job Title] position at [Company Name].
After reviewing your application, we have decided not to move forward with your candidacy for this role.
We appreciate the time you took to apply and wish you success in your ongoing job search.
Kind regards,
[Your Name]
Template 2: After a first interview
Subject: Thank You for Interviewing With [Company Name]
Hi [Candidate Name],
Thank you for meeting with us to discuss the [Job Title] opportunity.
After careful consideration, we have decided to proceed with another candidate whose experience more closely aligns with our current requirements.
We appreciate the time and preparation you invested in the interview process and wish you all the best in your future career.
Best regards,
[Your Name]
Template 3: After a Final Interview
Subject: Outcome of Your Interview for [Job Title]
Hi [Candidate Name],
Thank you again for taking the time to meet with our team throughout the interview process for the [Job Title] position.
This was a difficult decision, as we were impressed by your skills and experience. After careful consideration, we have chosen to move forward with another candidate whose background is a slightly closer match for the role’s immediate needs.
We genuinely enjoyed learning more about your experience and would welcome the opportunity to stay in touch regarding future openings that may be a better fit (only include if this is genuine.)
Thank you for your interest in [Company Name], and we wish you continued success in your career.
Warm regards,
[Your Name]
Should you reject candidates by phone or email?
Use email when:
- The candidate was screened but not interviewed.
- The process was in its early stages.
- You are managing a high volume of applicants.
Use a phone call when:
- The candidate reached the final interview stage.
- They invested significant time (presentations, assessments, multiple interviews).
- You have built a strong rapport with them.
- You want to provide more detailed feedback.
A brief phone conversation followed by a confirmation email is often the most considerate approach for senior or final-stage candidates.
Example phone script
Hi Sarah, thank you again for taking the time to meet with our team. I wanted to let you know that we’ve decided to move forward with another candidate for the role. This was a very close decision, and we were particularly impressed with your stakeholder management experience/[insert specific experience candidate delivered]. We really appreciate the effort you put into the process and would be happy to keep in touch about future opportunities.
This approach is:
- Clear
- Respectful
- Personal
- Constructive.
Common mistakes to avoid
Ghosting candidates
Failing to respond at all creates a poor candidate experience and can harm your company’s brand.
Being excessively vague
Messages such as “We’ve decided to go in a different direction” without context can feel impersonal and frustrating.
Providing overly detailed criticism
Lengthy critiques can create legal risks and unnecessary conflict. Keep feedback concise and focused on job-related factors.
Using automated templates for finalists
Candidates who have completed multiple interviews deserve a more personalised response whenever possible.
Delaying the decision
Waiting weeks to inform unsuccessful candidates increases frustration and reflects poorly on your organisation’s communication practices.
Best practices for recruiters and hiring managers
|
Situation |
Recommended approach |
|
Application rejected |
Automated but polite email |
|
Phone screening unsuccessful |
Personalised email |
|
First interview unsuccessful |
Personalised email within a few days |
|
Final interview unsuccessful |
Phone call plus follow-up email |
|
Executive or senior-level role |
Personal phone call with constructive feedback |
Why a respectful rejection benefits your business
Candidates who are treated well are more likely to:
- Apply for future roles.
- Recommend your company to others.
- Become customers or clients.
- Speak positively about their experience online and offline.
In competitive hiring markets, candidate experience is a competitive advantage. A thoughtful rejection process demonstrates professionalism, empathy, and strong organisational values.
Learning how to tell a candidate they didn’t get the job is an important leadership and recruitment skill. The goal is not simply to reject an applicant, it is to do so in a way that preserves dignity, maintains relationships, and reflects positively on your organisation.
