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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.
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:
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.
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:
Follow these five steps to deliver the message clearly and respectfully.
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.
Avoid vague phrases that leave room for doubt.
Be direct
Avoid
Candidates should finish reading the email with a clear understanding of the outcome.
For early-stage applicants, detailed feedback is often impractical. However, for interviewed candidates, a short explanation can be extremely valuable.
Examples
Keep feedback:
Avoid comments about personality, age, family circumstances, or other protected characteristics.
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.
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.
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]
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]
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]
Use email when:
Use a phone call when:
A brief phone conversation followed by a confirmation email is often the most considerate approach for senior or final-stage candidates.
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:
Failing to respond at all creates a poor candidate experience and can harm your company’s brand.
Messages such as “We’ve decided to go in a different direction” without context can feel impersonal and frustrating.
Lengthy critiques can create legal risks and unnecessary conflict. Keep feedback concise and focused on job-related factors.
Candidates who have completed multiple interviews deserve a more personalised response whenever possible.
Waiting weeks to inform unsuccessful candidates increases frustration and reflects poorly on your organisation’s communication practices.
|
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 |
Candidates who are treated well are more likely to:
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.
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