Candidate rejection email templates (2026): free and copyable
Four rejection email templates for different stages, what to say and what to leave out, and why rejecting candidates promptly is worth the few minutes it takes.
Last updated 29 August 2026. Competitor pricing and plan limits are re-verified against each vendor’s own pages.
What should a rejection email say?
Three things: that the decision is final, that it was considered, and what happens to their data. Everything else is optional.
The most common mistake is softening the message so much that the candidate is unsure whether they have been rejected. The second most common is promising feedback you will not deliver.
- Be unambiguous. The candidate should not have to re-read the email to work out the answer.
- Be prompt. A rejection two days after the interview is kinder than one three weeks later, and takes the same effort.
- Do not offer feedback you cannot give. Offering it and then not responding is worse than not offering.
- Do not say we will keep your CV on file unless you actually will, and unless your privacy policy allows it.
- Do not explain the decision in a way that could be read as discriminatory. Keep it about the role and the fit.
Rejection email template: after application
For candidates who applied but were not shortlisted. This is the one most companies skip, and the one candidates most resent not receiving.
Subject: Your application for [Job title] at [Company name] Hi [Candidate name], Thank you for applying for the [Job title] role at [Company name]. We have reviewed your application and have decided not to take it forward on this occasion. We had a strong field for this role and are moving ahead with candidates whose experience is a closer match to what the role needs right now. We appreciate the time you spent applying, and we wish you well with your search. Best regards, [Name] [Company name]
Rejection email template: after a screening call
Subject: Your application for [Job title] at [Company name] Hi [Candidate name], Thank you for taking the time to speak with us about the [Job title] role. After the conversation, we have decided not to move forward with your application. This was a decision about the specific requirements of this role rather than a reflection of your experience overall. Thank you again for your interest in [Company name], and I wish you the best with your search. Best regards, [Name] [Company name]
Rejection email template: after an interview
A candidate who has sat an interview has given you a significant amount of time. Name the stage they reached.
Subject: Your interview for [Job title] at [Company name] Hi [Candidate name], Thank you for interviewing with us for the [Job title] role on [date], and for the time you put into preparing. We have decided to move forward with another candidate. The decision was a close one, and it came down to [specific, role-related reason — for example: depth of experience with (skill) that this role needs from day one]. [Optional, only if you will honour it: If it would be useful, I am happy to share more detailed feedback — just reply to this email.] Thank you again for your interest in [Company name]. Best regards, [Name] [Company name]
Rejection email template: final stage
A final-stage candidate was nearly hired. This one warrants a phone call first where possible, with the email as the written follow-up.
Subject: [Job title] at [Company name] — our decision Hi [Candidate name], Thank you for everything you put into the process for the [Job title] role, and for reaching the final stage. After a great deal of consideration, we have offered the role to another candidate. This was genuinely difficult — you were a strong candidate and the decision came down to [specific, role-related reason]. I would like to stay in touch. [If true: We expect to be hiring for similar roles in the coming months, and I would welcome the chance to talk again.] Thank you again, and I am happy to talk this through if that would be helpful. Best regards, [Name] [Company name]
How do you send rejections without it taking all day?
The reason candidates get ghosted is rarely malice. It is that rejecting forty applicants by hand is an hour nobody has scheduled.
ofper sends the rejection automatically when you move a candidate to a Rejected stage, using your own template and your own company mailbox. Candidates screened out by a knockout question can be rejected automatically too. This is free, and the candidate record is kept rather than deleted so you have a record of what was sent.
Questions, answered straight
Should you send rejection emails to every applicant?
Yes. Candidates who applied and heard nothing are the most common source of negative reviews of a hiring process. An application-stage rejection can be automated and takes no ongoing effort.
Should a rejection email give feedback?
Only if you will actually provide it. Offering feedback and then not responding is worse than not offering. For interview-stage candidates, one specific role-related sentence is usually enough.
How soon should you send a rejection email?
As soon as the decision is final. Two to three days after an interview is reasonable; anything beyond two weeks reads as an afterthought.
Can rejection emails be automated?
Yes. ofper sends a rejection automatically when a candidate moves to a Rejected stage, through your own mailbox, using a template you control. It is included free.