Hiring

Candidate Rejection After Interview Email Template

Send a respectful rejection to a candidate after the interview process with optional feedback.

When to use this template

A candidate interviewed for a position but was not selected, and you need to inform them respectfully while maintaining a positive employer brand.

Example subject line

Your Application for UX Researcher — Update from Acme Corp

Tips for writing this email

Thank the candidate for their time and effort throughout the interview process — acknowledge the specific stages they completed.
Deliver the decision clearly and early in the email so the candidate does not have to read between the lines.
If appropriate, offer one or two pieces of constructive feedback that could help the candidate in future applications.
Encourage the candidate to apply for future openings if they were a strong but not the strongest fit for this particular role.

What to avoid

Do not use vague language like "we decided to go in a different direction" without any additional context.
Avoid delaying the rejection — candidates deserve timely communication, ideally within one week of the final interview.
Do not provide detailed comparative feedback that reveals information about other candidates.
Avoid an impersonal tone — use the candidate's name and reference the specific role they applied for.

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Frequently Asked Questions

How do I reject a candidate after an interview without being harsh?

Thank them for their time, deliver the decision clearly and early in the email, offer brief constructive feedback if appropriate, and encourage them to apply for future roles that match their strengths.

Should I give feedback when rejecting a candidate?

Brief, constructive feedback is appreciated by most candidates and strengthens your employer brand. Avoid detailed comparisons to other candidates and stick to objective, role-related observations.

How quickly should I notify a rejected candidate after the interview?

Within one week of the final interview. Delays are frustrating for candidates who may be holding off on other opportunities while waiting for your response.

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Rejecting a Candidate After Interview

Send a respectful rejection to a candidate who interviewed for a position.

Apologies

Apology for Delayed Response

Acknowledge and apologize for a late reply to an important email or message.