Rejections
Rejecting a Candidate After Interview Email Template
Send a respectful rejection to a candidate who interviewed for a position.
When to use this template
We interviewed a candidate who is not the right fit for the role and I need to send a rejection.
Example subject line
Update on Your Application — Senior Developer Role at Acme Corp
Tips for writing this email
- Send the rejection within one week of the final interview — candidates deserve a timely response.
- Thank them specifically for their time and mention something positive from the interview.
- Offer brief, constructive feedback if appropriate and if your company policy allows it.
- Encourage them to apply for future roles if they were a strong candidate overall.
What to avoid
- Do not use a generic template that feels impersonal — personalize at least one sentence.
- Avoid giving detailed reasons that could be misinterpreted or lead to legal complications.
- Do not compare the candidate to the person who was hired.
- Never reject a candidate via text message or social media — always use email or a phone call.
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Generate This EmailFrequently Asked Questions
Should you give feedback when rejecting a candidate after an interview?
Brief, constructive feedback is appreciated by candidates and reflects well on your employer brand. Check your company policy first, as some organizations advise against detailed feedback to limit legal risk.
How long after an interview should you send a rejection?
Send the rejection within one week of the final interview. Waiting longer than two weeks is considered disrespectful of the candidate's time and damages your company's reputation.
Is it better to reject a candidate by email or phone?
Email is standard for most roles and gives the candidate space to process the news privately. For senior or executive positions where the candidate invested significant time, a phone call followed by a written email is more appropriate.
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Apologies
Apology for Delayed Response
Acknowledge and apologize for a late reply to an important email or message.
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Declining a Meeting Request
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Saying No to Additional Responsibilities
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Refusing a Discount Request
Decline a client or customer request for a discount without damaging the relationship.
Declining Collaboration Politely
Turn down a collaboration request while leaving the door open for the future.