How to Reject a Candidate: 2 Essential Email Templates

Letter and Email Templates

Knowing how to reject candidates can make a huge difference in how your company is perceived by your job applicants (a.k.a. your employer brand). It may seem like unnecessary effort to send an email to every applicant who didn’t make the cut, but according to iHire’s What Candidates Want: 2023 Job Seeker Report, most candidates want that extra bit of communication. 81.8% of job seekers surveyed said they want employers to close the loop and inform them of their decision if they are disqualified from the job or no longer in the running for the role.

And while the opinions of people you don’t hire may seem like the least of your worries, here’s why they matter: 38.7% of those surveyed said they would be less likely to interact with a brand in the future (e.g., buy their products, follow them on social media, apply for a future role) if they apply for a job and don't hear back from the employer. Meanwhile, job applicants who are disqualified from a job respectfully are more likely to apply again for another position and are less likely to discourage people in their networks from seeking employment with your company. Plus, there are some candidates who you may want to add to your talent pipeline for other job openings in the future.

That’s why every recruiter should have two candidate rejection email templates on hand – one for those who aren’t a good fit for your company and one for those you’re keeping in your talent pipeline. We’ve saved you the trouble of figuring out how to reject a candidate in each scenario.

Use these two emails as your guide for disqualifying candidates the right way. On WorkInSports, send similar pre-written templates with the click of a button or create your own templates. If you’re using another applicant management system, copy and paste these emails whenever you need them.

Candidate Rejection Email Template #1

Use this template for job applicants who aren’t a good fit for your company.

Hi [Applicant Name],

Thank you for your interest in joining the [Company Name] team. We have carefully reviewed your application and decided to pursue other candidates whose qualifications more closely match the requirements for the [Job Title] position.

We appreciate your time and wish you luck in your job search.

All the best,

The [Company Name] Team

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Candidate Rejection Email Template #2

Use this template for job applicants you’d like to keep in your talent pipeline.

Hi [Applicant Name],

Thank you for your interest in joining the [Company Name] team. We have carefully reviewed your application and have decided to pursue other candidates whose qualifications more closely match the requirements for the [Job Title] position.

We are going to keep your resume in our talent database in case we have an opening in the future that better fits your skills and experience. In the meantime, we encourage you to apply for other positions with [Company Name] that interest you.

All the best,

The [Company Name] Team

Transparent, honest communication is key for building a strong employer brand and hiring the best candidates. While it may seem like a lot of extra effort to send an email to every candidate, using candidate rejection email templates like these will speed up the process and make your job easier.

For more email templates, head to our Employer Resource Center. And to stay up to date on what candidates expect from employers in their job search, download iHire’s What Candidates Want: 2023 Job Seeker Report.