How to write rejection emails to unsuccessful candidates after the interview [free templates included]

You have much more applications for your job post than the positions available. On average, there are 118 job applications for one job post, which means 117 candidates are rejected! 

One of the most challenging jobs of HR is to handle the rejection of candidates with care. You either don’t know how to close the discussion and sometimes the worse happens, you don’t respond because you don’t know how to.

It was found in several polls on LinkedIn that candidates expect to know even when they aren’t selected. Moreover, it helps your overall employer brand. 

If you’re handling the rejection right, people who aren’t selected will keep talking about the good things in your organization and help you build an employer brand without trying. There could be another position where they’d fit best sooner or later. So you have to say no with positive vibes. 

This blog will help you with tips for writing rejection emails in a way that doesn’t hurt your brand image.

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Why should you write a rejection letter for unsuccessful candidates?

The candidates applying for job posts and completing the interview process invest time and energy. It is an act of courtesy to write to them about their rejection. 

Let us discuss some reasons why you should send a rejection letter:

1. It maintains a good relationship of your brand with applicants

The candidate wasn’t a perfect fit for the role you were looking for. But what if they are a fit for another opportunity with your company? 

You’ve communicated clearly and avoided the weird phase when you send them a personalized note about their rejection. The conversation will be comfortable when you reach out to them about another opportunity. 

If you ignore sending them an email, you’ll have to face an awkward situation. And you might even lose the candidate for a lifetime.

2. It helps your applicants move ahead

When you email a candidate that they were not selected, this immediately helps them move on. They get complete closure. 

If you don’t let them know, they keep waiting for your response. This adds unnecessary stress to their well-being. So it is always a good idea to let them know as soon as possible.

3. It helps in establishing a strong employer brand

A good employer brand helps you attract the top talent and retain them. Sending a rejected candidate quick feedback or a note about why they were not selected helps you establish your employer brand.

The applicant will talk good about your company and keep a keen look at the job openings at your organization. They’ll even recommend you to their friends.

What makes a good rejection email?

There are four elements in a good rejection email. Some of these are optional. But when you use all four elements, you’ll improve your employer brand and comfort your rejected candidates.

1. Personalize the email

Let them know you sent this email just to them. You can automate the process using HR tech tools. 

Personalize the email with their name, the post they applied for, and the interview date. Personalization is a sign that you care about the candidate and you gave serious consideration to them.

2. Compliment and thank them

Send them a note about the strengths you noticed during the interview process. When you use assessment tools like Testlify, you can quickly see their strengths and weaknesses in particular skills. 

Some interview processes are time-consuming. And the candidate has spent enough time and energy to take the assessment test, prepare for interviews, and wait for your response. Acknowledge this and send them thanks for this.

3. Help them with feedback

This section of the email is optional. You can ignore this if you want. Send the applicant short feedback about how they can improve for their following interview. What are the skills you were genuinely impressed with? Let them know. Do you think they need to work on some skills? Let them know.

Send them a link to the resource. Recommend them a course or certification. Constructive feedback is an excellent gesture for your employer brand image.

4. Wish them luck

Wish them luck in their job search. This is subtle yet important to keep up the good energy in your applicants. It was found that good wishes create a bond and end the conversation on a positive note. 

Rejection templates for unsuccessful candidates

Here are three email templates that can help you in the rejection of unsuccessful candidates.

Template: 1: Informing about rejection

Hi {First name},

Thank you for interviewing for {position} on {date of interview} and taking the time to learn about our company. After thoughtful consideration, we have selected another candidate for the post.

We hope you’ll consider us for the roles we advertise in the future and encourage you to apply again.

We wish you luck in your job search and thank you for your interest in our company.

Sincerely,

{Your name}

Template: 2: Informing with feedback to improve

Hi {First name},

Thank you for interviewing for {position} on {date of interview}. It was a tough decision, but we selected another candidate for the position.

Our team was particularly impressed with your {skills}, but we felt you lacked experience in {skill/experience}. We’d recommend {taking a course/obtaining a certificate/gaining project experience} to improve.

We would like to stay in touch with you for future opportunities that might be a good fit. Please follow our social handles for updates on future job posts.

Thanks again for taking the time to apply and coming to meet the team. We wish you the best of luck in your job search and thank you for your interest in our company.

Sincerely,

{Your name}

Template: 3: Quick update about rejection

Hi {First name},

Thank you for interviewing for {position} on {date of interview}. After thoughtful consideration, we have decided to move forward with another candidate.

We thank you for your interest in the company and wish you the best of luck in your job search.

Sincerely,

{Your name}

Final thoughts

There’s a famous saying that goes, treat others as you’d like to be treated. It is not easy to talk about rejection. But responding with a polite message will help them. And, it keeps a good impression of your company.

You can manage the assessment of candidates and send emails to the rejected candidates all through Testlify, an advanced assessment tool made to make your recruitment easier, accurate, and faster.