6 rejection letter sample templates for candidate rejection

Nobody likes delivering bad news. As a result, it’s unsurprising that rejection letters are part of the hiring process that many companies skip or handle poorly… even though it can actually damage your company's reputation. 

A well-written rejection letter does more than just close the loop with candidates. It protects your employer brand, creates goodwill for future openings, and shows respect for people who invested time in your application process.

This guide provides ready-to-use rejection letter templates and best practices to help you handle candidate communications professionally and efficiently.

What is a rejection letter?

A rejection letter is a formal message sent to job applicants who weren't selected for a role. It clearly communicates that they won't be moving forward in the process.

The purpose goes beyond just saying "no." A good rejection letter shows professionalism, provides closure, and maintains respectful communication with potential future candidates.

Unlike the common practice of "ghosting" candidates, sending rejection letters demonstrates that your company values people's time and effort. This approach builds your reputation as an employer that treats applicants fairly throughout the hiring process steps. 

Applicants may be more likely to reapply in the future, which they’d be unlikely to do if they received no response or felt “ghosted”—especially as they got further in the process.

Why sending rejection letters matters

Rejection letters benefit both your company and candidates in several important ways:

• Protecting your employer brand. Candidates who receive respectful rejection letters are more likely to speak positively about your company and recommend it to others.

• Improving candidate experience. Clear communication reduces anxiety and frustration for applicants who are left wondering about their status. They can move on to other opportunities. 

• Reducing follow-up emails and confusion. Proactive rejection letters cut down on "checking in" emails from candidates seeking updates.

• Leaving the door open for future opportunities. A positive rejection experience keeps talented candidates interested in applying for other roles at your company.

• Building a talent pipeline. Candidates who weren't right for one role might be perfect for another position later. Reaching out with thoughtful rejections increases the chance they’ll reapply. 

• Demonstrating company values. How you treat rejected candidates reflects your company culture and values to everyone watching. 

Keep in mind that it’s not uncommon for candidates to spend significant time on a single application, only to never hear back—sometimes even after an interview. 

Candidates have reported that employers “ghosting them” during the interview process is on the rise, with a 2023 Indeed study finding that 40% of survey respondents even saying they’d been ghosted after a second- or third-round interview. 

This kind of experience can hurt your brand reputation… and may increase the odds that future applicants ghost you during the hiring process, too. 

7 types of rejection letters

Different situations call for different approaches to rejection letters. Here are the main types you'll need for the most common scenarios during the hiring process:

1. Unqualified applicant

This rejection is for candidates who lack the basic requirements for the role. They might be missing essential skills, experience, or qualifications outlined in the job posting. 

You can politely let them know why they’ve been rejected so they can address skill or experience gaps if they want to reapply in the future. 

2. Mismatched applicant

These candidates have good qualifications but aren't the right fit for this specific role. Their skills might be better suited for different positions or company types.

3. Post-interview rejection

This rejection goes to candidates who made it through at least one interview round but weren't selected to continue. These require more personalized communication since you've invested time getting to know them.

4. Internal candidate rejection

When internal employees apply for roles and aren't selected, these rejections require extra sensitivity. You're maintaining ongoing working relationships, and they may be more likely to take it personally. 

These rejection letters should be deeply personalized and offer transparent reasons (when possible) about why a candidate wasn’t selected. You may even provide resources like internal career maps. 

5. Late application

Some qualified candidates apply after you've already made hiring decisions or closed the position. These rejections should acknowledge the applicants’ relevant qualifications while explaining why they aren’t considered for this position. 

6. Undisclosed reason

Sometimes you can't or shouldn't share specific reasons for rejection. These letters focus on thanking candidates and encouraging future applications without detailed explanations. 

You can provide positive feedback but explain that you’re moving forward with someone else without any additional information. 

7. Skills assessment failure

Candidates who don't pass required tests or assessments need rejection letters that acknowledge their effort while explaining the decision. 

If they have time, your hiring manager could politely make suggestions for how the candidate could improve specific skills for the future. 

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Key elements to include in a rejection letter template

While no two types of rejection letters are identical, each letter should include a few common essential components. 

1. Greeting the candidate

Use the candidate's name and a professional greeting. Think “Hello, Mabel,” over a simple “Hey.” Personalization shows respect and attention to detail.

2. Thanking them for applying

Acknowledge the time and effort they invested in your application process. This sets a positive tone from the start. Candidates may feel that you value the work they put into the application and interview process. 

3. Clear statement of rejection

Be direct about your decision. Avoid vague language that might give false hope or create confusion about their status. Statements like “we’re moving forward with other candidates” can be helpful. 

4. Optional personalized feedback

When appropriate (and when time allows), include specific feedback about their application or interview performance. This helps candidates improve for future opportunities. 

You might mention that your whole team loved the candidate, but there were more experienced applicants. Provide positive and constructive feedback when possible. This is particularly important the further the candidate makes it through your interviewing process. 

5. Encouragement for future opportunities

Let them know you'd welcome applications for other roles that might be a better fit. This keeps doors open for potential future matches. You can even recommend specific roles they may want to apply for based on their experience. 

6. Closing with a positive tone

End on an upbeat note that reinforces your company's professionalism and leaves candidates with a good impression. Thank them again for their time and wish them luck on their job search. 

7. Your signature or hiring manager info

Include your name, title, and contact information so candidates know who to reach out to with questions. If you want them to keep in touch in the future, let them know. 

How to write a rejection letter to a candidate in 7 steps

Writing rejection letters is never fun, but having a systemized process can help you create a good end result. Follow these steps to create effective rejection letters that maintain positive relationships:

1. Review the candidate and role carefully

Before writing, refresh your memory about the candidate's background and the specific role they applied for. This helps you personalize the message and avoid generic language that could make the candidate feel underappreciated. 

2. Choose a warm yet concise tone

Strike a balance between being friendly and professional. You want to sound human and empathetic without being overly casual. You also want to keep it brief—there’s no need to drag it out. 

3. Personalize when possible

Reference specific details from their application or interview when you can. This shows you paid attention to their unique qualifications. 

You can share something more personal (like “it was great meeting a fellow Lions alumni!”). Or, mention something related to the candidate’s experience, like how the team was impressed with the applicant’s coding background. 

4. Get to the point early

Don't bury the rejection news in flowery language. State your decision clearly in the first paragraph so candidates understand immediately. Use language like:

• We’ve decided to move forward with other candidates at this time.

• We won’t be advancing your candidacy to the next stage of the interview process.

• We’ve filled the role with another applicant. 

5. Offer encouragement

Highlight positive aspects of their candidacy when genuine. This helps soften the rejection and maintains their confidence for future applications.

If you do offer feedback, make sure it’s constructive. Many candidates appreciate understanding why they weren’t chosen, especially if it can help them identify what they could do differently in the future. 

6. Keep it brief and respectful

Aim for three to four short paragraphs. Longer letters can feel patronizing or overwhelming, while shorter ones might seem dismissive.

Remember that candidates have likely spent significant time, effort, and emotional energy on the application process. Don’t drag out the “no,” but taking time to write a thoughtful response can mean a great deal. 

7. Proofread before sending

Check for typos, ensure you're using the correct candidate name, and verify all details are accurate. Errors in rejection letters can damage your professional image—and the last thing you want is to go viral on LinkedIn for the wrong reasons.

6 Rejection letter template examples

The right words matter. A poorly written rejection can damage relationships and hurt your employer brand. A well-crafted one keeps doors open for future opportunities.

These templates give you the exact language to handle different rejection scenarios professionally. Copy, customize, and send—no more staring at a blank screen wondering what to say.

Benefits of using rejection letter templates

Standardized rejection letter templates provide several advantages for your hiring process, which can benefit both your organization and the applicants you’re considering. 

1. Ensures consistency and fairness

Templates help you treat all candidates equally and maintain the same professional standards across different hiring managers and departments.

2. Saves time and boosts efficiency

Pre-written templates eliminate the need to craft individual rejection messages from scratch, speeding up your hiring workflow significantly. You’ve got pre-written messaging that can be customized as you see fit. 

This is essential, since 60.1% of HR leaders spend significant time on recruiting tasks. Finding ways to speed up time-consuming processes (like rejection letters!) can be a game changer. 

3. Helps maintain the employer brand

Consistent, professional communication reinforces your company's values and reputation in the job market.

4. Reduces emotional strain on hiring teams

It can be difficult to know how to say “no,” so this can help. Having templates removes the stress of figuring out how to deliver disappointing news, making the process easier for hiring managers.

5. Improves candidate experience

Predictable, respectful communication helps candidates understand your process and leaves them with positive feelings about your company.

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Common mistakes to avoid in rejection letters

There are a few common mistakes brands and hiring managers make when writing rejection letters. Watch out for these errors that can damage your brand or confuse candidates. 

1. Being too vague or cold

Generic language like "we've decided to go in a different direction" doesn't provide closure and can leave candidates frustrated or confused about what happened. 

Explaining “We greatly appreciated your time, but another candidate had a few more years of relevant experience” can be both professional and direct. 

2. Providing unnecessary or critical feedback

Unless specifically requested, detailed feedback about weaknesses can come across as harsh and unprofessional in a rejection letter. Keep in mind that hearing a “no” is likely already hard enough; being too critical can be hurtful. 

3. Failing to personalize the message

Using the wrong candidate name or relying entirely on generic content shows a lack of attention to detail. This can reflect poorly on your company and frustrate applicants. 

4. Using generic templates without review

Sending template emails without customizing them for the specific role or candidate can make your communication feel impersonal and careless. It could also result in your team accidentally using templates that may not be relevant to the exact situation. 

5. Delaying the rejection unnecessarily

Waiting weeks to send rejection letters can frustrate candidates and damage your employer brand. Send rejections promptly after making decisions and moving forward with other candidates. 

6. Making promises you can't keep

Phrases like "we'll keep you in mind for future roles" create expectations you might not be able to fulfill. If “we encourage you to reapply” sounds more accurate, use that instead. Just like with termination letters, it’s best to say what you mean upfront.

Improve your hiring workflows with Rippling

Managing rejection letters and candidate communication can be time-consuming and complex. Rippling streamlines your entire HR and hiring process with tools designed for efficiency and compliance.

Our recruitment management software includes customizable email templates that ensure consistent, professional communication with all candidates. You can automate rejection emails based on specific criteria while still maintaining the personal touch that protects your employer brand.

Key features that improve your hiring workflow include:

• Centralized candidate communication that keeps all interactions organized and trackable in one place.

• Automated workflows for hiring and offboarding that reduce manual work and ensure nothing falls through the cracks.

• Customizable email templates that maintain consistency while allowing for personalization when needed.

• Integration with your existing systems to create seamless handoffs between recruiting, onboarding, and HR management.

Whether you're scaling up your hiring or need to handle difficult workforce decisions, Rippling adapts to your needs. Our platform supports everything from candidate rejection letters to complete offboarding checklists.

Learn more about how Rippling can transform your hiring process with our comprehensive HRIS platform. 

Rejection letter template FAQs

What should a rejection letter include after an interview?

After an interview, your rejection letter should:

• Thank the candidate for their time.

• Acknowledge specific aspects of your conversation.

• Clearly state your decision.

• Encourage them to apply for future roles. 

Since you've invested more time with these candidates, a slightly more personalized approach shows respect for the relationship you've built.

How do you politely reject an applicant?

Start with gratitude for their interest and time. Be direct but kind about your decision. Focus on the competitive nature of the process rather than personal shortcomings. End with encouragement about future opportunities and thank them again for considering your company.

Can I give feedback in a rejection letter?

Yes, you can give feedback in a rejection letter—but do so carefully.

Light, constructive feedback is appropriate for candidates who reached later stages of your process, especially if they specifically request it. 

Focus on skills gaps or experience differences rather than personal critiques. However, detailed feedback isn't necessary for early-stage rejections and can sometimes create more problems than it solves.