How to Write a Candidate Rejection Email That Candidates Respect

A good rejection email is short, clear and kind. Thank the person by name, say plainly that you are not moving forward, give a reason only if you can do so helpfully and truthfully, and close with an honest note about the future. One to two short paragraphs is enough, and the decision should appear in the first few sentences.

What should the subject line say?

Reference the role and the company, and avoid harsh words. Something like "Your application for Marketing Manager at Acme" is clear and neutral. A subject that hides the news can feel evasive, while one that shouts "rejection" is unkind.

What is a simple structure?

Open with thanks for the time they gave. State the decision in plain words, such as "we have decided to move forward with another candidate". Add one specific, true positive if you have one. Offer brief, useful feedback if you are able to. Close by wishing them well, and say whether you would welcome a future application only if you mean it.

How does the wording change by stage?

Early-stage emails can be brief and warm. After an interview, acknowledge the effort: they prepared, travelled or gave up time. After a final round, a call from the hiring manager is often more respectful than an email alone, followed by a short written note. The more time a person invested, the more care the message deserves.

How much feedback should I give?

Give feedback only when it is accurate, specific and something the person can act on, and when your company is comfortable with it. Vague phrases such as "we found someone with a better fit" do not help, but they also do not mislead. Avoid feedback that could be read as a comment on protected characteristics, and avoid promising feedback you cannot give consistently.

What should I leave out?

Skip clichés, long apologies, comparisons with other candidates, and "we will keep your CV on file" unless you really will. Do not make promises about the future that you do not intend to keep, because candidates remember them.

Where can I find ready wording?

The Rezumz Candidate Rejection Email Templates give you eight emails for different stages, from application to final round, which you fill in and copy. They work in your browser with no sign-up. Edit each to fit your voice and your company's policy.