When to Send Rejection Emails, and How Much Feedback to Give

Send a rejection as soon as you are sure, and tell candidates in advance when they can expect to hear. The one exception is a runner-up: hold that message until your chosen candidate has accepted, in case the offer falls through. Feedback is worth giving when it is specific, true and safe for your company to share.

When should I send a rejection after an application?

If a person clearly does not meet the must-have requirements, tell them soon, ideally through an automated acknowledgement and a short follow-up. Waiting for a role to close before telling everyone leaves hopeful people in limbo, and candidates tend to remember how a company made them feel more than what it said.

When should I send it after an interview?

Tell candidates at the end of the interview what happens next and when. If you cannot decide by that date, send a short update and a new date. Sending the decision within a few working days is a fair target for most roles, although the right pace depends on your process.

Should I hold the message for my second choice?

Yes, for the runner-up. If your first choice declines, you want your second choice still available. Tell them honestly that a decision is still being finalised, rather than leaving them without an update. Once the offer is accepted, tell the remaining candidates promptly.

How much feedback is appropriate?

A useful rule is to give feedback when it is specific, based on the criteria in the job, and something the person could do differently. For example, "we were looking for deeper experience with large-scale data migrations" is useful. Avoid subjective or personal remarks, comparisons with other candidates and anything related to protected characteristics. If your company has a policy of not giving feedback, say so kindly and do it consistently.

How do I keep this consistent?

Consistency is fairer and safer. Decide in advance, for each stage, what message goes out, who sends it and by when, and keep a record. Templates help you do this reliably. The Rezumz Candidate Rejection Email Templates cover each stage, and you can edit them to include your timing and feedback policy.