How to Politely Inform a Candidate They Weren’t Selected (With Sample Letter)

Why Sending a Job Rejection Letter Matters

In today’s competitive job market, the way companies communicate with candidates—even those they don’t hire—can significantly impact their reputation and future talent pipelines. A well-crafted rejection letter demonstrates respect for the applicant’s time and effort while maintaining a positive relationship for potential future opportunities.

The Impact of Professional Rejection Letters on Employer Branding

Your employer brand isn’t just shaped by the candidates you hire, but also by how you treat those you don’t. Research shows that 72% of job seekers share their interview experiences online, with rejection communication being a frequent topic. Companies known for respectful rejections often see:

• Higher reapplication rates from strong candidates
• Positive word-of-mouth referrals in professional networks
• Improved ratings on employer review sites like Glassdoor

Consider that 59% of job seekers report a negative impression of companies that send generic rejection emails, highlighting how small details in your communication can make a big difference.

Legal and Ethical Considerations When Rejecting Candidates

Beyond courtesy, there are important legal reasons to craft rejection letters carefully. Avoid any language that could be interpreted as discriminatory based on protected characteristics (age, gender, race, etc.). Best practices include:

• Focusing on the selected candidate’s qualifications rather than the rejected candidate’s shortcomings
• Using neutral, objective language throughout
• Keeping records of all rejection communications

Ethically, candidates deserve transparency about their status after investing time in your hiring process—especially considering that over 75% of applicants never hear back after an interview.

How Rejection Letters Affect Candidate Experience

A thoughtful rejection letter can turn disappointment into respect for your organization. According to Talent Board research, including even a brief reason for rejection reduces candidate frustration by 34%. The ideal candidate experience includes:

• Clear closure to the application process
• Appreciation for the candidate’s time and skills
• Potential pathways for future engagement

Personalized rejection letters can boost reapplication rates by 40%, making this communication a strategic investment in your talent pipeline.

Key Components of a Polite Rejection Letter

An effective rejection letter balances professionalism with empathy, providing closure while leaving the door open for future possibilities. The most impactful communications share several key characteristics that respect the candidate while protecting the company’s interests.

Essential Elements Every Rejection Email Should Include

Every professional candidate rejection email should contain these core components:

1. Appreciation: Acknowledge the time and effort invested in the application
2. Clear decision: State the rejection unambiguously in the first few sentences
3. Positive note: Mention something specific you appreciated about the candidate
4. Future opportunity: Encourage applications for future roles when appropriate
5. Contact information: Provide a way to request feedback or ask questions

According to HR Magazine, rejection emails sent within 2 weeks of an interview are perceived as significantly more professional than delayed responses.

Balancing Professionalism and Empathy in Your Message

The tone of your rejection letter should be warm but not overly familiar, professional but not cold. Effective techniques include:

• Using “we” language to show it was an organizational decision
• Avoiding clichés like “it was a tough decision” unless personalized
• Referencing specific strengths demonstrated during the process
• Keeping the focus on the candidate’s future rather than your rejection

For example: “We were particularly impressed with your approach to [specific skill/task discussed], and hope you’ll consider applying when we have openings that better match your expertise.”

What to Avoid in Candidate Rejection Communications

Certain phrases and approaches can damage relationships or even create legal risks:

• Over-explaining: Detailed reasons for rejection can invite debate or legal scrutiny
• False hope: Promising future consideration if unlikely
• Comparisons: Avoid phrases like “the other candidate was more qualified”
• Generic praise: Empty compliments feel insincere without specifics

Remember that 59% of job seekers report negative impressions of companies that send obviously template-based rejections, so personalization matters.

Best Practices for Rejecting Job Applicants

Beyond the content of the letter itself, how and when you deliver the rejection significantly impacts how it’s received. These best practices help maintain positive relationships with candidates while streamlining your HR processes.

Timing Your Rejection: When to Send the Notice

The ideal timing for rejection notices depends on the hiring stage:

• After resume screening: Within 1-2 weeks of application close
• After interviews: Within 3-5 business days of final decision
• Final candidates: Preferably by phone before formal letter

Delayed rejections frustrate candidates who may have turned down other opportunities while waiting. According to HR Magazine, responses sent within 2 weeks of an interview improve employer branding significantly.

Personalization Techniques for Rejection Letters

Even when using templates, personal touches make a difference:

1. Use the candidate’s name (not “Dear Applicant”)
2. Reference something specific from their interview or application
3. Tailor the future opportunity suggestion to their skills
4. Match the communication style to your company culture

LinkedIn Talent Solutions found that personalized rejection letters can boost reapplication rates by 40%, making this extra effort worthwhile.

Offering Constructive Feedback Without Over-Sharing

While candidates often appreciate feedback, providing it requires care:

• Offer feedback only if requested
• Focus on objective, job-related factors
• Keep it brief and high-level
• Never compare to other candidates

Example: “For this particular role, we needed someone with more direct experience in [specific skill], but your [other skill] was impressive and could be valuable for future positions.”

Leaving the Door Open for Future Opportunities

When appropriate, encourage strong candidates to stay engaged:

• Invite them to follow your company’s careers page
• Suggest specific future roles that might fit
• Offer to connect on professional networks
• Mention keeping their resume on file (only if true)

This approach maintains your talent pipeline while softening the disappointment of rejection.

Sample Letter Letting Candidate Not Selected: A Real-World Example

Common Mistakes in Candidate Rejection Letters

Even well-intentioned rejection communications can backfire if they contain certain pitfalls. Being aware of these common errors helps ensure your letters maintain professional standards while preserving relationships.

Generic Language That Hurts Your Employer Brand

Overused phrases make candidates feel undervalued and create negative impressions. Avoid:

• “We received many qualified applications” (implies the candidate was just a number)
• “We’ll keep your resume on file” (if you don’t actually maintain an active database)
• “This decision doesn’t reflect on your qualifications” (contradicts the purpose)

Glassdoor surveys show that 59% of job seekers develop negative impressions of companies using obviously template-based rejections.

Legal Pitfalls in Rejection Letter Wording

Certain phrases can unintentionally create legal exposure:

• Avoid mentioning protected characteristics (age, family status, etc.)
• Don’t suggest the candidate wasn’t “a cultural fit” (can imply bias)
• Steer clear of subjective judgments about personality

Instead, focus on objective factors like experience levels or specific skill requirements for the role.

How Vague Responses Can Damage Relationships

While you shouldn’t over-explain, complete vagueness also frustrates candidates:

• “We’ve decided to go in another direction” (what direction?)
• “The team felt another candidate was better suited” (how?)
• “We’re pursuing other options at this time” (what options?)

Talent Board research shows that including even a brief reason (“needed more direct experience in X”) reduces candidate frustration by 34%.

Advanced Strategies for Candidate Rejection

For HR professionals looking to elevate their candidate communication, these advanced techniques help handle complex rejection scenarios while maintaining positive relationships and protecting the organization.

Handling Multiple Rejections for the Same Position

When rejecting several strong candidates for one role:

• Vary the wording slightly for each letter to avoid seeming copied
• Consider staggering send times if candidates know each other
• For finalists, a phone call before the formal letter shows extra respect

Example: “While we’ve selected another candidate for this specific role, we were particularly impressed with your [specific skill] and would welcome future applications.”

Rejecting Internal Candidates with Tact

Rejecting current employees requires extra sensitivity:

1. Deliver the news in person if possible
2. Acknowledge their existing contributions to the company
3. Provide clear development feedback if requested
4. Discuss potential paths to future promotions

This maintains morale and demonstrates investment in their growth despite the rejection.

When and How to Provide Additional Feedback

Structured feedback processes prevent legal issues while adding value:

• Only provide feedback if explicitly requested
• Wait until after the hired candidate has accepted
• Stick to job-related factors documented during evaluation
• Offer to schedule a brief call rather than detailed written feedback

Example: “For this role, we prioritized candidates with more direct experience in X, but your Y skill was impressive and we’d suggest highlighting that for future applications.”

Templates for Different Rejection Scenarios

While the core principles remain consistent, tailoring your rejection communication to specific hiring stages and candidate types demonstrates professionalism and attention to detail.

Rejection After Interview: Sample Letter

Post-interview rejections should reference the personal interaction:

• Mention enjoying the conversation or specific discussion topics
• Acknowledge the time invested in preparing for and attending
• If appropriate, compliment a particular skill demonstrated

Example: “We truly appreciated the thoughtful examples you shared about [topic discussed] and enjoyed learning about your approach to [relevant skill].”

Rejection After Phone Screen: Email Template

For early-stage rejections, keep it brief but appreciative:

• Thank them for their time in the screening
• State simply that they won’t progress in this process
• Optionally mention the competitive candidate pool
• Encourage future applications if genuine

Example: “While we won’t be moving forward with your application at this time, we appreciated the opportunity to speak with you about your experience with [relevant skill].”

Declining an Overqualified Candidate

When rejecting due to overqualification:

• Avoid implying they’re “too good” for the role
• Focus on fit: “We’re concerned the position might not fully utilize your extensive experience”
• Suggest more senior roles if available

Example: “Given your impressive background in X, we believe you might be better suited for roles with greater responsibility like Y that we occasionally post.”

Rejecting a Candidate Who Was a Close Second

For narrow decisions, you can be more complimentary:

• Acknowledge it was a difficult decision
• Express stronger interest in future opportunities
• Consider more specific feedback if requested

Example: “The decision was extremely close, and we hope you’ll apply for future openings where we believe your skills would be an excellent fit.”

Measuring the Effectiveness of Your Rejection Process

Like any HR function, your candidate rejection process should include metrics and continuous improvement. Tracking these factors helps refine your approach over time.

Tracking Candidate Feedback on Rejection Letters

Methods to gather candidate perspectives:

• Optional short surveys attached to rejection emails
• Monitoring employer review sites for mentions of your process
• Tracking questions or comments received in response to rejections

Key metrics might include satisfaction scores or verbatim comments about the tone and helpfulness of your communications.

Analyzing Reapplication Rates After Rejections

Strong rejection processes yield:

• Higher percentages of rejected candidates applying for future roles
• More referrals from candidates who were respectfully rejected
• Positive mentions in professional networks

LinkedIn data shows personalized rejection letters can boost reapplication rates by 40%, making this a valuable metric to track.

Continuous Improvement for Your Rejection Process

Refine your approach by:

1. Reviewing rejection templates quarterly for updates
2. Benchmarking against industry leaders’ approaches
3. Training hiring managers on giving constructive feedback
4. Analyzing trends in candidate responses over time

Remember that rejection communication is an extension of your employer brand and talent acquisition strategy, worthy of regular evaluation and improvement.