Job rejection letter templates for every stage
Quick answer: a good job rejection letter is short, sent quickly and honest. Thank the candidate by name, say clearly that you are not moving forward, add one genuine sentence about their application or interview, and wish them well. Skip vague promises and never give a reason you would not want to defend.
Below are templates for each stage of hiring. Copy them, swap the brackets and send. Candidates who get a clear, kind no remember the company far more fondly than the ones who never hear back.
Rejection letter after an application (no interview)
Most candidates never get this email. Sending it, even automatically, puts you ahead of most employers.
Subject: Your application for [role] at [company] Hi [first name], Thank you for applying for the [role] position at [company]. We have reviewed your application carefully and have decided not to move forward with it at this time. We received a large number of applications and this decision is not a reflection of your overall talent. We appreciate the time you spent applying and wish you the best in your search. Kind regards, [Your name] [Title], [company]
Rejection letter after a phone screen
Subject: Update on your [role] application Hi [first name], Thank you for speaking with me about the [role] role on [day]. I enjoyed learning about [specific detail from the call]. After reviewing all of our conversations, we have decided to move forward with candidates whose experience more closely matches what the team needs right now. Thank you again for your time and interest in [company]. I wish you every success. Best, [Your name]
Rejection letter after an interview
This is the one candidates search for most. They took time off, prepared and met your team, so it deserves a personal touch. A phone call is even better for later rounds.
Subject: Your interview for [role] Hi [first name], Thank you for interviewing with us for the [role] position. The team appreciated your time and especially enjoyed your thoughts on [specific topic]. We have decided to offer the role to another candidate whose background is a closer fit for this particular position. This was a difficult decision. If you would like brief feedback on your interview, I am happy to share a few notes. We would also welcome your application for future roles that match your experience. Warm regards, [Your name] [Title], [company]
Rejection letter after the final round
Subject: [Role] final decision Hi [first name], Thank you for everything you put into our process over the past few weeks, from the interviews to [assignment or presentation]. You were one of our final candidates, and the team was genuinely impressed. After a lot of discussion, we have offered the role to another candidate. I know this is disappointing news after a long process, and I want you to hear it directly from me. I would like to stay in touch, and I will reach out if a role opens that fits your strengths. Please feel free to connect with me on LinkedIn. With thanks, [Your name]
Rejection letter when the role is filled internally or canceled
Subject: Update on the [role] position Hi [first name], Thank you for your interest in the [role] position and for the time you spent with us. I wanted to let you know that [we have filled the role with an internal candidate / the position has been put on hold]. This decision was not about your qualifications, and we are sorry for the change in plans. We will keep your details on file and reach out if a similar role opens. Thank you for your understanding. Best regards, [Your name]
Short rejection email for a high volume of applicants
Hi [first name], Thank you for applying for [role] at [company]. We have decided to move forward with other candidates for this position. We appreciate your interest and wish you all the best. [Company] Hiring Team
What to include in a rejection letter
- The candidate's name and the exact role they applied for.
- A clear decision in the first two or three sentences, with no guessing.
- One specific, genuine detail if they interviewed.
- Thanks for their time, and an offer of feedback for later round candidates if you can follow through.
- A real invitation to apply again only if you mean it.
What to avoid
- Waiting weeks. Send the rejection within a few days of the decision.
- Reasons tied to age, family, health, religion, nationality or any protected characteristic. Keep reasons about job related fit, or leave them out.
- "We will keep your resume on file" when nobody will ever open that file.
- Sending it at 2 AM, four months later, from a no reply address.
- Copying the whole interview panel or using the wrong name. Check twice.
On the receiving end?
If you are the candidate reading these templates, you already know most real rejections sound exactly like this. Our guide on how to respond to a job rejection email has short replies that keep the door open, and if you need a laugh first, the free funny rejection letter generator writes you a fake one for any job.
Frequently asked questions
How do you write a rejection letter after an interview?
Thank the candidate by name for interviewing, mention one specific thing you appreciated, state clearly that you chose another candidate, offer brief feedback if you can, and wish them well. Keep it under 150 words and send it within a few days of the decision.
Should you give a reason in a job rejection letter?
A short, job related reason is fine, such as choosing a candidate with more experience in a specific area. Avoid detailed or personal reasons, and never mention anything related to a protected characteristic. If in doubt, leave the reason out and offer a feedback call instead.
Is it better to reject candidates by email or phone?
Email works for applicants and early screens. For final round candidates, a short phone call followed by an email is more respectful and leaves a better impression.
How soon should you send a rejection letter?
As soon as the decision is final, ideally within a few days. Waiting until the role is filled is common but leaves candidates guessing, and many simply never hear back.
What is the most common phrase in job rejection emails?
"After careful consideration, we have decided to move forward with other candidates." It is so common that job seekers joke about it, which is why it pays to add one sentence that shows a person actually read the application.
