Candidate rejection email template

Close the loop promptly and respectfully without making promises, giving vague false hope, or adding job-irrelevant explanations.

Use it in CareerATS

Published: September 15, 2026

Use this resource to

Notify candidates clearly and respectfully.
Personalize the message without writing every email from scratch.
Keep disposition communication consistent across the team.

Part 1

Application-stage rejection

Use this after reviewing an application when the candidate will not continue.

Ready-to-copy template

Subject: Update on your application for [Position title]

Hi {{first_name}},

Thank you for your interest in the [Position title] opportunity with [Company name]. After reviewing your application, we have decided not to move forward with your candidacy for this role.

We appreciate the time you took to apply and wish you the best in your search.

Best,
{{my_name}}

Part 2

Post-interview rejection

Acknowledge the additional time invested after an interview. Add specific feedback only when your organization has a consistent, approved practice.

Ready-to-copy template

Subject: Update on the [Position title] interview process

Hi {{first_name}},

Thank you for speaking with us about the [Position title] role. We appreciate the time and preparation you brought to the process.

After careful consideration, we have decided to move forward with another candidate whose experience more closely matches our current needs.

Thank you again for your interest in [Company name]. We wish you success in your search.

Best,
{{my_name}}

Part 3

Before sending

Confirm the candidate and opening are correct.
Remove language suggesting a future opportunity unless you genuinely intend to maintain contact.
Do not include discriminatory, speculative, or job-irrelevant reasons.
Record the accurate disposition separately for reporting.

Inside CareerATS

Save rejection messages as reusable templates.

CareerATS supports reusable email templates, mail-merge tags, applicant history, and workflows that help teams send consistent communication.

Follow the product guide

Create reusable email content and verify merge fields before using it with applicants.

Build email templates →

Frequently asked questions

When should a rejection email be sent?

Send it after the decision is final and as promptly as your process allows. Candidates who interviewed should generally receive more personalized and timely communication.

Should a rejection email explain the reason?

Only provide feedback under a consistent company policy and after considering legal and practical risks. Keep any explanation factual, job-related, and respectful.

Which merge tags are supported in this template?

CareerATS supports {{first_name}} and {{my_name}} as built-in tags. Replace bracketed fields such as [Position title] and [Company name] manually or with a configured custom tag.

Put the template into a repeatable workflow.

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