# Candidate rejection email templates

Use these messages as a starting point. Replace bracketed fields, verify the decision and details, and follow your organization's recruiting policies. Keep reasons factual and job-related. Do not promise feedback or future contact unless you can follow through.

## Application review

**Subject:** Update on your application for [Role]

Hi [Name],

Thank you for applying for the [Role] position at [Company]. After reviewing applications, we have decided to move forward with candidates whose experience more closely fits the needs of this opening.

We appreciate your interest in [Company] and wish you well with your search.

Best,
[Sender name]
[Team or company]

## After a phone screen

**Subject:** Update after our conversation about [Role]

Hi [Name],

Thank you for speaking with me about the [Role] position. We have decided not to move forward with your application for this opening.

I appreciated learning about [specific, true detail]. Thank you for the time you spent with us, and I wish you the best in your search.

Best,
[Sender name]
[Team or company]

## After a final interview

**Subject:** Update on the [Role] interview process

Hi [Name],

Thank you for meeting with [people or team] and taking the time to discuss the [Role] position. We have decided to move forward with another candidate.

We appreciated hearing about [specific, true detail from the conversation]. I know interviewing takes time, and I'm grateful you considered [Company]. [Optional, only if confirmed: We expect to complete this process by DATE / No further action is needed.]

Best,
[Sender name]
[Team or company]

## Short version

**Subject:** Update on your [Role] application

Hi [Name],

Thank you for your interest in [Company]. We have decided not to move forward with your application for the [Role] position. We appreciate your time and wish you well.

Best,
[Sender name]

## Optional feedback line

If your process permits useful feedback and you can support it, add one direct sentence: “For this opening, we needed [specific job-related requirement], and your experience was stronger in [accurate area].” Omit this line if it would be guesswork or inconsistent with your organization's process.