Large organizations and companies receive hundreds of applications in response to a vacancy or a job opening. Whenever there is one, the candidates apply for it. However, only one candidate gets selected for the position. When the company rejects other candidates’ applications, it is advised to write a proper candidate rejection email. This article has some candidate rejection email templates for you in Microsoft Word and PDF formats. Also, we have some tips for you that will help you write a perfect candidate rejection email.
What is a Candidate Rejection Email?
A candidate rejection email is an email that is written to a job applicant or candidate to inform him/her about their rejection for a particular job position or role. Of course, you have to choose only one person that fits perfectly for the job role. The others, you have to reject but it should be done in a proper professional manner. For this, you can check the given below candidate rejection email samples.
The sole purpose of a candidate rejection email is to communicate to the applicant that he/she is not eligible to proceed forward in your hiring process. It is important that you should communicate this information to the candidate as soon as you have decided to reject him/her. You can either reject a candidate on submission of his/her application or you can simply do so after the interview. The candidate’s application rejection email template and the candidate’s interview rejection email template, both are given here on this page.
Whatever the case might be, it is quite important that you should write a candidate rejection email in a graceful manner. It should also be done on time so that the candidate continues their job hunt. Check out the free candidate rejection email templates given here on this page. Also, make sure to check the tips for writing a proper candidate rejection email.
Candidate’s Application Rejection Email Template
TEXT VERSION
Subject: Your Application for the Role of Finance Manager
Dear Mr. Atkinson,
I would like to thank you for applying for the position of Finance Manager with our company, Xerox Ltd. Our team was impressed with your qualifications however, as of now your work experience does not match our requirements. So, we have shortlisted some other candidates whose experiences better meet our needs for the time being.
We sincerely appreciate your interest in our company and we will always be looking forward to you for any vacancy in the future. Feel free to join our company’s LinkedIn Page here, [mention LinkedIn Page Link] to stay updated regarding any job opportunities in the future.
All the very best for your future!
Sincerely,
Nathan Sinclair
HR Manager
111-222-7655
TEMPLATE
Candidate’s Interview Rejection Email Template
TEXT VERSION
Subject: We are Sorry!
Dear Mr. / Mrs. [mention Candidate’s Last Name],
It was a great pleasure meeting you and having a detailed discussion with you about the job position of [mention Job Position/Role]. Thanks a lot for showing up for the interview. Our company appreciates your interest in the position and we are impressed with your educational background and qualifications.
However, for the time being, our recruitment team has decided to move forward with other applicants whose technical skills and experience match our criteria. So, I have to inform you that your application for the job is rejected at this time.
Again, we really appreciate your interest in our company. We hope that you will stay in touch with our company for any future job opening of your interest. To stay updated in this regard, make sure to visit our company’s official website here [mention Website Link].
Best of Luck!
Sincerely,
[Sender’s Name]
[Sender’s Designation]
[Contact Number]
TEMPLATE
Tips for Writing a Candidate Rejection Email
Writing a candidate rejection email is one of the most decent ways to inform the candidate about their rejection for a job role. Here is a list of some useful tips that you should consider while writing a candidate rejection email:
- Write a clear and concise subject line that indicates the purpose of the email at first glance. Check both the templates that are given above.
- Begin the email by thanking the applicant for their time and consideration for applying for the job.
- Give a delicate touch to your candidate rejection email sample and write it in a personalized manner.
- Use simple yet professional and polite language throughout the email.
- Inform the candidate about their rejection in such a way that it does not have an adverse impact on your brand image.
- You should also ensure the candidate that if there is any other job opening in the future that matches the candidate’s qualifications, you will definitely let them know about them. This will create a positive image of your organization in the candidate’s mind. This will increase your goodwill and will make the applicant feel free to apply for any opening in the future.
- In your candidate rejection email template, you should also let the candidates know how they can get updates related to new job openings. Nowadays, the best channel that many companies or organizations use is LinkedIn. You can provide a link to your organization’s LinkedIn profile in the email. However, you can also provide them with a link to any other social media platform of your organization or simply the link to the organization’s official website.
- You should write this type of email within a reasonable time after you have decided to reject an applicant for a job position. This will make the candidate understand that you have thoroughly reviewed their application. Doing so will also help them keep searching for their desired job.
- It is always advised to proofread your email before finally sending it.