How to Write Professional Yet Kind Rejection Letters [4 Templates]

No one likes to be the bearer of bad news, but as a hiring manager or recruiter, informing candidates they didn‘t get the job comes with the territory. How you handle these communications can have a significant impact on your employer brand and talent pipeline.

Consider these statistics:

• Nearly 4 in 5 candidates (78%) say the overall candidate experience they receive is an indicator of how a company values its people
• 72% of candidates report sharing their negative experiences online or with someone directly
• Candidates are 3.5 times more likely to re-apply to a company if they feel they‘ve had a positive experience

In short: generic rejection emails (or worse, radio silence) can leave candidates with a poor impression, souring them on your company and damaging your reputation. On the flip side, a thoughtful, well-crafted rejection letter allows you to provide closure, protect the relationship, and even strengthen your talent pipeline for the future.

But what does a good rejection letter look like? How can you strike the right balance between being professional and being human? Let‘s dive into anatomy of a rejection letter and share some templates you can customize for different scenarios.

The Anatomy of a Rejection Letter

A rejection letter should have four key components:

1. A clear, direct subject line. Don‘t leave candidates in suspense. Use the subject line to convey the purpose of your email, e.g. "Your application to [Company] for [Position]" or "Update on your [Job Title] interview."

2. Appreciation for their time and interest. Open your email by thanking the candidate for applying to the position and considering your company. Acknowledge the time and effort they put into the process. For example:

"Thank you for taking the time to meet with our team about the [Job Title] role. We appreciate your interest in [Company Name] and enjoyed learning more about your skills and experience."

3. The news, delivered sensitively but directly. In the first paragraph, state the decision clearly: you will not be moving forward with their application. Don‘t leave them hanging, give false hope or use overly sugarcoated language. However, let them down easy with a line that acknowledges their strengths. For example:

"We were impressed by your background in [area]. However, after careful consideration, we‘ve decided to move forward with another candidate who is a better match for this particular position at this time."

4. Personalized feedback (when appropriate). For candidates who‘ve invested considerable time in your hiring process (e.g. final round interviewees), it‘s good practice to provide specific, constructive feedback based on their performance. What did they do well? Where could they improve? Cite concrete examples from their interviews or work samples. For example:

"In your interviews, we were particularly impressed by your knowledge of [topic] and clear communication abilities. However, relative to other candidates, we felt you had less direct experience with [key requirement] which is a significant part of the role."

If you think they could be a strong candidate for future roles, say so. For example:

"While you weren‘t selected for this position, we think you could be an excellent fit for other roles on our [department] team. With your permission, we‘d like to keep your resume on file and reach out if relevant positions open up."

5. A warm closing. End the letter by thanking them again for their interest, wishing them luck in their job search, and encouraging them to stay in touch. Keep the door open for future interactions. For example:

"Thank you again for considering [Company]. We wish you all the best in your job search and future endeavors. Please feel free to apply to future openings that catch your eye – we‘d love to stay in touch."

4 Rejection Letter Templates for Different Scenarios

Using the guidelines above, here are four rejection letter templates you can adapt based on the candidate‘s stage in the hiring process:

1. The post-application rejection

Subject line: Your application to [Company] for [Position]

Dear [Name],

Thank you for applying to the [Job title] position at [Company]. We appreciate your interest in joining our team.

After reviewing your application carefully, we‘ve decided to move forward with candidates whose qualifications are a closer fit for this particular role. We will be keeping your resume on file and may reach out if positions open up in the future that align well with your background.

Thanks again for considering [Company]. We wish you the best of luck in your job search.

Best regards,
[Your name]

2. The post-interview rejection

Subject line: Update on your [Job Title] interview with [Company]

Dear [Name],

Thank you for taking the time to interview for the [Job title] position at [Company]. It was a pleasure speaking with you and learning more about your impressive skills and experiences.

We truly enjoyed our conversations and were particularly impressed by your [specific strength]. You demonstrated great [skill they showed in interview] and [positive attribute].

After much consideration, we have decided to move forward with a candidate whose background is a bit more closely aligned with the specific requirements of this role. While your experience in [area] is excellent, we are looking for a candidate with slightly more expertise in [key requirement] at this time.

We would love to stay in touch, as we believe you could be an excellent fit for other future opportunities at [Company], particularly in our [department] group. Please let me know if you are open to being contacted about relevant positions that may become available.

Thank you again for your interest in [Company]. You clearly have a bright future ahead and we wish you continued success in your career. Please don‘t hesitate to reach out if there are other ways I can be of assistance.

Best,
[Your Name]

3. The internal candidate rejection

Subject line: Employee referral application update

Dear [Name],

Thank you for expressing interest in the [Job title] position on our [department] team. We really appreciate you taking initiative to explore internal opportunities and share your enthusiasm for contributing in new ways. [Manager name] spoke very highly of your work on the [X] project.

After reviewing your application alongside those of external candidates, we have made the difficult decision to offer the position to a candidate with more directly relevant experience in [key requirement]. We see potential for you to take on expanded responsibilities in the future as you continue developing your skills in [growth area].

I would be happy to chat more about your career goals and other opportunities to gain experience in [area of interest]. Could we set up some time to discuss your professional development priorities and ideas for future roles that would be exciting to you?

Thank you for being such a valued member of the [Company] team. We look forward to supporting your continued growth and success here.

Sincerely,
[Your name]

4. The "keep in touch" rejection for future potential

Subject line: Your recent interview for [Position]

Dear [Name],

It was truly a pleasure getting to know you through our interview process for the [Job title] role. I really enjoyed learning about your innovative approach to [relevant project] and hearing your insights on [industry topic].

The whole team was impressed by your quick thinking, collaborative spirit, and passion for [company mission]. You have exceptional skills in [strength] and [strength]. Your energy and drive really came through.

Making a final decision was extremely difficult. Ultimately, we have decided to move forward with a candidate with a bit more direct experience in [niche requirement]. This in no way diminishes your considerable talents and potential.

In fact, we believe you would be an excellent fit for a [seniority level] position we expect to open up in [time frame]. Your skills in [area] would be a huge asset for that team. Would you be open to me contacting you directly when that role launches?

In the meantime, I would love to stay connected and help support your job search in any way I can. Please feel free to reach out if you would like me to make an introduction or serve as a reference. I have no doubt you will find an exciting opportunity that‘s a great match for your skills and aspirations.

Wishing you all the best,
[Your name]

Tips for Delivering Rejection News Gracefully

In addition to what you say, how and when you deliver the news can make a big difference in the candidate experience. Here are some guidelines:

• Notify candidates ASAP. As soon as you‘ve made a hiring decision, inform the candidates who weren‘t selected. Aim to send rejections within 24-48 hours of the final interview. Leaving candidates hanging can be extremely frustrating and anxiety-provoking.

• Personalize the message. Whenever possible, address candidates by name and include specific details from their application or interview. A little bit of personalization can go a long way in showing candidates they aren‘t just a number.

• Call if you can. For candidates who made it to the final interview stages, a quick phone call to deliver the news can be a kind personal touch. Follow up with a written email reiterating the key points.

• Provide feedback when asked. If a candidate replies to your rejection asking for feedback, provide it if you can (without opening the company up to legal risk). Keep it concise, factual and focused on requirements from the job description.

• Respond graciously to any frustration. If a candidate expresses disappointment or frustration in their reply, acknowledge their feelings and reiterate your appreciation. For example:

"I understand this news is disappointing. Please know this decision was not made lightly and in no way reflects on your capabilities. I am more than happy to discuss constructive feedback and ways I can support you moving forward. Wishing you success in your continued job search."

• Offer to stay in touch. If it‘s a candidate you would consider for future opportunities, make that clear. Provide a concrete next step, such as connecting on LinkedIn or setting up a time to chat about upcoming positions.

Of course, every rejection scenario is unique and may call for some tailoring of the above advice. The key is to balance professionalism and efficiency with a human, empathetic touch. Rejection is never easy, but with thoughtful communication, you can mitigate a poor candidate experience and even build positive relationships for the future.