Rejection is the ugly side of HR. Nobody likes doing it. But in the age of Glassdoor and LinkedIn, how you reject a candidate matters just as much as who you hire.
"Ghosting" candidates (never replying) is the fastest way to destroy your employer reputation. Yet, when you have 500 applicants for one role, you cannot write 499 personal sonnets. You need automation.
The challenge is: How do you use a robot to deliver bad news without sounding... robotic?
In this guide, we will share the candidate rejection email template empathetic strategy we use to keep rejected candidates as brand fans, even after we say "no."
The "Why" Matters: Rejection is Branding
A rejected candidate today is a potential customer tomorrow. Or a potential hire for a different role next year. If you treat them like a number, they will remember.
Before we get to the templates, remember that hiring efficiency is key. If your team is overwhelmed by volume, check our guide on Manatal vs Recruitee to see which ATS handles bulk messaging best.
The 3 Golden Rules of Empathetic Rejection
- Speed is Respect: Telling someone "no" 48 hours after they apply is kind. Telling them "no" 4 months later is insulting.
- Clarity beats Comfort: Don't say "We will keep your resume on file" if you won't. It gives false hope.
- The "Human" Sender: Never send emails from `no-reply@company.com`. Send it from a name (e.g., `hiring@company.com` or `Sarah from HR`).
Scenario 1: The "Early Stage" Rejection
Use Case: They applied, but didn't meet the basic requirements. You haven't spoken to them yet.
Why this template works: It validates the time they spent applying but sets a firm boundary that the decision is final.
Subject: Update on your application for {{Job_Title}}
Hi {{First_Name}},
Thank you so much for the time you put into applying for the {{Job_Title}} role at [Company Name].
We’ve had a chance to review your application. While your background is impressive, we have decided to move forward with other candidates whose experience aligns more closely with our specific needs for this stage of our growth.
I know this isn't the news you were hoping for. The job market is tough right now, and I appreciate you sharing your story with us.
We will keep an eye out for future roles that match your skills. I wish you the very best in your search.
Warmly,
The [Company Name] Team
Scenario 2: The "After Interview" Rejection
Use Case: You screened them (phone or Zoom), but they didn't make the cut for the next round.
Crucial Tip: If you spoke to them, you owe them a slightly longer explanation. However, be careful with specific feedback to avoid legal risk (see our Legal Risk of AI guide for more on compliance).
Subject: Following up on our conversation
Hi {{First_Name}},
Thank you again for speaking with me earlier this week about the {{Job_Title}} position. I really enjoyed learning about your experience at [Candidate's Past Company].
We’ve completed our interviews for this round, and unfortunately, we will not be advancing your candidacy at this time.
This was a difficult decision as the team was impressed by your [Mention 1 soft skill, e.g., enthusiasm/communication style]. Ultimately, we are looking for someone with a bit more hands-on experience in [Specific Skill, e.g., Python/Salesforce] for this specific role.
Let's please stay connected on LinkedIn. I'd love to see where you land next.
Best,
[Recruiter Name]
Scenario 3: The "Final Round" Letdown
Use Case: They met the team, did a project, and came in second place.
Do NOT automate this completely. Use the template as a base, but customize it heavily. Better yet, call them. If you must email, offer a feedback call.
Subject: Decision regarding the {{Job_Title}} role
Hi {{First_Name}},
I wanted to reach out personally to share the news that we have offered the role to another candidate.
I want to be clear: this was an incredibly close decision. The team loved your [Presentation/Project], specifically how you approached [Specific Detail]. You are a talented professional, and any company would be lucky to have you.
If you are open to it, I would be happy to hop on a quick 10-minute call to provide some specific feedback on why we went a different direction. Just let me know if that would be helpful.
Thank you for the time and energy you gave us.
Sincerely,
[Hiring Manager Name]
How to Set This Up in Your ATS
Most modern tools (like Manatal or Recruitee) allow you to save these as "Email Templates."
- Step 1: Copy the text above.
- Step 2: Replace the `{{brackets}}` with your ATS's specific "merge tags" (e.g., `%candidate_first_name%`).
- Step 3: Set a "Delay Rule." If you reject a candidate in the system at 10:00 PM, set the email to send the next business day at 9:15 AM. Nothing screams "robot" like a rejection email sent at 2 AM on a Saturday.
Conclusion: Kindness Costs Nothing
Automating rejection isn't about being lazy; it's about being consistent. By using these empathetic templates, you ensure that every candidate—whether they are hire #1 or applicant #500—receives a respectful, dignified closure to their journey with you.
Frequently Asked Questions
What if a candidate replies angrily?
It happens. Do not engage in an argument. Simply reply once: "I understand your frustration and appreciate your feedback. We wish you the best." Then archive the thread. Engaging further rarely ends well.
Can I use AI (ChatGPT) to write these?
You can use AI to draft the first version, but a human must review the tone. AI often uses words like "regret to inform you" which sound cold and corporate. (See our AI Risk Guide for more on AI limits).
Should I recommend them to other companies?
Only if you truly mean it. If you have a network of hiring partners, sharing a "Silver Medalist" candidate is a great way to build goodwill.