All HR email templates
Rejection
Application Rejection Email Template
A respectful rejection email sent after reviewing an application — before any interviews have taken place. Keeps your employer brand strong and treats every candidate with dignity.
Default templateWith feedback offerHigh-volume / short form
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Your application to [COMPANY_NAME] — [JOB_TITLE]
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Hi [CANDIDATE_FIRST_NAME],
Thank you for taking the time to apply for the [JOB_TITLE] role at [COMPANY_NAME].
After carefully reviewing your application, we've decided to move forward with other candidates whose experience more closely matches what we're looking for at this stage.
We genuinely appreciate you considering us, and we encourage you to keep an eye on our careers page for future opportunities that may be a better fit.
We wish you the very best in your search.
Warm regards,
[RECRUITER_NAME]
[COMPANY_NAME]
Variant: With feedback offer
Your application to [COMPANY_NAME] — [JOB_TITLE]
Hi [CANDIDATE_FIRST_NAME],
Thank you for applying for the [JOB_TITLE] position at [COMPANY_NAME].
We've reviewed your application and, while your background is impressive, we've decided to progress with candidates whose experience more closely aligns with our current requirements.
If you'd find it helpful, we're happy to share brief feedback. Just reply to this email and we'll do our best to assist.
Thank you again for your interest in [COMPANY_NAME] — we hope our paths cross again.
Best,
[RECRUITER_NAME]
Variant: High-volume / short form
Re: [JOB_TITLE] Application — [COMPANY_NAME]
Hi [CANDIDATE_FIRST_NAME],
Thank you for applying to [COMPANY_NAME] for the [JOB_TITLE] role.
After reviewing your application, we won't be moving forward at this time. We appreciate your interest and wish you success in your search.
Best,
The [COMPANY_NAME] Team
Customisation Tips
- Send within 5 business days of reviewing — candidates appreciate timely responses even if it's a no
- Use their first name, not 'Dear Applicant' — small personalisation matters for your employer brand
- Avoid listing specific reasons for rejection — this opens the door to lengthy back-and-forth
- If you have a talent pool, consider adding: 'We'd love to keep your details on file for future roles'
Placeholders
Replace all items in [SQUARE BRACKETS] with the relevant information before sending.
[CANDIDATE_FIRST_NAME]
[COMPANY_NAME]
[JOB_TITLE]
[RECRUITER_NAME]
[DATE]
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