Think about it this way. You are the candidate.

You have applied for a job and after 15 days you receive an automated email that mentions you’re not selected for the role. According to you, how helpful was that? (Also, does it do anything in terms of candidate experience?)

No, right?

As per research, all candidates want is more and more communication.

They want to understand where they lack in terms of their job application when they’re getting rejected, how they can polish their interview skills, CV and so on.

At least 60–65% of the candidates globally would agree how they want better communication from recruiters. This would obviously have a positive impact on the candidate experience too.

Therefore, ensuring you’re in constant touch with your candidates via mail will not only help a recruiter score high-quality leads but also will end up increasing their talent pool for future job openings.

Candidate Rejection Email Template For Agency Recruiters

1. Automated Rejection Emails

To help sort time better, recruiters can send an automated job rejection email in the first place to those candidates who have been applying for the wrong jobs. For instance, those applicants who don’t have the right qualifications or a driver’s license for the role of a driver in a company.

Though automated emails are not good in providing a good candidate experience, it’s required from time to time when you are dealing with a bulk of applicants. To make this entire process easier, recruiters can opt for a good Applicant Tracking System that will help them not only to sort candidates but also automate the emailing process.

Sample Email:

Subject line: Your application for [Job_Role]

Dear [Candidate_Name],

Thank you for applying for [Job_Title] role at [Company_Name].

Post your application review, we realised that you don’t meet some of the absolute requirements that this position demands. That is the reason we’ve planned to reject your application.

Since [Job_Requirement] is absolutely vital for you to be able to perform your duties as a [Job_Role_Title], we were unable to shortlist you for our next round.

Feel free to reach out to us for any additional queries.

All the best with your job search!


2. Rejection After 1st Interview Round

Recruiters need to keep in mind that while they’re rejecting a candidate for a particular position presently, these candidates might make great candidates for future roles in some other client’s company. So building a good rapport is extremely crucial in this case.

In this manner, apart from building a diverse talent pool, you’re also taking good care of your employer brand.

Sample Email:

Subject Line: Thank you for giving us your time, [Candidate_Name]

Dear [Candidate_Name],

Thank you so much for entrusting us with your time and effort to interview with our team about our [Job_Title] position at [Company_Name].

We loved talking to you and learning about your skills and experiences. I have to mention that it was a really interesting conversation.

Unfortunately, at this time, we chose to make progress with our selection process with a different candidate. It is a decision we didn’t make easily because you are really a solid candidate with a pleasing personage.

We will keep your CV in our talent database, and in case we have any job openings that better fits your profile, we will make sure to get in touch with you immediately.

Feel free to reach out to us for any additional queries.

All the best with your future endeavors and I dearly hope that we meet again!



Pro Tip: When you want to reject a candidate after their second or third interview round, make sure you use the same template like the above. Format accordingly.

Read more:

3. Alternative Rejection Email

Here is an alternative to another personalized candidate rejection email that recruiters can use.

Sample Email:

Subject Line: Update on your job application at [Company_Name]

Dear [Candidate_Name],

I am reaching out to thank you for your interest in being a part of our incredible team. We have carefully read your job application. Even though your CV and cover letter are very effective, at the moment we are looking for a person with a different skill set and at least 5–6 years of work experience.

In case of any future openings and positions that better fit your profile, I will surely get in touch with you.

Wish you the best of luck in your future endeavours!

Kind Regards,


4. Ensure You’re Sending Them Sources To Learn From

It’s important to make sure that apart from sending rejection email to candidates, you’re also inserting key links to several sources from where they can take help from while giving their next job interview.

Sample Email:

Subject Line: Here’s an update [Candidate_Name] & some important sources to take help from

Hi [Candidate_Name],

I hope you’re doing well.

I regret to inform you that you haven’t been selected for the role of [Job_Role] at [Company_Name]. However, this doesn’t mean you give up.

I have included 3 reasons why you were rejected—

  • You did not have relating skills to what the employer was seeking
  • Your lack of research for the job role
  • A poor performance during the job interview

I hope you take the above into consideration and work on those. I am keeping your CV with me for future job openings at any of our client companies.

I have also attached links to various sources [Insert_Links] from where you can take help and prepare yourself for such competitive job interviews.

All the best!


Bonus Tip: Gain access to 7 ready-to-send email templates for recruiters.

Read more: 11 tips on writing the best recruiting cold emails & 20+ new templates.

Don’t forget to tell us in the comments the job rejection email templates you prefer using.