how to tell candidate they were not selected

Daniel Parker

3 min read

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07-02-2025

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Rejecting a candidate is never easy, but it's a crucial part of the hiring process. A well-handled rejection can maintain a positive relationship with the candidate, protect your company's reputation, and even open doors for future opportunities. This guide outlines how to tell a candidate they weren't selected, focusing on professionalism and empathy.

Why Professionalism Matters in Rejection Emails

How you deliver the news significantly impacts your company's image. A poorly worded rejection can damage your employer brand, making it harder to attract top talent in the future. Conversely, a professional and considerate approach can leave a positive lasting impression, even in the face of disappointment. Remember, candidates are often evaluating you as much as you're evaluating them.

The Dos and Don'ts of Rejecting a Candidate

Do:

• Respond promptly: Don't leave candidates hanging. Aim to contact them within a week of the final decision, even if you've already communicated the timeline.
• Be clear and concise: Avoid vague language or explanations. State clearly that they weren't selected for the position.
• Be empathetic and respectful: Acknowledge their time and effort. Express appreciation for their interest and the time they invested in the application process.
• Personalize the message: Avoid generic templates. Tailor the email to the specific candidate and their experience. Mention something specific from their resume or interview.
• Explain (briefly) the decision: Offer a concise, high-level reason without going into excessive detail. For instance, "While your skills and experience are impressive, we've selected a candidate whose experience more closely aligns with the specific requirements of this role." Avoid overly critical or negative feedback.
• Maintain a positive tone: Even in rejection, aim for a professional and positive tone. Focus on what the candidate does bring to the table, rather than what they lack.
• Leave the door open: If appropriate, express your interest in considering them for future opportunities. This keeps the lines of communication open.
• Proofread carefully: Before sending, double-check for typos and grammatical errors. This shows respect for the candidate's time.
• Use a professional format: Stick to a formal email format, rather than informal messaging.

Don't:

• Ghost the candidate: Never ignore a candidate's application or inquiry.
• Use generic templates without personalization: Mass emails come across as impersonal and dismissive.
• Offer false hope: Avoid vague promises or platitudes that aren't genuine.
• Provide detailed negative feedback: This can be hurtful and unnecessary.
• Delay the response: Promptness is crucial.
• Use unprofessional language: Maintain a respectful and courteous tone throughout.

Sample Rejection Email Templates

Here are a few sample email templates you can adapt to your specific situation:

Template 1 (For early-stage rejections):

Subject: Update on your application for [Job Title] at [Company Name]

Dear [Candidate Name],

Thank you for your interest in the [Job Title] position at [Company Name] and for taking the time to interview with our team. We appreciate you sharing your experience and qualifications with us.

While your background is impressive, we've decided to move forward with another candidate whose skills and experience more closely align with the specific needs of this role.

We wish you the best in your job search.

Sincerely,

[Your Name] [Your Title]

Template 2 (For later-stage rejections):

Subject: Update on your application for [Job Title] at [Company Name]

Dear [Candidate Name],

Thank you again for your interest in the [Job Title] position and for your participation in the interview process. We truly enjoyed learning more about your background and experience, especially your work on [mention a specific project or skill].

After careful consideration of all candidates, we've decided to move forward with another applicant. This was a difficult decision, as the quality of applicants was extremely high.

We appreciate your time and wish you all the best in your job search. Please feel free to reach out if there are any other opportunities at [Company Name] that might be of interest in the future.

Sincerely,

[Your Name] [Your Title]

Handling Difficult Situations

Sometimes, candidates may react negatively to rejection. Remain professional and empathetic, but don't engage in extended arguments or debates. Simply reiterate your appreciation for their time and the fact that this decision was carefully considered.

Key Takeaways

Rejecting candidates professionally is vital for maintaining a positive employer brand and attracting future talent. By following these guidelines and adapting the templates provided, you can ensure a respectful and considerate experience for all candidates, regardless of the outcome. Remember, even a rejection can leave a positive lasting impression.