How To Write an Employee Rejection Email (a Step-by-Step Guide)

Last updated on February 20th, 2024 at 11:03 pm

When you hire employees for your business, you interview many people. After carefully assessing their skills, you select a few candidates. This means you are going to reject folks whose skills are not aligned with the job profiles you’re hiring for. It is a good practice to send an employee rejection email to candidates whom you’re not taking on board.

Doing so leaves a positive impression on unsuccessful candidates and helps them find areas of improvement so that they can be successful in their next interviews.

In this article, we will explore how to write a perfect employee rejection email. Also, we will discuss mistakes you should avoid when sending an employee reject email. What’s more, we have included a few employee rejection email templates that you can use right away.

Let’s dive in.

Understanding the Impact of an Employee Rejection Email

When we talk about sending rejection emails to candidates, it’s crucial to grasp their impact. Imagine being on the receiving end. You’ve put in your best effort, attended interviews, and then comes the wait. A rejection email, though disappointing, can still leave a lasting impression.

How? Well, it’s all about the approach.

A thoughtfully composed rejection email does more than just deliver bad news. It reflects your company’s values and respect for the candidate’s time and effort. This isn’t just about courtesy; it’s about maintaining a positive image of your business.

Candidates talk, and in today’s interconnected world, a company’s reputation as an employer can spread far and wide.

Small business growth expert Ramon Ray, says,

Sending rejection emails shows respect, maintains company reputation, and provides closure for applicants. It’s professional and courteous.

But there’s more to it. When done right, it offers closure and, ideally, constructive feedback. This helps candidates understand their areas of improvement. Think about it: your email might be the catalyst for someone’s professional development. They could take your feedback, work on their skills, and ace their next interview. That’s a positive outcome from a not-so-pleasant situation.

Also Check: Why Should You Send Employee Rejection Emails?

Remember the emotional aspect. Job hunting is stressful. A respectful rejection email acknowledges the candidate’s emotional journey. It shows empathy and understanding.

Sending a well-crafted rejection email is not just a good practice; it’s a reflection of your business’s ethos and a contribution to the broader professional community.

Also Read: How To Craft the Perfect Employee Thank You Email: A Step-by-Step Guide

Initiate Preparation Steps for Writing an Employee Rejection Email

Before you dive into writing that employee rejection email, a bit of groundwork is necessary. First things first, revisit the candidate’s application and interview notes. This isn’t just a formality; it’s about being precise in your communication.

ou need to clearly remember why this particular candidate didn’t make the cut. Was it a skills mismatch? Lack of experience? Or perhaps something else? Having these details fresh in your mind will help you craft an email that’s honest yet considerate.

Now, let’s talk about clarity. When rejecting a candidate, ambiguity is your enemy. You don’t want to leave them guessing why they weren’t selected. This clarity starts with you.

Understand fully the reasons behind the decision. This way, if you choose to provide feedback in your email, it’ll be specific and helpful. Remember, the goal here is to be clear, concise, and kind.

How to Write a Perfect Employee Rejection Email

Crafting a rejection email requires a blend of professionalism and empathy. It’s not just about turning down a candidate; it’s an opportunity to uphold your company’s image and leave a positive impression.

Let’s break down the process into key elements.

1. The Subject Line

The subject line is the first thing a candidate sees. It sets the tone for the message. Choose words that are clear but considerate.

Avoid overly blunt phrases like “Application Rejected.” Instead, opt for something like “Update on Your Application.” It’s straightforward yet sensitive.

2. The Opening Line

Begin your email with a respectful greeting. Address the candidate by their name to add a personal touch. Your opening line should express gratitude for their interest in the role and the effort they put into the application process.

A simple “Thank you for applying to [Position] at [Company]” is a good start. It acknowledges their effort and time.

3. Body of the Email

The email’s body is where the delicate balance of clarity and kindness comes into play. Here is how to craft an impactful email body.

Express Gratitude

Reiterate your appreciation for the candidate’s interest in your company. A sentence like, “We appreciate the time you invested in applying and interviewing for [Position]” can make a difference.

Deliver the News

Now, clearly state the rejection. Be direct but gentle. You might say, “After careful consideration, we have decided to move forward with other candidates whose qualifications more closely align with our needs for this role.”

Provide Feedback

If you can offer specific feedback, do so. This part is tricky, but it’s valuable. Feedback should be constructive, focusing on areas for improvement.

For instance, “We were impressed with your [specific skill/experience], but we are looking for someone with more experience in [specific area].”

4. Closing the Employee Rejection Email

Conclude your email with words of encouragement. Wish them success in their job search and future endeavors. A line like, “We wish you all the best in your career journey and hope you find a position that’s a perfect fit for your skills and aspirations” ends the message warmly.

Also Check: A Small Business Guide to Writing Employee Appreciation Emails

Consider Legal Implications

Delving into the legal aspects of sending employee rejection emails, we must tread carefully. It’s not just about being polite; it’s about being lawful.

In crafting these emails, staying clear of any language that could be construed as discriminatory is paramount. This is where legal considerations come into play.

Firstly, it’s essential to understand that your words can have legal repercussions. A poorly worded rejection email might unintentionally imply discrimination based on age, gender, race, or other protected characteristics.

To avoid this, focus on the job requirements and how the candidate’s skills didn’t quite match. Keep it factual and job-related.

Another key point is confidentiality. Be cautious not to disclose any sensitive information about the hiring process or about other candidates. It’s not just professional; it’s also a legal necessity.

Remember, each country, and sometimes each state or region, has its own employment laws. It’s wise to familiarize yourself with these laws to ensure your rejection emails are compliant.

If in doubt, seeking legal advice can save you from headaches down the road.

While drafting a rejection email, it’s crucial to strike a balance. You want to be respectful and clear, but also legally cautious.

Keeping your language neutral and focused on job-related reasons is the safest path. This way, you protect both the candidate’s dignity and your company’s legal standing.

Best Practices for Crafting Employee Rejection Emails

Crafting an employee rejection email requires a delicate balance of professionalism and empathy. Here, we’ll delve into the best practices to ensure your rejection emails leave a positive impression, even in a not-so-positive situation.

1. Timeliness Is Key

First things first, timing matters a lot. Picture this: a candidate anxiously waiting for your response. The sooner you send out the rejection email, the better. It shows respect for the candidate’s time and eagerness. Timely communication also reflects your company’s efficiency and consideration. So, aim to send these emails as soon as you’ve made a decision.

2. Pick the Right Tone

The tone of your email can make a world of difference. It’s like walking a tightrope between being too cold and overly apologetic. The goal is to be professional yet empathetic. Acknowledge the effort the candidate put into the application process.

A little empathy goes a long way in softening the blow of rejection. Ensure your email sounds respectful and considerate, not robotic or impersonal.

3. Personalize Your Email

Personalization isn’t just about using the candidate’s name (though that’s important too). It’s about making the email feel tailored to them.

Avoid generic phrases that make the email feel like a mass-sent document. Reference specific aspects of their application or interview to show that you’ve paid attention and valued their candidacy.

This personalized approach shows the candidate that they were more than just a number in your hiring process.

4. Have a Clare Message

While being empathetic, don’t beat around the bush. Candidates appreciate straightforward communication. Clearly state that you’re not moving forward with their application. Ambiguity or overly flowery language can confuse or give false hope. Be clear but kind in your wording.

5. Offer Constructive Feedback

If possible, provide constructive feedback. This isn’t about listing shortcomings; it’s about offering insights that could help the candidate in their future endeavors.

However, tread carefully. Ensure your feedback is constructive, relevant, and non-discriminatory. Not all companies offer feedback in rejection emails, so doing so can really set you apart.

6. Maintain Consistency

Ensure that all your rejection emails maintain a consistent tone and format. This reflects a standardized and professional approach in your communication. It’s not just about what you say, but how you consistently say it across different instances.

7. Steer Clear of Legal Pitfalls

Always be cautious of the legal implications of your words. Avoid any language that could be interpreted as discriminatory or biased. Stick to neutral and factual statements. It’s better to be safe than sorry.

Remember, a rejection email is more than just a notification; it’s a reflection of your company’s values and professionalism. It’s about leaving candidates with a positive impression, regardless of the outcome.

By following these best practices, you not only respect the candidate’s efforts but also bolster your company’s reputation as a fair and considerate employer.

Also Read: How To Write Congratulations Messages for Employee of the Month

Employee Rejection Email Templates

Template 1: Standard Rejection

Subject: Application Status Update

Dear [Candidate’s Name],

Thank you for your interest in [Company Name]. After careful consideration, we regret to inform you that we have selected another candidate for the [Job Title] position.

We appreciate the effort you put into your application and interview. While your qualifications are impressive, we believe another candidate’s skills and experience more closely match our requirements.

We encourage you to keep exploring opportunities in your field. Your dedication and talent are valuable assets, and we wish you success in your job search.

Thank you for considering [Company Name], and we hope our paths may cross again in the future.

Best regards,
[Your Name]
[Your Title]
[Company Name]

Template 2: Positive Feedback and Encouragement

Subject: Update on Your Application with [Company Name]

Dear [Candidate’s Name],

We wanted to personally thank you for your interest in joining [Company Name] as a [Job Title]. Your application and interview left a positive impression on our team.

After careful evaluation, we have chosen to move forward with another candidate whose qualifications align more closely with our needs. We want to emphasize that your skills and enthusiasm are commendable.

We encourage you to keep pursuing your career goals. Your dedication will undoubtedly lead you to success, and we hope our paths cross again someday.

Thank you for considering [Company Name], and we wish you all the best in your professional journey.

Warm regards,
[Your Name]
[Your Title]
[Company Name]

Template 3: Feedback and Next Steps

Subject: Application Update from [Company Name]

Dear [Candidate’s Name],

We appreciate your interest in [Company Name] and your application for the [Job Title] position. While we were impressed with your qualifications, we have selected another candidate for this role.

We would like to offer some feedback to support your career growth. [Provide constructive feedback here.]

We believe in your potential, and we encourage you to apply for future openings with us. Your skills and dedication make you a valuable candidate.

Thank you for considering [Company Name], and we look forward to the possibility of working together in the future.

Sincerely,
[Your Name]
[Your Title]
[Company Name]

Template 4: Gratitude and Best Wishes

Subject: A Message from [Company Name]

Dear [Candidate’s Name],

We want to extend our sincere gratitude for your interest in [Company Name] and the [Job Title] role. Your application and interview were impressive.

After careful deliberation, we have decided to move forward with another candidate. This decision does not diminish your qualifications or potential.

We encourage you to keep pursuing opportunities aligned with your skills and aspirations. Your talent deserves recognition, and we wish you all the success in your future endeavors.

Thank you for considering [Company Name], and we hope our paths cross again.

Warm regards,
[Your Name]
[Your Title]
[Company Name]

Template 5: Keeping the Door Open

Subject: Application Status Update from [Company Name]

Dear [Candidate’s Name],

We appreciate your interest in [Company Name] and your application for the [Job Title] position. While we have selected another candidate at this time, we want to emphasize that your qualifications and passion stood out.

We believe in the potential for future opportunities together. We will keep your application on file for consideration in case a suitable position opens up in the future.

Thank you for considering [Company Name], and we look forward to the possibility of working together someday.

Best regards,
[Your Name]
[Your Title]
[Company Name]

Template 6: Appreciation and Encouragement

Subject: Thank You for Your Application to [Company Name]

Dear [Candidate’s Name],

We want to express our gratitude for your interest in [Company Name] and the [Job Title] position. Your application and interview showcased your skills and dedication.

After careful consideration, we have chosen another candidate whose qualifications closely match our requirements. However, we believe in your potential and encourage you to continue pursuing your career goals. Your talents are impressive, and we hope to see your success in the future.

Thank you for considering [Company Name], and we wish you the best on your professional journey.

Warm regards,
[Your Name]
[Your Title]
[Company Name]

Template 7: Detailed Feedback and Well Wishes

Subject: Feedback and Best Wishes from [Company Name]

Dear [Candidate’s Name],

We appreciate your interest in [Company Name] and your application for the [Job Title] role. Your efforts and qualifications did not go unnoticed.

While we have chosen another candidate for this position, we want to provide you with constructive feedback to support your growth. [Provide detailed feedback here.]

We genuinely believe in your potential and hope you will apply for future opportunities with us. Your skills and determination are commendable, and we wish you every success in your career endeavors.

Thank you for considering [Company Name], and we look forward to the possibility of working together in the future.

Sincerely,
[Your Name]
[Your Title]
[Company Name]

Template 8: Professional Rejection with Positivity

Subject: Application Status Update from [Company Name]

Dear [Candidate’s Name],

Thank you for your interest in [Company Name] and your application for the [Job Title] position. We appreciate the time and effort you invested in the application process.

After thorough evaluation, we have chosen another candidate for this role. While this decision was not easy, we believe it aligns best with our current needs. Your qualifications are noteworthy, and we value your interest in our company.

We encourage you to keep an eye on our future openings, as your skills and experience may find a perfect match with us down the road.

Thank you for considering [Company Name], and we wish you continued success in your career.

Best regards,
[Your Name]
[Your Title]
[Company Name]

Template 9: Positive Closure and Future Prospects

Subject: A Message from [Company Name]

Dear [Candidate’s Name],

We want to extend our appreciation for your interest in [Company Name] and the [Job Title] position. Your application and interview were impressive and reflected your dedication.

After careful deliberation, we have decided to proceed with another candidate. Please know that this decision does not diminish your qualifications or potential.

We believe in keeping doors open, and we will retain your application for future opportunities that align with your skills and aspirations. We hope to see you apply again when the time is right.

Thank you for considering [Company Name], and we look forward to the possibility of working together in the future.

Warm regards,
[Your Name]
[Your Title]
[Company Name]

Template 10: Expressing Gratitude and Professionalism

Subject: Your Application with [Company Name]

Dear [Candidate’s Name],

We want to express our sincere gratitude for your interest in [Company Name] and your application for the [Job Title] position. Your qualifications and enthusiasm were impressive.

After careful evaluation, we have selected another candidate for this role. We understand that this may be disappointing, but please know that your skills and experience are valuable.

We encourage you to explore other opportunities in your field, and we believe that your dedication will lead to success. Thank you for considering [Company Name], and we wish you the very best in your future endeavors.

Sincerely,
[Your Name]
[Your Title]
[Company Name]

Certainly, here are five more templates for employee rejection emails:

Template 11: Gratitude and Future Consideration

Subject: Your Application with [Company Name]

Dear [Candidate’s Name],

We want to extend our appreciation for your interest in [Company Name] and the [Job Title] position. Your application and interview were impressive and reflected your dedication.

After thorough evaluation, we have selected another candidate for this role. Please know that this decision does not reflect on your qualifications, which are commendable.

We believe in the potential for future opportunities together. We will keep your application on file for consideration in case a suitable position opens up in the future.

Thank you for considering [Company Name], and we hope our paths cross again.

Warm regards,
[Your Name]
[Your Title]
[Company Name]

Template 12: Friendly Rejection with Encouragement

Subject: A Message from [Company Name]

Dear [Candidate’s Name],

We want to thank you for considering [Company Name] for your career aspirations and for your application for the [Job Title] position. Your enthusiasm and qualifications were notable.

After careful deliberation, we have chosen another candidate for this role. We understand that this news may be disappointing, but please remember that your skills are valuable.

We encourage you to keep exploring opportunities, and we believe you will find success. Your journey is just beginning, and we hope our paths cross again in the future.

Thank you for considering [Company Name], and we wish you all the best.

Warm regards,
[Your Name]
[Your Title]
[Company Name]

Template 13: Acknowledgment of Effort and Closure

Subject: Update on Your Application with [Company Name]

Dear [Candidate’s Name],

We wish to express our gratitude for your interest in [Company Name] and the [Job Title] position. Your application and interview showed dedication and potential.

After thorough consideration, we have chosen to move forward with another candidate. We understand that this may be disappointing, but please know that your skills and experience are valuable.

We encourage you to continue your job search, and we hope you find the perfect fit for your talents and aspirations.

Thank you for considering [Company Name], and we wish you every success in your career journey.

Sincerely,
[Your Name]
[Your Title]
[Company Name]

Template 14: Closure with Positive Regards

Subject: Application Status Update from [Company Name]

Dear [Candidate’s Name],

Thank you for your application to [Company Name] for the [Job Title] position. We appreciate your interest and effort in the application process.

After careful evaluation, we have selected another candidate for this role. While we understand this news may be disappointing, please know that your qualifications are impressive.

We encourage you to stay persistent in your job search, as your skills and enthusiasm are assets that will undoubtedly lead to success.

Thank you for considering [Company Name], and we wish you the very best in your future endeavors.

Best regards,
[Your Name]
[Your Title]
[Company Name]

Template 15: Professional Closure with Future Prospects

Subject: Your Application with [Company Name]

Dear [Candidate’s Name],

We want to extend our appreciation for your interest in [Company Name] and your application for the [Job Title] position. Your qualifications and dedication were notable.

After careful consideration, we have selected another candidate for this role. Please know that this decision does not diminish your qualifications or potential.

We believe in the potential for future opportunities together. We will keep your application on file for consideration in case a suitable position opens up in the future.

Thank you for considering [Company Name], and we look forward to the possibility of working together someday.

Sincerely,
[Your Name]
[Your Title]
[Company Name]

Also Read: How To Write a New Employee Introduction Email to Staff

FAQs About Writing an Employee Rejection Email

How do you politely reject a candidate after an interview?

To politely reject a candidate after an interview, express gratitude for their time and effort. Clearly state the decision, provide constructive feedback if possible, and encourage them to keep applying. Maintain a professional and empathetic tone, leaving a positive impression despite the outcome.

How do you politely reject a candidate in an email?

To politely reject a candidate in an email, begin by expressing gratitude for their interest and effort. Clearly state the decision not to proceed and briefly explain the reason without being overly detailed. Offer encouragement for their future endeavors, maintaining a respectful and empathetic tone throughout.

How do you inform a candidate that he or she is not selected?

To inform a candidate they’re not selected, start by expressing appreciation for their interest. Clearly state the decision and reasons if possible. Offer constructive feedback if appropriate. Maintain a respectful and empathetic tone, leaving the door open for future opportunities and wishing them success in their career journey.

Now, You Know How To Write an Employee Rejection Email

Crafting a perfect employee rejection email is a practice that not only respects candidates’ efforts but also upholds a positive company image. Avoiding common mistakes in rejection emails and utilizing the provided templates can significantly impact candidates’ experiences.

Remember, these emails are not just notifications; they are opportunities to leave a lasting positive impression and contribute to the professional community. Utilize the templates provided to navigate this challenging task with empathy and professionalism.

Additional Resources: