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Kind, Clear Candidate Rejection Email Template

Rejections are brand moments. This template is warm, specific and quick to personalise — so candidates leave with a good impression.

Updated 2026-05-13

The template

Template
Subject: Update on your application for [Role] at [Company]

Hi [Candidate Name],

Thank you for taking the time to interview for [Role]. We genuinely appreciated [specific thing — e.g. your thoughtful take on system design].

After careful consideration, we've decided to move ahead with another candidate whose experience aligned a little more closely with what this role needs right now. This was a close decision.

We'd be glad to stay in touch for future roles — we'll keep your profile on file with your consent. Wishing you the very best.

Warm regards,
[Your Name], [Company]

How to use it

  1. 1Add the role and one specific, genuine detail.
  2. 2Keep it brief and human.
  3. 3Offer to stay in touch where appropriate.

India-specific notes

  • A specific compliment prevents the email feeling like a template — even though it is one.

Common mistakes to avoid

✕Generic 'we regret to inform you' with no personalisation
✕Ghosting candidates entirely

Frequently asked

Should I give feedback?+

A line of genuine, specific feedback is appreciated; avoid anything that could read as a discriminatory reason.