89%
Candidates sharing negative experience on social media
+40%
Increase in future applications after well-written rejection vs ghosting
62%
Rejected candidates politely recommending the company
2
Maximum days after final interview to send rejection
Why a careful rejection email protects your employer brand
Rejecting a candidate with professionalism and compassion is one of the most important tasks for a recruiter. An overly curt message damages your employer brand, but a too-long message wastes the candidate's time. These templates allow you to politely decline whilst preserving your relationship with the candidate.
A good rejection email protects your reputation, prevents negative reviews on Glassdoor and Indeed, respects the time invested by the candidate, and builds your talent pool for the future.
Template 1: Post-CV analysis rejection (standard)
Modèle d'email
Objet
Your application at [Company] - Position of [Role]
Corps
Hello [First Name],
Thank you for taking the time to apply for the [Role] position at [Company].
After careful review of your application, we regret to inform you that we will not be able to proceed with your candidacy for this position. We received many high-quality applications and had to make difficult choices.
However, we are keeping your CV in our database and will not hesitate to contact you if an opportunity better suited to your profile becomes available.
We wish you every success in your job search and future endeavours.
Best regards,
[First Name Surname] | [Title] | [Company]
Template 2: Post-final interview rejection (finalist candidate)
Modèle d'email
Objet
Final decision - Position of [Role] at [Company]
Corps
Hello [First Name],
I wanted to get back to you personally following the recruitment process for the [Role] position.
First, thank you for the time and energy you invested in this process. Your conversations with [Interviewers] were greatly appreciated and your [skill/specific quality] really impressed us.
After careful consideration, we have decided to move forward with another candidate whose profile more closely matched [specific criterion].
I must emphasise that this was a difficult decision as you were among our finalists. Your [quality 1] and your [quality 2] are undeniable assets.
I would genuinely like to stay in touch with you. If a new role matching your profile becomes available in the coming months, I will contact you as a priority.
Best regards,
[First Name Surname] | [Title] | [Email] | [LinkedIn]
Recommended timelines by recruitment stage
When to send rejection by stage
| Recruitment stage | Recommended timeframe | Level of personalisation |
|---|---|---|
| Post-CV receipt | 5 to 10 days | Standard template (name + role) |
| Post-phone interview | 2 to 3 days maximum | Mention 1 element from the conversation |
| Post-final interviews | 48 hours maximum | Personalised email with details |
| Finalist candidate | Call + email within 24h | Highly personalised, affirming |
Ghosting: most damaging error to your brand
89% of candidates share their negative experience on social media after being ignored. Never responding generates negative reviews on Glassdoor and Indeed, permanently damages your employer reputation, and closes the door to talented individuals who might reapply later. Even a basic automated email is better than nothing.
Mistakes to avoid vs. best practices
Avantages
- Send rejection within the recommended timeframe for each stage
- Mention something specific after each interview
- Leave the door open for future opportunities
- Stay factual and focused on role/profile fit
Inconvénients
- Ghost a candidate (never respond)
- Send an impersonal rejection identical to all candidates
- Give feedback that is too personal or hurtful
- Make false promises ('we'll call you' without real intention)
Frequently asked questions about rejection emails
Should I send a rejection to absolutely every candidate?
Ideally yes. In practice, it is mandatory for all candidates who had an interview, highly recommended for those who applied officially, and optional for unsolicited applications received in very high volume. Use automated templates to manage volume without sacrificing quality.
Should I always explain the reason for rejection?
No, a general explanation is often enough: 'We selected a profile with more experience in X'. Avoid details that could be misinterpreted or hurtful. Never mention reasons related to personality, cultural fit or subjective impressions.
How do I handle a candidate who insists after rejection?
Remain courteous but firm. Confirm the decision is final for this specific role. Do not enter into debate about your selection criteria. If insistence becomes excessive or aggressive, it is acceptable to stop responding.
Can I reject by phone?
For a finalist candidate who went through several interviews, a phone call followed by a confirmation email is excellent practice: it is more human and allows for dialogue. For other stages, email is sufficient and more scalable.
Can a rejected candidate reapply later?
Absolutely, and it is even recommended if the candidate has gained experience or if a new role better suits their profile. Explicitly mention it in your rejection email to maintain the relationship and keep the candidate in your talent pool.
Automate your rejection emails in Aurelia
Configure your templates once and send them automatically or with one click depending on the recruitment stage. Never leave a candidate without a response again.