Rules
- Say no in the first two sentences. Do not make people search for the answer.
- Match the effort. An application gets a template. A final-round candidate gets a personal note or a call.
- Give reasons carefully. A specific, job-related reason helps ("we chose someone with more enterprise sales experience"). Vague or personal reasons do not, and can create legal risk.
- Be timely. Within three working days of the decision. Silence is what candidates complain about most.
- A person sends it. Automated drafting is fine; a person should approve what goes out.
1. After the application
Subject: Your application for {{job}} at {{company}}
Hi {{first_name}},
thank you for applying for {{job}} and for the time you put into it. We have decided not to move forward with your application. We received many applications and chose a small number whose experience was closest to what the role needs right now.
We wish you the best with your search.
{{sender_name}}
2. After a first call
Subject: {{job}} at {{company}}
Hi {{first_name}},
thank you for talking with me about {{job}}. I enjoyed hearing about your work at {{current_company}}. After the first round we are moving ahead with candidates whose background is closer to {{specific_requirement}}, so we will not continue with your application.
I appreciate the time you gave us and wish you all the best.
{{sender_name}}
3. After a final interview
Subject: Our decision on {{job}}
Hi {{first_name}},
thank you for the time and care you put into our interviews, and for {{specific_thing_they_did}}. This was a close decision. We have offered the role to another candidate whose experience in {{area}} was a stronger match for what we need this year.
The team was impressed by {{specific_strength}}. If you would like more detailed feedback, I am glad to get on a short call.
{{sender_name}}
4. Not now, but stay in touch
Subject: {{job}} at {{company}}
Hi {{first_name}},
we will not move forward with your application for {{job}}; the role needs more {{requirement}} than you have today. We think you could be a strong fit for {{future_role}}, which we expect to open in {{timeframe}}.
May we keep your details and contact you then? Reply yes and we will; otherwise we delete your application after our normal retention period.
{{sender_name}}
5. To a recruiter about their candidate
Subject: {{candidate_name}} for {{job}}
Hi {{recruiter_first_name}},
thank you for sending {{candidate_name}}. We will not move forward: {{one_line_reason}}. What would fit better: {{what_we_are_looking_for}}.
{{sender_name}}
Rejections in Evander
Evander keeps templates with placeholders like the ones above and sends from the recruiter's own Gmail or Outlook, so replies stay in the candidate's thread. Rejection emails are drafted for you and wait as proposals until a person approves them, alone or in bulk; you can edit a draft before it goes out.
Questions
How do you politely reject a candidate by email?
Thank them, state in the first two sentences that you will not move forward, give a specific job-related reason only if you have one, and close warmly. Keep it under 120 words and send it within three working days of the decision.
Should you give a reason when rejecting a candidate?
After interviews, a short, specific, job-related reason is appreciated, for example that another candidate had more experience in a named area. After an application a general reason is enough. Never give reasons tied to personal characteristics.
How soon should you send a rejection email?
Within three working days of the decision. For candidates who interviewed, the same or next day is better.
Can rejection emails be automated?
Drafting can be. A person should approve what is sent, both for tone and because GDPR restricts decisions made solely by automated processing. In Evander rejection emails wait for a person's approval by default; a team can set a job's rejection mail to send automatically.