How to reject a candidate the right way

Last updated on October 14th, 2025

TL;DR – acing the recruitment process

• Ghosting damages employer brand — send a clear, timely rejection letter or rejection email instead.
• State the decision, provide clarity on why, and add constructive feedback tied to job requirements.
• Acknowledge the candidate’s time and effort, express gratitude, and invite them to stay connected for future opportunities and future job openings.
• Use a consistent rejection email template so every job applicant gets closure and a positive impression.
• Automate politely: templates + workflow tools make it easy to move forward while preserving a positive relationship with unsuccessful candidates and unsuccessful applicants.
• Where policy allows, add a short “why”: interview performance, a specific skill gap, or that an internal candidate edged it.
• Close the loop by providing a link to job postings and inviting re-applications for a suitable position.
• Speak with Sapia.ai for an automated solution to the hiring process.

Why ghosting happens during the job search (and why it hurts the job applicant)

Common causes of rejecting applicants by silence include:

• The hiring team is understaffed and overworked, and doesn’t have the time to get back to everyone.
• The recruitment system is challenging to use, and due to its sheer volume, hiring teams often lose track of individuals.
• The recruitment system doesn’t support automation for a tailored rejection email.
• The hiring team don’t know what to say, or doesn’t feel qualified to give detailed feedback.
• Failing to communicate about a job application or interview process leaves candidates without closure.

We’re not out to bash recruiters, talent acquisition professionals, or hiring managers. Finding talent can be pretty tricky in challenging economic conditions, and this is just that. Time is precious. Offering everyone a high-touch candidate experience, therefore, seems far beyond the scope.

The problem is, candidates expect feedback. At the very least, they need closure. Rejection by silence has a unique sting. Consider the following responses, offered by people who applied for jobs and were either ghosted or received a templated rejection.

Interview process rejection samples

“Discarded. Treated like a number.” “Crushed. Doubted my competence and value.” “Depressed, unsure of reasons, uncertainty with the quality of CV and skills or experience.”

The preceding is part of a new study, What Type of Explanation Do Rejected Job Applicants Want? Implications for Explainable AI, by researchers at UNSW, Australia. It aims to prescribe an ideal framework for positively rejecting candidates. When delivering bad news, showing respect and providing clarity are crucial to ensure a positive experience for candidates and leave a positive impression on those who participated in the recruitment and selection process.

Here is a snapshot of some of the findings.

Candidates want more than a job title: Reasons for not cutting a rejection letter

This point may sound obvious, but here it is:

53% of study respondents wanted to know why they did not cut their expenses. Just under a third of respondents wanted to know how they might improve, and 12% sought to learn more about the competition, including whether the successful candidate was an internal hire.

Providing constructive feedback that references the candidate’s application, such as highlighting a specific skill or area where their qualifications closely align or differ from the job requirements, can help candidates understand the decision and support their professional growth.

According to the wants of candidates, when crafting a rejection letter, it is recommended that you focus on at least one of these factors:

• Interview performance
• Presentation of CV
• General comment on valuable skills, specific skill, qualifications, or level of experience
• Characteristics of the best candidate or how other candidates were selected from a pool of qualified candidates
• Candidate ranking in the total number of applicants (i.e. “it was between you and one other person”)

If possible, err on the side of extra transparency. If it was an internal hire, please specify. If the losing candidate was neck-and-neck with the winner, tell them. It is essential to acknowledge the careful consideration given to each candidate’s application and efforts. People want the truth, it seems, and without sugar-coating.

Why feedback matters to the job search

As part of the study, respondents were asked how much they would pay for a tailored explanation for rejection. 44% of respondents said they wouldn’t pay anything for feedback, while 25% of respondents indicated that they might pay more than $20.

We might first surmise from this result that applicants don’t place value on feedback, but this isn’t the case; for the most part, they believe they have already paid for it. It is essential to acknowledge the candidate’s time and effort invested in the application process and to express gratitude for their interest in the position. By doing so, candidates feel valued, even if the outcome is not favourable. Said one respondent, “The idea about paying for feedback is idiotic, and I beg you not to put it into the universe. If I take the time to apply for a job, they should have the courtesy to provide feedback. Job hunting is hard enough and expensive; don’t add more cost to excuse inexcusable conduct.” Fair enough.

Providing feedback not only recognises the candidate’s time but also helps maintain a positive relationship with candidates for future opportunities.

How to write a great rejection email (checklist)

• Subject: clear and neutral — “Application for [job title] at [company name]”.
• First line: Thank them and reference the position and its current status.
• Decision: Say you have decided to move forward with other candidates after a fair selection process.
• Why: one sentence on job-related criteria that didn’t closely align, or a “positive note + gap” line.
• Next steps: invite them to stay connected for future roles and future job openings; link job postings or talent community on social media platforms.
• Offer help: brief constructive feedback or offer to share more details on request (where policy allows).
• Tone: respectful, specific, short, with the right balance.
• Sign-off: real name and title; best regards.

Copy-ready templates (paste and tweak)

Rejection email — early screen (not shortlisted)

Subject: Application for [job title] at [company name]

Hi [first name],

Thank you for your time and interest in the [job title]. After careful consideration of your application, we’ve decided to move forward with other candidates whose experience more closely aligns with the role’s job requirements.

We appreciate your time and effort in the hiring process. Please stay connected — we post future job openings on our careers page and social media platforms.

Best regards,

[signature]

Rejection email — after interview (with constructive feedback)

Subject: Interview outcome — [job title] at [company name]

Hi [first name],

Thank you for meeting with us about the [job title]. Following our selection process, we’ve decided to move forward with another candidate.

To provide clarity, we were looking for [specific skill/experience]; your strengths were [positive aspects], and the area that didn’t closely align was [specific skill or experience].

We value the time you put into the interview process. If you’d like more detail, reply to this email. We’ll also keep your details in mind for a suitable position.

Best regards,

[signature]

Rejection email — finalist (neck-and-neck)

Subject: Interview outcome — [job title]

Hi [first name],

This was a close decision between you and one other candidate. We moved forward based on [job-performance indicator or role-specific requirement].

We were impressed by [valuable skills or experience]. If you’re open to future opportunities, we’d be glad to stay connected about future positions.

Thank you again for your time and effort.

Best regards,

[signature]

Rejection email — internal candidate

Subject: Interview outcome — [job title]
Hi [first name],

Thank you for your interest in the [job title]. After careful consideration, we selected another applicant for the current position based on job-related criteria.

We recognise your contribution to [company name] and would like to discuss development options and future roles that match your skill set. Let’s set up a phone call to talk through feedback and next steps.

Best regards,

[signature]

Rejection email — encourage re-apply

Subject: Thank you for applying — [job title]

Hi [first name],

Thanks again for applying for the [job title]. We’ve decided to move forward with other candidates at this time.

Your background shows strengths in [specific skill]; roles opening soon in [team] could be a closer fit.

Keep an eye on our job postings and feel free to re-apply for future opportunities.

Best regards,

[signature]

Automating candidate rejection: The best way to retain candidates as advocates

Phai, our smart interviewing AI, interviews with every single one of your candidates. Automating candidate rejection with Phai means you can easily send a candidate rejection email or use a rejection email template, ensuring a compassionate job rejection email that strikes the right balance between professionalism and empathy. This approach helps you move forward efficiently while maintaining a positive candidate experience.

We do this because we can quickly and accurately analyse how people align with the HEXACO personality inventory. It’s high-tech, but the result is what matters: more than 98% of candidates love the feedback they receive and rate it as highly applicable. By using email templates and rejection email templates, companies can move forward with the right talent and provide more detail to unsuccessful applicants and unsuccessful candidates. We help people understand themselves better, and equip them to attack jobs with the techniques best suited to their personalities.

If you’re using Phai, that means you’re really helping people. If that wasn’t enough of a reward on its own, know that good candidate feedback is also helping your employer brand immeasurably. Maintaining a positive note in rejection emails and encouraging candidates to stay connected for future opportunities, future positions, future roles, and future job openings can help build a strong talent pipeline.

Referencing the current position or suitable position in the rejection email provides clarity and avoids false hope. Companies can also use social media platforms and job postings to keep candidates informed about job openings and encourage them to continue pursuing opportunities.

For specific rejections or when communicating with an internal candidate, using a phone call can show extra respect and help maintain a positive relationship. Wishing candidates well in their career journey and future endeavours, and closing with best regards, leaves a lasting positive impression.

Conclusion — Close the loop and book a demo

Rejecting respectfully isn’t just “nice to have” — it’s a repeatable step in a fair hiring process that protects employer brand, leaves a positive impression, and builds a future-ready talent community. If you want rejection at scale without losing empathy, see how Sapia.ai automates consistent feedback and rejection email workflows while helping you hire the right talent faster. Book a demo today and turn “no for now” into tomorrow’s best candidate.

FAQ — How to reject a candidate

About Author

Laura Belfield

Head of Marketing