A rejection email after interview should state the outcome, thank the candidate for their time and close the current hiring process clearly. If you genuinely want to stay connected, make that a separate invitation. A future possibility should never obscure the decision about the job they interviewed for.
The templates below are written for recruiters notifying candidates. Replace every bracketed field, check that the decision is final and adjust the level of detail to the candidate's investment in your process.
What to include before you press send
A useful message needs four things:
- The role and company: Make the subject and opening easy to recognize.
- A clear outcome: Say that the candidate will not move forward for this position.
- A specific thank-you: Acknowledge the conversation, presentation or practical exercise they completed.
- An honest ending: Close warmly, adding a future-contact invitation only when it reflects your actual intentions.
Send the message once you can communicate a confirmed decision. If the team is still deciding, send a status update instead. “We will keep you in mind” is not a substitute for explaining whether the current application is closed.
Template 1: After a phone or initial interview
Subject: Your [Role] interview with [Company]
Hi [First Name],
Thank you for speaking with us about the [Role] position at [Company]. We appreciated the opportunity to learn about your experience with [topic discussed].
We have decided not to move forward with your application for this position. Thank you for the time you spent preparing for and taking part in the conversation.
We wish you well with your next steps.
Best, [Recruiter Name]
Use this version when the candidate completed an initial conversation and a longer explanation would not add useful information. Keep the message personal without inventing praise or an unverified reason for the decision.
Template 2: After a final-round interview
Subject: Update on the [Role] position at [Company]
Hi [First Name],
Thank you for meeting with [team or interviewers] and for the work you put into [presentation, exercise or interview discussion]. We appreciated learning how you approached [specific topic].
We have completed our review and decided to move forward with another candidate for this role. Your application for this position is now closed.
[Optional, confirmed feedback: For this role, we needed more evidence of hands-on experience with X.]
Thank you again for the time and thought you invested in the process. I wish you every success in your search.
Best, [Recruiter Name]
For someone who has invested substantial time, a conversation may be more appropriate than an email alone. The written message can then confirm the outcome you have already discussed. If you include feedback, use job-related observations you can explain rather than generic phrases such as “not a culture fit.”
Template 3: When you genuinely want to stay connected
Subject: [Role] decision and staying in touch
Hi [First Name],
Thank you for interviewing for [Role] at [Company]. We have decided to move forward with another candidate, so we will not be progressing your application for this position.
We valued your experience in [specific area]. With your permission, I would like to contact you if a future role closely matches that experience. There is no additional opening to discuss today, and this invitation is not a promise of a future interview or offer.
If you would like to stay in touch, please reply to let me know. Either way, thank you for the time you gave our team.
Best, [Recruiter Name]
This version works for a strong finalist you could realistically consider again. Record their preference separately from the closed application. Their suitability for another role and their interest in hearing from you are two different pieces of information.
Keep the current decision separate from future nurturing
Once the rejection is sent, update the application status and stop any reminders intended for active interview candidates. For candidates who welcome future contact, keep the last conversation, relevant skills and next-contact reason visible to the recruiter who owns the relationship.
The next message should have a purpose: a relevant opening, a previously agreed check-in or a useful company update. Avoid sending a generic “just checking in” sequence indefinitely. If someone asks not to be contacted, end that sequence.
Perfectly Hired's AI Talent CRM supports personalized follow-ups based on candidate status and timeline. The useful workflow is a clear decision first, followed by relevant communication for candidates who want an ongoing relationship.