Applicant Rejection Letter Template

Create professional rejection letters that maintain positive relationships, provide constructive feedback, and protect your employer brand. Customize this template to deliver clear, respectful communications to unsuccessful candidates.

Applicant Rejection Letter Template

An applicant rejection letter is a formal communication sent to job candidates who weren't selected for a position. A well-crafted rejection letter maintains professional relationships, provides helpful feedback, and preserves your company's reputation as an employer of choice.

What This Template Is For

This template helps hiring managers and recruiters create professional, empathetic rejection letters that: maintain positive relationships with candidates, provide clear reasons for the decision, offer constructive feedback when appropriate, and leave the door open for future opportunities. It's designed to balance professionalism with genuine appreciation for the candidate's time and interest.

When To Use This Template

Use this template:

  • After making a final hiring decision
  • When rejecting candidates post-interview
  • For applicants not selected for interviews
  • When closing a position with multiple applicants
  • Following internal candidate applications

How To Customize It

Follow these steps to customize your rejection letter:

  1. Insert the candidate's name and applied position
  2. Add specific details about their interview or application if applicable
  3. Include constructive feedback if appropriate
  4. Customize the reason for non-selection
  5. Adjust the tone based on interaction level
  6. Add company-specific contact information

Common Use Cases

This template adapts to various scenarios:

  • Early-stage application rejections
  • Post-interview notifications
  • Internal candidate communications
  • Mass hiring rejections
  • Executive-level candidate responses

Best Practices

  • Send the rejection letter promptly
  • Maintain a professional, respectful tone
  • Personalize when possible
  • Be clear but kind
  • Avoid making promises about future opportunities unless sincere
  • Keep the message concise

Template Variations

Consider these variations:

  • Early-stage rejection (no interview)
  • Post-interview rejection with feedback
  • Internal candidate rejection
  • Group application rejection
  • Senior position rejection

Success Stories

Companies using well-crafted rejection letters report:

  • Higher candidate satisfaction ratings
  • Increased likelihood of future applications
  • Better employer brand reputation
  • Positive social media mentions

Frequently Asked Questions

How soon should I send a rejection letter?

Send the rejection letter as soon as you've made a final decision, ideally within 24-48 hours.

Should I include specific feedback?

Include brief, constructive feedback for interviewed candidates when possible, but keep it professional and focused on key qualifications.

Can I use the same template for all rejections?

Customize the template based on the candidate's stage in the process and level of interaction with your company.

Should I mention future opportunities?

Only mention future opportunities if you genuinely want the candidate to apply for other positions.

How detailed should the rejection reason be?

Provide a clear but general reason, focusing on qualifications or experience rather than personal characteristics.