Sunday, April 7, 2024

How To Reject A Job Candidate After Interview

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This Is A Standard Email Template You Can Use To Send A Rejection Email After An Interview To Be Thorough About The Rejection

Candidate Rejection Email After Interview | How to write a Job Rejection Email | Smart HR

Dear , Thank you for taking the time to meet our team and about the role at . It was a pleasure meeting with you to learn more about your skills and accomplishments. Unfortunately, we have offered the position to another applicant whom we think best meets our needs for the position. We will be keeping your resume on file for future openings that better suit your profile. If you have any questions, please do not hesitate to contact me at 123-456-7890. Regards, Anna Versai

Cancelling An Interview Invitation After Accepting

Did you already accept the interview invitation? Here’s how to rescind that.

Email subject: About the scheduled interviews

Dear Mr. Smith,

I’m sorry to have to do this last minute. I understand that we have scheduled interviews in the next week or two. And I want to share how excited I am/was about that opportunity.

Unfortunately, my situation has changed recently. And I have decided to take another opportunity with another company. And, I wanted to reach out to you quickly so that we didn’t have to spend any of the team’s time interviewing myself.

This company is held in truly high regard on my behalf. And I want to say how difficult it was, taking the job offer I have, knowing there was outstanding interviews with your company.

Please contact me if you have any questions or concerns regarding this. I would be happy to respond as quickly as I can.

Look forward to staying touch and hoping we can connect on future job opportunities.

Thanks again,

The best tips for turning down a job offer.

Respond politely

It sounds simple. Be polite. Via email, signals can get crossed. And bridges can be burned. It’s best to over-index on being polite.

Leave a good impression

You never know how that manager or employer might come into your path in the future.

Maybe another job opportunity will come up and the recruiter will email you again.

Leave a good impression on the person you’re responding to in order to have a bright future.

Email the right person

Connect on LinkedIn

It Might Not Be Your Fault

The truth that nobody ever tells you is:

Each recruiter and hiring manager is looking for different qualities in an interview and its impossible to know beforehand what theyre targeting.

Companies all have unique preferences that they arent going to disclose to a candidate.

As a recruiter, I had some hiring managers tell me they wanted someone with a lot of experience. Others told me they want someone with less experience so they can pay them less.

You also dont know who else youre up against in the interview process.

Maybe you were amazing but two other applicants were also great, and the employer had to make a tough decision after days of debating.

Thats a common type of job rejection that happens.

Yet if you dont realize that this is what happened, you could take the rejection as a sign youre doing things poorly in your interview and need to change everything.

Here are more examples of reasons you may have been rejected:

While working as a recruiter, Ive had companies say, We want to hire a woman next because we have too many men on the team right now.

Ive had a hiring manager tell me that he thought one of the applicants would want his job in the future, so he didnt feel comfortable hiring them.

Theres a significant amount of luck in the interview process .

So keep this in mind and dont overreact to any one rejection from a company after your interview.

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Rejection Email To A Candidate Who Was Not A Good Fit

Hi Jane,

We appreciate you applying to the Marketing Manager position at ABC Corporation. We know that many companies are hiring, and thank you for taking the time to visit us and interview with our team.

Although you have some great skills and experience, we have decided to move forward with a different candidate whose experience more closely matches our needs.

Again, we really appreciate your time and effort. If you would appreciate additional feedback, please dont hesitate to ask.

The best of luck with your search.

Warm Regards,

Poor No Or The Wrong Candidate Questions

7+ Interview Rejection Letters

If the candidate cannot answer basic questions like the old chestnut âWhy should I hire you?â showing a strong level of self-awareness, they probably should not make it through to the next round.

Having no questions prepared is also a deal breaker and the candidate deserves to be cut. If you have interviewed thoroughly, even asking for clarification on career development opportunities would highlight a high level of engagement.

If the only questions are centred around holiday entitlement, the Friday tab and Christmas party, that should send some alarm bells

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Is It Still Possible To Get Hired After Being Rejected

You applied to the job. You passed all three rounds of interviews with flying colors. Your references were off-the-charts amazing. But still, you got rejected from your dream company. Now what?

Should you throw your hands up in despair, form a grudge, and vow to never apply again?

Not so fast, experts say.

âIt’s absolutely possible to get hired at a company even if they’ve previously rejected you. There are many many proven success stories,â says Lori Scherwin, executive coach and the Founder of Strategize That. âFirst off, especially in large organizations, there are various divisions, functions, teams, managers, all with a different culture, requirements, and fit. So perhaps you won’t be considered for the same exact position you initially applied for, but your skills are quite likely useful elsewhere in the organization.â

Alternatively, you may have come in at a very close second to the person who was originally hired â meaning you have a leg up if the same role opens up in the future.

âEverybody who makes the so-called âshort listâ for a position, likely meets most of the preferred requirements that the organization was seeking. So those applicants might well get a second shot if a similar position opens up at some point in the future,â says Timothy G. Wiedman, retired Associate Prof. of Management & Human Resources at Doane University.

Template: Job Rejection Letter

Use the following job rejection letter sample template to help you inform unsuccessful candidates of your decision.

Dear ,

Thank you for taking the time to speak to us about the position, .We regret to inform you that will not be pursuing your candidacy for this position.Though your qualifications are impressive, the selection process was highly competitive and we have decided to move forward with a candidate whose qualifications better meet our needs at this time. We thank you for your interest in and wish you all the best in your future endeavours.


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Rejection Email To A Candidate Who Was A Good Fit

Hi Jane,

We really appreciate you applying to the Marketing Manager position at ABC Corporation. We know that many companies are hiring, and thank you for taking the time to visit us and interview with our team.

At this time, we have chosen to move forward with a different candidate whose experience more closely matches our needs. We were very impressed by your in-depth knowledge of our product line and believe you would have made a great fit with our culture. Ultimately, the decision came down to the other candidate having a little more leadership experience.

We expect to have other positions open soon in our marketing department. We hope that you will not mind us reaching out about any openings that we feel you would be a good fit for. Additionally, we encourage you to apply to any positions you are interested in.

The best of luck with your search. We know that you will make a great team member wherever you end up.

Warm regards,

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How To Handle Job Rejection After an Interview

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Dont Give The Candidate Too Much Information

Turning a person down for a job feels awful. Everyone knows the feeling of not being hired, so its natural to want to let the person down gently. However, its better to be succinct and honest.

Many candidates want to know why they were rejected. Its not always possible to say. You do not have to give feedback, but you can. You need to be cautious because you will open your business up to liability if you inadvertently discuss discriminatory topics, such as age, personality, traits, or other attributes. Its better to say too little than to give candidate feedback that could be used against you.

The Importance Of Learning How To Respond To A Job Rejection Email

Receiving a job rejection email can be emotionally challenging and difficult to handle. Rather than deleting the email and going about your day, you should know how to respond to a job rejection email by sending a response expressing your gratitude and requesting consideration for future positions. Learn more about how to respond to a job rejection email and review a template and example to help you write a professional response.

Also Check: How To Have A Great Job Interview

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Rejection Letter To A Candidate Who Is Deemed Unfit For The Position

Candidate Rejection Email After an Interview (Free Templates)

Primarily, this rejection letter is aimed to discourage the applicant from applying again in the future. Of, course its best not to blatantly say please dont ever reapply be professional, not rude. Remember to thank them for their time and express your appreciation that they chose your company.

Dear ,

Thank you for taking the time to interview for the position of with . We interviewed a number of promising candidates, which made the decision to choose just one all the more difficult. Unfortunately, you were not selected for the position as there were stronger candidates.

Thank you for taking the time to come to to meet our team.

We wish you success with your ongoing job search.

Best wishes,

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Sample Applicant Rejection Letters

You can reject a job applicant kindly, graciously, respectfully, and professionally. These sample rejection letters will show you how.

  • See a standard applicant rejection letter that you use to respond to applicants who are not as qualified as the applicants you decide to interview.
  • See a sample, simple rejection letter sample for applicants whom you reject without an interview.
  • Here is a sample rejection letter for applicants whom you choose not to invite for an interview.

Always Thank The Interviewers

If youre not already doing this, make sure to thank each individual interviewer from the company within 24 hours of your interview.

This can be the difference-maker for some jobs. Not every recruiter or hiring manager cares about a thank-you email, but some do.

Think of it like this: If youre one of four people in the final round of interviews, and everyone else sends thank-you emails yet you dont, how is that going to look?

If each of you is qualified and could do the job well, theyre going to pick the candidate who seems most interested in this position and in taking this path in their career.

And one way you show that is by thanking them, reaffirming your interest in the role, talking about how the job fits your goals for the future, and telling them youre excited to hear about the next steps as soon as they have feedback.

Those are the key pieces to include in your interview thank-you emails. And this is a step I never recommend skipping.

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How To Write A Candidate Rejection Email

After completing a round of interviews, hiring managers must consider each applicants strengths and skill sets, and determine who will move on to the next round. However, before you proceed with top candidates, its important to let the others know youve decided not to move them to the next phase.

When composing a job rejection email template, its important to choose your words carefully. While the recipient may not welcome the news that they havent been selected for a role, being kind and considerate will ensure they still have a positive perception of your company. Here are a few tips to make sure your job rejection email has the right message and tone.

Are you a job seeker? Find Jobs.

Job Rejection Letter Template Download:

Rejected From My Dream Job – How To Deal With Interview Rejection

Dear ,

Thank you for taking the time to apply to . We really appreciate the effort you put into this. We received and have reviewed of applications.

After reviewing them thoroughly, we felt that other applicants were better suited for . At this time, we are declining to move forward with your application.

Best of luck with your job search.


The letters above are meant to be catch-all ones that can apply to any business and their style of declining employees. You’ll notice that we don’t say why the candidate was declined.

Instead, we often like to add the following paragraph to our letters as a way of leaving applicants with a more positive attitude toward our brand:

After reviewing them thoroughly, we settled on for the role. was ultimately chosen because .

This way you’re not focusing on the negative traits of the applicant, but still giving them a reason for your choice.

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How To Write A Rejection Letter After An Interview

No recruiter enjoys sending rejection letters, especially when a candidate shows huge potential during their interview. Its never an easy task, and as much as candidates dislike opening their inbox to find a letter along the lines of thanks, but no thanks, you also have a lot on your plate. At any given moment you could be tasked with sending dozens, even hundreds of rejection letters all at once, which is no easy challenge.

But how you draft a rejection letter is critical for a number of reasons.

You may hear about those rare occasions where candidates never hear back from a recruiter after having their first face-to-face interview. Stories of ghosting candidates or rejection letters received months later are sadly the norm. Be aware that when you do get back to your candidate, you dont want them to remember you for the worst reason so try your best to send their rejection letter promptly and correctly.

Template : Withdrawing Application

SUBJECT: Invitation to Interview for

Dear ,

Thank you so much for considering me for your position with . However, I regret that I will have to withdraw my application at this time.

I appreciate the opportunity. Thank you for your time and consideration.


To upload the template into Google Docs, go to File > Open > and select the correct downloaded file.

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The Legal Implications Of Giving Too Much Feedback

An attorney warned us not to use this approach to informing the job candidate of his fate. If a rejected candidate sued the employer for discrimination, this simple statement opened the employer up to the possibility that the lawyers could request a copy of the application materials of every candidate who was considered.

Part of a resulting trial might be the consideration of whether the other applicants were more qualified. Consequently, I don’t recommend that employers give a reason for the rejection anymore.

If the rejected candidate asks you for feedback, consider pointing out several of the strengths your hiring team noted during the interview process.

After making the phone call, follow up with a version of these, or similar, job rejection letters.

How To Turn Down An Interview

Candidate Rejection Email After an Interview (Free Templates)

There could come a time when you are given a chance to interview for a position or company that just isn’t a good fit. If you’re uninterested in a position that you’ve been offered to interview for, you will need to politely and promptly decline the invitation.

In this article, we list reasons for turning down an interview, give steps and tips on how to do so professionally and provide a few templates to use when contacting an employer to turn down an interview.

Related:Job Interview Do’s and Don’ts

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Ways To Reject A Candidate As Painlessly As Possible

Rejection is part and parcel of the recruitment process. Unfortunately, you will always have to turn down more candidates than you hire.

However, how you dismiss candidates speaks volumes about your company and its culture. Bad rejection practices can seriously damage your companys reputation and that all-important employer brand!

Research conducted by Jobbio found that 82% of people would not work at a company with a bad reputation. With so much riding on the process, you really cant afford to mess it up. Heres how to reject a candidate without hurting anyones feelings.

Polite Emails To Reject Unsuccessful Job Candidates

Business and Career Discussions, Email and Letter Templates

Rejecting candidates is part and parcel of the recruitment process. While its courteous to let all applicants know whether or not they have got the job, or whether or not they have even been invited for an interview, this doesnt always happen. Most hiring managers dont always let applicants know about their progress in the recruitment process. Some employers only contact candidates who are successful at interview, while others notify applicants who havent been invited for an interview.

However, its always a good idea to send rejection emails to candidates who have not been successful at interview. Not only does it speak volumes about your company and its culture, but it also helps you create a healthy talent pipeline and improve your employer branding.Here are six sample templates that show you how to tell a job applicant that they have been turned down.

Illustrations courtesy of Shutterstock.

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