When to use these templates
These candidate rejection message templates cover the three points where most hiring teams lose touch with applicants: right after the application, after a phone screen, and after an interview. Silence is the worst answer. A short, respectful message tells the candidate where they stand, protects your employer brand, and leaves room to reach out again when the right role opens.
Send the message as soon as the decision is final. The further a candidate gets in your process, the more personal the message should be. An applicant who never spoke to you can get a short note. Someone who sat through an interview should hear from a real person, by name.
Copy-ready rejection templates
After application
Application not moving forward (email)
Subject: Your application for [position] at [company_name] Hi [first_name], Thank you for applying for the [position] role at [company_name]. We reviewed your application carefully, and we have decided to move forward with other candidates whose experience more closely matches what this role needs right now. We would like to keep your details on file. If a role opens that fits your background, we may reach out. You are also welcome to apply for other openings at [careers_page_link]. Thanks again for your interest in [company_name]. [recruiter_name] [company_name]
Use for applicants who did not reach a screen. Keep it short and avoid listing reasons.
Application not moving forward (text)
Hi [first_name], thanks for applying for [position] at [company_name]. We are moving ahead with other candidates for this opening. We would like to keep you in mind for future roles. See current openings: [careers_page_link]. Reply STOP to opt out.
Only send by text to candidates who have opted in to SMS.
After phone screen
Not advancing after a phone screen
Subject: Following up on our call about [position] Hi [first_name], Thank you for taking the time to speak with me about the [position] role on [screen_date]. I enjoyed learning about your experience with [specific_topic_from_call]. After reviewing everyone we spoke with, we have decided not to move you forward for this role. This was a close decision, and it reflects the specific needs of this position rather than your overall abilities. I would like to stay in touch. If you are open to it, I will reach out when a role at [company_name] fits your background more closely. Best, [recruiter_name] [recruiter_title], [company_name]
Replace [specific_topic_from_call] with one real detail. It shows you listened.
After interview
Not selected after an interview
Subject: Your interview for [position] at [company_name] Hi [first_name], Thank you for interviewing with us for the [position] role. We appreciated the time you spent with [interviewer_names] and the thought you put into your answers. We have offered the role to another candidate. This was not an easy decision, and you were a strong contender. If you would like feedback, reply to this email and I will set up a short call. I would also like to keep you in mind for future openings at [company_name], especially roles like [related_role]. Thank you again, and I hope our paths cross again soon. [hiring_manager_name] [hiring_manager_title], [company_name]
Send from the hiring manager or recruiter who met the candidate, not a generic inbox.
Silver medalist: keep them warm for the next role
Subject: Staying in touch about future roles at [company_name] Hi [first_name], Thank you again for going through our process for [position]. We chose another candidate, but you stood out to our team, especially for [strength_observed]. We expect to hire for similar roles at [location_or_team] in the future. With your permission, I would like to contact you directly when one opens, before we post it widely. Just reply "yes" if you would like that, and I will add a note to your profile. All the best, [recruiter_name] [company_name]
Reserve this for finalists you would genuinely hire next time. Follow through if they say yes.
How to customize these templates
- Use the candidate's first name and the exact job title. Generic openers read like a form letter.
- Add one real detail after a screen or interview. A topic you discussed or a strength you noticed goes a long way.
- Name a next step. A careers page link, a feedback offer, or permission to reach out keeps the relationship alive.
- Keep your tone consistent with your brand. If your job posts are casual, your rejection notes can be too.
- Set a send rule. Decide how soon after a decision each stage gets its message, and stick to it.
In ATS Mako, you can save each version in the recruiting template library and use merge fields like first_name and position so names and roles fill in from the candidate record. Update a template once at the org level and every recruiter gets the new version. If your team requires standard wording, you can lock those sections so they stay intact on every send.
When you close out a large applicant pool at once, it helps to group candidates by stage or role so each group gets the right message, and to review how your team handles bulk actions at scale.
What to avoid
- Ghosting. No message is worse than a short, clear no.
- Vague promises. Do not say you will keep someone in mind unless you will.
- Detailed critiques in writing. Offer a short call instead if the candidate asks for feedback.
- Comments unrelated to the job. Keep any reasons tied to the role's requirements.
- Texting a rejection after an interview with no other contact. It feels dismissive at that stage.
- Copy-paste errors. A wrong name or job title undoes the goodwill. Use merge fields and check before sending.
Send clear, on-brand rejections in seconds
Save these templates in ATS Mako, personalize them with merge fields, and keep your whole team consistent. Book a demo to see it in action.