How to Write a Post-Interview Rejection Email (With Examples)

A rejection letter after interview is a critical touchpoint in your hiring process. It’s not just about delivering disappointing news—it’s about protecting your company’s reputation, maintaining a positive candidate relationship, and keeping the door open for future opportunities.

For many recruiters, this moment can feel uncomfortable. But with the right template, a respectful letter, and a clear understanding of best practices, you can deliver a rejection in a way that preserves the candidate’s dignity and even strengthens your employer brand.

In this guide, we’ll walk through why a professional rejection letter matters, how to structure one, and provide examples that you can adapt to fit your team, role, and company name.

What Is a Post-Interview Rejection Letter?

A rejection letter after interview is a professional email or message sent to a candidate after they’ve completed the interview stage but have not been selected for the position.

While it’s tempting to skip this step, especially with a high volume of applications, taking the time to send a clear and concise rejection helps candidates feel respected. It also reflects positively on your hiring process and strengthens your candidate relationship management efforts (learn more here).

Why Sending a Rejection Matters

A timely rejection letter is more than a courtesy—it’s part of delivering a strong candidate experience (guide here).

It shows that your company values the time and effort the candidate invested, from filling out the application to preparing for the interview. This can help protect your employer brands and encourage candidates to apply for future opportunities.

Sending rejection letters also:

• Reduces questions from candidates wondering about your decision
• Closes the loop in your recruiting automation workflow (explained here)
• Strengthens your talent acquisition strategy (full guide here)

Timing and Tone: When and How to Send

You want to send a rejection email as soon as the decision has been made. A candidate shouldn’t have to wait weeks after the interview process for an update.

Best practices for tone:

• Be positive yet clear about the decision
• Appreciate the time and effort you put into their application or interview
• Avoid over-explaining the reason if it’s not appropriate to share
• Offer feedback where appropriate—many candidates find this valuable

Structure of a Professional Rejection Email

Here’s the main content to include in your rejection emails:

1. Dear [Candidate Name] – Start personally.
2. Thank them for their interest in the position and for taking the time to interview.
3. State the decision—you’ve decided to move forward with another candidate whose qualifications more closely align with the skills and experience needed.
4. Appreciate your interest and wish them best of luck in their career.
5. Invite them to apply for future opportunities or stay in contact.
6. Close with best regards and your name.

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Example 1: Simple Rejection Letter After Interview

Subject: Update on Your Application – [Company Name]
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Dear [Name],

Thank you for taking the time to meet with our team regarding the [Job Title] position. We truly appreciate the time and effort you dedicated to the interview and your application.

After careful consideration, we’ve decided to move forward with another candidate whose skills and experience more closely align with our team’s needs.

We greatly appreciate your interest in [Company Name] and wish you the best in your career. Please don’t hesitate to apply for future opportunities that may be a good fit.

Best regards,
[Your Name]

Example 2: Rejection Email with Feedback

Subject: Your Interview for [Job Title] at [Company Name]
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Dear [Name],

Thank you for your interest in the role and for taking the time to interview with our team. We truly appreciate the effort you put into the process.

While we’ve decided not to move forward with your application at this time, we’d like to provide some constructive feedback: your skills in [specific skill] were strong, but we’re seeking skills in [different skill] for this position.

We hope you’ll keep in mind [Company Name] for future opportunities, as we believe you could be a good fit for another candidate whose qualifications match a future role.

Best regards,
[Your Name]

Integrating Rejection Emails into the Bigger Hiring Picture

A candidate rejection email doesn’t exist in isolation—it’s part of your full candidate selection process (steps here).

When aligned with your full cycle recruiting approach (guide here), a consistent rejection framework can:

• Reduce time spent on manual emails by streamlining recruitment process (see how)
• Strengthen your candidate relationships for future hires
• Ensure privacy and compliance with your privacy policy

The Way to Go

The way to go with rejection emails is to keep them clear, positive, and respectful. When you send a rejection, you’re not closing the door—you’re leaving a positive impression that could bring a candidate back for another job in the future.

By embedding rejection messaging into your hiring workflows, supported by tools like recruiting automation, you can enhance your talent acquisition results, nurture your talent pool, and find the right candidate faster.

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