Being a recruiter can sometimes mean being in heaven and hell at the same time. When you find a suitable candidate for any position, chances are you'll have to reject many others. This process is so time-consuming and exhausting that no one wants to go through it.

As insiders, we know many recruiters simply skip the rejection process. However, from the candidate's perspective, the silence from recruiters is truly a nightmare.

WHY SEND A REJECTION EMAIL?

Do you remember the last time you applied for a job? How did you feel not receiving a response from the recruiter days after applying, or even after an interview? Would you apply again if that recruiter posted the job again?

Do you often receive more applications than you can handle? That's why we need sample emails for rejecting candidates.

SAMPLE REJECTION EMAIL
A professional and polite rejection email should follow this outline:

Personalized communication: Mention the candidate's name and the position they are applying for.

Show appreciation: Thank the candidate for investing their time and effort in applying to your company.

Feedback: If the candidate wasn't selected for an interview, simply mention that they weren't a good fit at that time. If they did attend interviews, include some feedback on their performance. Be aware of the legal risks if you decide to share the exact reason for the rejection.

Suggestion: Redirect the candidate to other job openings that may match their qualifications, or simply remind them to visit your company website for the latest job postings.

1. EMAIL SAMPLE FOR CANDIDATES NOT SELECTED FOR INTERVIEW
Email Subject: Application for [Position] at [Company Name]
Dear [Candidate Name],

Due to the high number of applications for [position] at [Company Name], we were unable to interview all applicants.

The purpose of this email is to inform you that you were not selected for an interview. We greatly appreciate your time in applying for this position. We wish you well and hope you find success in your job search.

We always encourage you to apply for jobs that match your abilities and experience with us in the future.

Sincerely,
[Name of Recruitment Manager]
On behalf of the Human Resources Department

2. SAMPLE REJECTION EMAIL FOR INTERVIEWED CANDIDATES
Email Subject: Application for [Position] at [Company Name]
Dear [Candidate Name],

Thank you very much for taking the time to attend the interview for [position] at [Company Name]. We were very impressed with your performance in the interview.

The purpose of this email is to thank you and inform you that you have not been selected for further processes with us. This difficult decision was made after careful consideration of your many strengths and potential.

Although we couldn't advance further in this position, that doesn't mean our journey ends here. We strongly encourage you to apply for other jobs that match your qualifications and experience with us in the future.

We appreciate your interest in our company. We wish you success in your job search and career development.

Sincerely,
[Name of Recruitment Manager]
On behalf of the Human Resources Department

TIPS FOR REJECTING CANDIDATES IN A POLITE WAY
“I’ve learned that people will forget what you say, people will forget what you do, but they will never forget how you made them feel.”

- Maya Angelou -
Maya Angelou’s words are essential guidance for every human resources professional: It all comes down to people. In other words, it all comes down to human emotions. In this case, rejecting candidates while maintaining a positive employer brand and keeping them on the talent pool is a puzzle for many recruiters. Luckily, we have some tips for you:

Do it as early as possible

Personalize communication

Keep things concise

Be honest

Create opportunities for reconnection

Rejecting candidates is difficult but unavoidable. So why not turn the difficulty into an opportunity to make you stand out from the rest of the recruiters?

Source: Adecco