Message templates
Rejection after interview email template.
Updated 5 October 2026
Send an interview rejection promptly after the decision, and personally if the candidate spent real time with your team. Thank them for the conversation, state the outcome in the first lines, give a short job related reason if you can, and close kindly. Offer to keep in touch only if you mean it.
What should this message include?
A candidate who has interviewed has invested more than one who only applied. They deserve a quicker and more personal reply.
- A thank you that mentions the interview itself.
- The outcome stated plainly, without a long lead in.
- A brief reason tied to the role requirements, if your team has agreed to share one.
- An optional line about future roles, only if you will genuinely consider them.
- A kind close and a contact for any questions.
Email template
Subject: Update on your interview for [Role] at [Company] Hello [Candidate name], Thank you for taking the time to interview for the [Role] position at [Company]. We enjoyed learning about your experience. After careful consideration, we have decided to move forward with another candidate for this role. This was a close comparison against the requirements of the position, and we appreciate the effort you put into the process. [Optional] We would be glad to hear from you if another role suits your background. If you would like to ask a question about the process, reply to this email. We wish you every success. Kind regards, [Recruiter name] [Company]
WhatsApp template
Hello [Candidate name], thank you for interviewing for the [Role] position at [Company]. We have decided to move forward with another candidate for this role. We appreciate your time and wish you well. [Optional] Do get in touch about future roles that suit you.
What should you change before sending?
- The detail: add one specific, job related point if you have it, such as a skill the final stage required.
- The channel: for later stage candidates, a phone call before the email is a good practice.
- The optional line: remove it if you will not look at this candidate again.
- The sender: have the person who spoke with the candidate send it where possible.
Mistakes to avoid
- Giving vague feedback that sounds like a template, or inventing a reason.
- Mentioning personal characteristics in any form.
- Delaying the message because it is uncomfortable. Delay is the bigger discourtesy.