Message templates
Rejection after screening email template.
Updated 5 October 2026
Send a screening rejection once the decision is made, rather than leaving candidates waiting. Thank them, say clearly that you are not taking the application forward, keep the reason general and job related, and offer a short, kind close. Do not promise to keep the application on file unless you will.
What should this message include?
A clear, polite no is better than silence. Candidates remember how they were treated, and a respectful message reflects well on your employer brand.
- A thank you for the time they spent applying.
- A direct statement that you will not be moving forward with the application.
- A general, job related reason or none at all, never anything personal.
- An optional line about future roles, only if you really intend to consider them again.
- A good wish for their search.
Email template
Subject: Your application for [Role] at [Company] Hello [Candidate name], Thank you for applying for the [Role] position at [Company] and for the time you put into your application. We have reviewed it carefully, and we have decided not to move forward with your application for this role. This was a decision about how closely the requirements of this position match your application. It is not a judgement on you as a person or a professional. [Optional] If a role that suits your experience opens in future, we would be glad to hear from you again. We wish you well in your search. Kind regards, [Recruiter name] [Company]
WhatsApp template
Hello [Candidate name], thank you for applying for the [Role] position at [Company]. We have decided not to move forward with your application for this role. We appreciate the time you spent and wish you well in your search. [Optional] You are welcome to apply for future roles that suit you.
What should you change before sending?
- The optional line: delete it unless you will genuinely look at that candidate again.
- The reason: keep it about the role requirements, or leave it out. Never refer to personal characteristics.
- Tone: shorter and more neutral for high volume roles, warmer for senior ones.
- The contact: name a person for questions, if your team can answer them.
Mistakes to avoid
- Writing that the candidate's CV will be kept on file when your policy is to delete it.
- Giving feedback that you cannot back up with the job requirements.
- Sending the message only after weeks of silence.