Perfect Rejection Email After Interview: Free Template

When it comes to hiring, rejection is an inevitable part of the process. Even with the most extensive screening and interviewing, some candidates may not meet the requirements for the position. Or may not fit the company culture.

As an HR representative, drafting a HR email to reject candidate after interview is essential. This will help keep candidates informed and maintain a positive employer brand.

In this post, we’ll provide tips on how to write a compelling rejection email after an interview and what to include in it.

What is an Interview Rejection Letter?

A rejection letter is sent by HR to a job candidate informing them that they were not selected for the position they applied for. This provides closure to the candidate and let them know the outcome of the interview process.

An interview rejection letter typically includes a courteous message thanking the candidate for their interest in the position and the company. It also includes a direct statement that they were not selected for the role and provides feedback on the reason for the rejection.

This letter is an integral part of the hiring process. It helps maintain a positive employer brand by demonstrating that the company values communication and respects candidates.

Tips for Writing HR email to reject candidate after interview

Be Prompt

Sending out rejection emails should be done promptly. The candidate has taken time out of their schedule to attend an interview. The least you can do is let them know the outcome as soon as possible.

Be Courteous

Even if the candidate didn’t meet your expectations or is not the right fit for the role, be courteous in your email. Appreciate their interest in the position and the company.

Be Specific

Provide feedback to the candidate on why they didn’t get the job. It could result from a lack of experience, skills, or qualifications. Specific feedback helps the candidate understand the reason for the rejection and improves their chances of succeeding in future interviews.

Be Clear

Be clear and direct in your rejection email. Don’t beat about or try to sugarcoat the rejection. Let the candidate know that they haven’t been selected for the role.

Offer Encouragement

Encourage the candidate to apply for other positions within the company. Or recommend them to companies where their skills and experience could be a better fit.

What to include in a Rejection Email

• Greeting: Start with a greeting that addresses the candidate by name. It adds a personal touch to the email.
• Show appreciation: Thank the candidate for their interest in the job opening and the time they took to attend the interview.
• Feedback: Provide feedback to the candidate on why they didn’t get the job. If they lack experience, skills, or qualifications, let them know. Specific feedback helps the candidate understand the reason for the rejection and improves their chances of succeeding in future interviews.
• Encouragement: Encourage the candidate to apply for other positions within the company. You may also recommend them to companies where their skills and experience could be a better fit.
• Close: Close the email by thanking them again for their interest in the job opening and the company. Wish them well in their future endeavors.

Sample HR Email to Reject Candidate After Interview

Dear [Candidate’s Name],

I would like to thank you for taking out time to interview for the [Job Title] position at [Company Name]. We appreciate your interest in this job opening at our company and enjoyed learning about your experience and skills.

After careful consideration and review, we have decided to not proceed with your application. We had many qualified candidates for the role and had to make a difficult decision.

We would like to provide feedback that may help you in future interviews. Although you had the qualifications required for the role, there were other candidates with more experience in the industry that fit our requirements better.

We appreciate your keen interest in our company. And encourage you to apply for other positions that may be a better fit for your skills and experience. We also recommend you consider similar jobs in other companies that align with your career goals.

Thank you again for your interest in this position and our company, and we wish you all the best in your prospects and endeavors.

Best regards,

[Your Name]

Wrapping Up

Sending out rejection emails after an interview is an essential part of the hiring process. It helps maintain a positive employer brand and shows that your company values communication and respect for candidates.

Rejection can be challenging, but it is an opportunity for growth and improvement. Providing constructive feedback to candidates can help them understand the reasons for the rejection. This way, they can improve their skills and qualifications for future opportunities.