Rejection letter
No one enjoys sending them and candidates do not love receiving them – but rejection letters are still a vital part of recruitment.
This guide explains what a rejection letter is, why it matters and how to write one that is clear, respectful and good for your employer brand.
What is a rejection letter?
A rejection letter is a message you send to candidates who applied for a job but will not be moving forward in the process or receiving an offer.
It is usually sent by email and can be used at different stages, such as:
after reviewing applications
after a screening call
after one or more interviews
You can think of it as professional closure: letting candidates know where they stand so they are not left waiting and wondering.
Why are rejection letters important?
Skipping rejection letters might feel easier in the moment, but it creates confusion and frustration. Sending them helps you:
Show respect. Acknowledge the time and effort people put into applying.
Bring clarity. Remove uncertainty and set clear expectations about the outcome.
Look professional. Reflect well on your organisation, even when the answer is “no”.
Keep doors open. Leave a good impression so strong candidates feel comfortable reapplying later.
Reduce follow‑ups. Cut down on emails and calls from candidates chasing updates.
Handled well, a rejection letter turns a disappointing message into a small but important moment of good candidate experience.
How to write a good rejection letter
Manually drafting every rejection from scratch can be time consuming. A simple, consistent structure helps you stay human without starting over each time. A good rejection letter usually includes:
Personal details. Use the candidate’s name and mention the role they applied for.
A clear decision. State plainly that they will not be progressing this time.
A considerate tone. Keep it warm, professional and free from vague or harsh language.
Optional feedback. Share brief, constructive points where it is appropriate and manageable.
Next steps. Let them know if you will keep their details on file or encourage them to apply again.
Templates and recruitment software can help you send consistent, on‑brand messages while still allowing room to personalise where it matters.
Who uses rejection letters?
Rejection letters are relevant for:
Recruiters and talent teams, who manage communication across many candidates.
Hiring managers, who want a smooth, respectful process for their roles.
Employers, who care about how their organisation shows up in the job market.
Candidates benefit too. Even when the news is negative, a timely, well written rejection letter can leave them with a more positive view of your organisation – and make them more likely to recommend you or apply again in future.
Get your candidate communication together
Rejection letters may never be the favourite part of hiring, but they are one of the most visible.
By using clear templates, helpful tools and a thoughtful tone, you can handle rejections in a way that respects candidates’ time, supports your brand and closes every hiring process on a professional note.
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