How to Reject a Candidate Nicely (With Examples)

Turn down applicants gracefully with these helpful templates

After interviewing someone for a new position at your company, you learn that the team is moving forward with someone else. You’re in charge of telling the interviewee that they weren’t selected, but how do you go about delivering the message? It can feel uncomfortable to decline an interviewee, but being prompt, empathetic, and direct helps them move on and demonstrates your company’s professionalism. In this guide, we’ll tell you what to say in a rejection email or phone call and provide you with sample scripts. Read on to learn more.

Things You Should Know

  • Tell the interviewee why they weren’t chosen and offer advice that would’ve made them a better applicant.
  • Encourage the candidate to apply to other positions at your company, or keep their information on file for positions that open up.
  • Notify the interviewee that they weren’t selected as soon as you know to be respectful of their time and maintain a professional relationship.
Section 1 of 4:

Rejecting an Interviewee

  1. When you know you’re no longer moving forward with a candidate, send them an email or pick up the phone as soon as possible. Keeping your interviewees in the dark about your decision can reflect poorly on your company and leave candidates dissatisfied. Instead, a thoughtful, personal rejection shows that your company respects the interviewee.
    • If the interviewee made it past the phone screening, it’s courteous to call them to let them know your decision.
    • If the candidate has only finished their phone screening, it’s perfectly acceptable to send them an email.
    • To ensure candidates receive a timely message, set aside a chunk of time each week to draft and send out the decisions.
  2. There’s no need to get into a lengthy conversation or the nitty-gritty details when you notify an interviewee about your decision. Just keep it simple with a friendly introduction, a professional statement about moving forward with a different candidate, offering any advice, and wishing the candidate well. [1]
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  3. Whether you’re turning down the interviewee after the phone screening or the third interview, take the time to address them by name. Then, add warmth and kindness to your message to make it clear that you value the candidate and empathize with their rejection.
    • If you’re emailing the interviewee, sign your name so they know you’re not just sending off an automated message.
    • The interviewing process can be negative for many job seekers. So, treating your unselected candidates kindly can make your company stand out. Polite rejection messages might generate positive buzz and encourage others to apply. [2]
  4. Instead of offering a vague message that leaves the interviewee confused about your decision, be clear about the fact that you’re moving forward with other candidates. A simple statement about choosing someone with skills better aligned to the position shows the interviewee that you respect them and their time. [3]
    • For instance, say, “I wanted to let you know that we are moving forward with a different candidate who has experience that is more closely aligned with our company.”
    • Keep your reasons short and related to the job. Mentioning the candidate’s personality can come across as negative or discriminatory.
    • Avoid using harsh language like, “You have been rejected.” This can lead to a negative interviewee experience and harm your company’s reputation.
    • Telling the interviewee why they were rejected in your message also saves you time. If you don’t tell them, the candidate might follow up to clarify.
  5. Offering constructive criticism to your unselected interviewees helps them understand your decision and softens the harshness of rejection, which can build positive candidate relationships and earn praise for your company. Just start with an upbeat message about how you were impressed by the candidate. Then, mention a job-related skill the candidate can work on to be more competitive. [4]
    • For example, you might say, “We enjoyed talking to you and were very impressed by your valuable, applicable skills. However, we are looking for someone who has 4 to 5 years of experience working in this specific role.”
    • Only provide feedback about what the candidate can change that is related to the job. Avoid criticisms about them as a person or how they made you feel.
  6. If the candidate interviewed well but you simply had more qualified applicants, tell them to keep your company in mind. Or, offer them to apply to a specific position that fits their skills and qualifications better. This helps build a positive reputation for your employer and creates a talented pool to recruit from. [5]
    • For instance, say, “We appreciate your interest in our company. Please continue to apply to any open positions that match your experiences and qualifications.”
    • If there are no current positions that fit the candidate, ask if you can keep their resume on file and contact them if a position opens up.
    • Or, connect with the candidate on LinkedIn to stay in touch about future opportunities.
  7. Being receptive to what the interviewee liked or didn’t like about the interview shows that your company is willing to improve and that you appreciate their opinions. Just add a quick note at the end of your email or call about requesting feedback, or send the candidate a short online survey to fill out. [6]
    • Receiving feedback also highlights areas that your company can work on to successfully hire and maintain future employees.
  8. Finish your email or phone call on a positive note. Express your gratitude for the candidate’s interest in your position and for taking the time to speak with you. Then, wish them well in their future endeavors. [7]
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Section 2 of 4:

  1. 1
    Rejection Template After the Phone Screening
    Dear Tamara,

    Thank you so much for interviewing with us for the HR Specialist position at ABC Company. It was so great to speak with you and learn about your professional experiences.

    We wanted to let you know that we have decided to move forward with a different candidate at this time. Please know that the candidate pool was very competitive and it was difficult to choose between so many talented applicants.

    Thank you again for your interest in ABC Company. We encourage you to apply to any open positions on our website that match your experiences and qualifications.

    Best, John
  2. 2
    Rejection Template with Feedback
    Dear Paul,

    I wanted to thank you for interviewing for the Software Developer position at 1234 Company. I enjoyed learning about the valuable contributions you’ve made with your extensive coding experience.

    Regrettably, we are moving forward in the selection process with a different candidate. We were very impressed by your coding portfolio. However, we’re looking for someone who has 1 to 2 years of experience working with Java at this time.

    We think you would make a great addition to our team, so we will keep your information on file in case any openings come up that we believe you would be a better fit for. Thank you again for your interest in 1234 Company and best wishes in your job search.

    Best, Selena
  3. 3
    Rejection Template after First Interview
    Dear Raúl,

    Thank you for your interest in the Marketing Manager position at ABC Company. It was lovely to speak with you and hear about all the successful and interesting campaigns you’ve run.

    Unfortunately, we will not be proceeding with your application at this time. It was not an easy decision as we were very impressed by your demonstrated marketing talents. However, we are looking for candidates with more social media experience.

    We have a new position opening up in the coming weeks that better fits your skills, so I will recommend your application for it when it goes live. Thank you again for your time and interest in our company.

    Kind Regards, Joanna
  4. 4
    Rejection Template after Second or Third Interview
    Dear Ayaka,

    I wanted to thank you for taking the time to interview for the Curatorial Assistant position at ABC Museum. I enjoyed speaking with you and learning about your various museum experiences across the country.

    After careful consideration, we have decided to move forward with a different applicant. We were very impressed by your previous experiences, which made this a difficult decision. At this time, we are looking for a candidate who has more hands-on experience working with the artifacts at our upcoming exhibit.

    We think you could be a good fit for future openings at ABC Museum and will reach out to you if we find a good match.

    We understand that this is a disappointment but hope you had a positive interviewing experience with us. If you have any specific feedback for us about our process, please respond to this email and let me know. Thank you again for your time and interest in our museum.

    Best of luck in your job search, Simon
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Section 3 of 4:

Phone Scripts

  1. 1
    Rejection Script After First Interview
    Hello Sid, this is Florence from ABC Company. I am calling about your application for the Customer Representative position. I first just wanted to thank you for your interest in ABC Company and taking the time to interview with us.

    Unfortunately, I wanted to let you know that we are not moving forward with your application. We were very impressed by your resume and skills, but at this time we are looking for someone with 3 to 5 years of experience.

    While we are not proceeding with you for this current role, we encourage you to apply to any open listings on our website that are compatible with your skills and experience.

    Thank you again for your time spent with ABC Company. I wish you the best in your future endeavors.
  2. 2
    Rejection Script After Second or Third Interview
    Hello Obi, this is David calling from ABC Company about your application for the Teaching Fellow position. Thank you so much for the time you’ve taken interviewing with us. I’ve enjoyed learning about your teaching experiences and the professional impact you’ve made over the past few weeks.

    After careful consideration, we have selected a different applicant for this role. We understand that this is a disappointment. You have a very impressive background, so know that it was a hard decision for us to make. However, we are looking for someone with more experience in an administrative role.

    We think you would make a great contribution to our team in the future, so please consider applying to other open positions, which you can find on our website.

    Thank you again for your time and best wishes in your job search.
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Section 4 of 4:

Turning Down an Interview

  1. As an interviewee, it’s perfectly acceptable to decline an interview for a job . Just be sure to email the recruiting or hiring manager you were communicating with as quickly as possible about your decision. This shows them that you are professional and respect their time. [8]
    • For example, you might decline an interview if you’ve accepted an offer somewhere else or if you feel like the company isn’t a good fit.
    • Give yourself 1 to 2 days to consider whether you want to decline the interview. If you’re confused about the position or have lingering questions, the interview is the perfect time to get your answers.
  2. Start by thanking the company for their time when you tell them that you’re turning down the interview. Then, express your appreciation for considering you as a candidate. This helps maintain your professional relationship, as you might work with or for the company in the future. [9]
    • For example, say, “Thank you for considering me for the IT Specialist position at ABC Company. I appreciate the opportunity and the time you’ve spent considering my application.”
  3. A simple, polite sentence about declining the interview is all you need to add to your email. Going in-depth about your specific reasons can come off as rude, which might harm your relationship with the company. For example, you might say: [10]
    • “Unfortunately, I have to decline this opportunity at this time.”
    • “However, I regretfully have to withdraw my application at this time.”
    • “I recently accepted an offer from a different company, so I am unfortunately no longer available for this opportunity.”
    • “After careful consideration, I have to decline the interview at this time.”
  4. While optional, giving the company the name of another colleague who would be a good fit shows your appreciation for the opportunity. It is also a polite gesture that the company will likely remember if you want to work for them in the future. Just reach out to the person you’re recommending before you email the company. [11]
    • For instance, you might say, “I have a colleague, Rhonda Lewis, who I think would be a great fit for this position and an excellent addition to the team at ABC Company. You can reach her at [phone number], [email address], or connect with her on LinkedIn.”
  5. Close out your message with a sincere thank you for the company’s time, consideration, and understanding. If you want to keep the door open at the company, add a sentence about staying in touch and connecting again in the future. For instance, write: [12]
    • “Thank you again for your time, consideration, and understanding. I wish you the best in finding the right candidate.”
    • “Once again, thank you for the time spent considering my application. I enjoyed speaking to you and hope to stay connected in the future.”
    • “Again, I appreciate your consideration and wish you the best of luck in hiring the right person for this role. I hope we have the chance to work together in the future.”
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      Tips

      • Explain the interviewing process to applicants when you first reach out to them. Tell them how many interviews there are, what happens at each one, and when they can expect to hear from you about the next steps. [13]
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      • Write clear job descriptions to help manage candidates’ expectations during the application and interview process.
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      References

      1. ↑ https://www.fountain.com/posts/sample-job-applicant-rejection-letter
      2. ↑ ​​ https://www.hci.org/blog/statistics-rethink-your-candidate-experience-or-ruin-your-brand
      3. ↑ https://www.fountain.com/posts/sample-job-applicant-rejection-letter
      4. ↑ https://hiring.monster.ca/resources/recruiting-strategies/how-to-screen-candidates/give-candidate-feedback-ca/
      5. ↑ https://online.wharton.upenn.edu/blog/10-hiring-best-practices-and-lessons/
      6. ↑ https://www.placement.com/learn/reject-a-job-candidate
      7. ↑ https://www.freshworks.com/hrms/what-is-applicant-tracking-system/rejecting-candidates-blog/
      8. ↑ https://www.flowrite.com/blog/how-to-decline-an-interview
      9. ↑ https://www.indeed.com/career-advice/interviewing/how-to-turn-down-an-interview
      1. ↑ https://www.indeed.com/career-advice/interviewing/how-to-turn-down-an-interview
      2. ↑ https://www.flowrite.com/blog/how-to-decline-an-interview
      3. ↑ https://www.flowrite.com/blog/how-to-decline-an-interview
      4. ↑ https://online.wharton.upenn.edu/blog/10-hiring-best-practices-and-lessons/

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