This email template is used to inform candidates that they were not selected for the job after they’ve applied. While it’s important to be direct, the tone should remain professional, respectful, and appreciative of their interest in the role and the company.
Subject: Job Application Status for [Job Title] at [Company Name]
Dear [Candidate's Name],
Thank you for your interest in the [Job Title] position at [Company Name]. We appreciate the time and effort you put into your application and interview process.
After careful consideration, we have decided to move forward with another candidate who more closely matches the requirements for this position. This was a difficult decision, as we were impressed with your skills and experience.
We’ll keep your resume on file for future opportunities that may be a better fit. We encourage you to apply for other roles with us as they arise.
Thank you again for your interest in joining [Company Name]. We wish you the best of luck in your job search.
Best regards,
[Your Name]
[Your Position]
[Company Name]
Subject: Job Application Outcome for [Job Title] at [Company Name]
Dear [Candidate's Name],
Thank you for applying for the [Job Title] position at [Company Name]. We truly appreciate the time you spent throughout the interview process and the interest you have shown in our company.
After careful evaluation, we have decided to move forward with another candidate for this role. While we were impressed with your [mention specific strengths], we felt that other applicants had more experience in [mention a specific skill or requirement].
We would love to keep your information on file and encourage you to apply for future positions that may better match your skills.
We wish you the best in your career search and thank you again for considering [Company Name].
Warm regards,
[Your Name]
[Your Position]
[Company Name]
Subject: Your Application for [Job Title] at [Company Name]
Dear [Candidate's Name],
Thank you for your application for the [Job Title] position at [Company Name]. We appreciate the time you invested in learning about our team and the role.
After careful review, we’ve decided to move forward with other candidates who are a closer fit for the position at this time. This decision does not reflect on your abilities, as we were very impressed with your background and experiences.
Please do stay in touch and feel free to apply for future roles with us. We value your interest in [Company Name] and hope to have an opportunity to work together in the future.
Thank you again, and we wish you all the best in your job search.
Best regards,
[Your Name]
[Your Position]
[Company Name]
✅ Be respectful and professional
✅ Express appreciation for the candidate’s time and effort
✅ Clearly communicate the rejection without being too harsh
✅ Offer encouragement for future applications
✅ Keep the tone positive and encouraging
This template provides a balanced approach to rejection, maintaining professionalism while also leaving the door open for future opportunities.
