You've spent countless hours reviewing resumes, conducting interviews, and deliberating over candidates.

Now comes the part that many recruiters dread—sending rejection emails.

It's tempting to skip this step, but failing to do so can damage your company's reputation and leave candidates with a negative impression.

This article will show you why personalized rejection emails are essential and how to craft them effectively -with templates provided.

Why Always Send Personalized Rejection Emails to All Interviewees

Sending personalized rejection emails after interviews takes time, but is worth it the long run for your company :

Maintaining a Positive Employer Brand

Personalized rejection emails show candidates that you value their time and effort. This can lead to positive word-of-mouth about your company. When candidates receive a personalized rejection email, they are more likely to speak positively about their experience, even if they didn't get the job.

On the other hand, if you fail to communicate effectively, candidates might leave negative reviews online. Especially when six out of ten candidates are likely to share their negative experiences with others​​.

Improving Candidate Experience

Candidates invest considerable time and effort in preparing for interviews. They deserve to know the outcome of their application. By sending personalized rejection emails, you show that you value their effort and respect their time.

A survey by Career Sidekick found that candidates appreciate receiving feedback and closure after an interview.

Keeping a Wide Talent Pool

Today's rejected candidates might be tomorrow's perfect fit. A personalized rejection email helps keep the door open for future opportunities.

Candidates who feel respected and valued are more likely to reapply for future openings and recommend your company to others.

What Makes a Good Rejection Email After an Interview?

Here's what you should include to make your rejection emails effective and considerate.

Personalization

Always personalize your rejection emails. Address the candidate by name and mention specific details from their interview. This shows that you paid attention and valued their time. Personalization can make the rejection feel less generic and more respectful.

For example, instead of starting with a bland "Dear Candidate," use "Dear [Candidate’s Name]," and refer to specific points discussed during the interview. This approach makes your communication feel more genuine and considerate.

Timeliness

Send your rejection email promptly. Once you have made your decision, don’t delay informing the candidates.

Delayed responses can leave candidates feeling anxious and neglected. Aim to send the rejection email within a few days after the decision is made.

Constructive Feedback

Whenever possible, provide constructive feedback. This is one of the most valuable aspects of a rejection email. It helps candidates understand where they can improve and shows that you care about their professional growth.

Be specific about areas where they did well and where they can improve. For instance, if a candidate lacked experience in a particular area, mention it and suggest ways they can gain that experience. Constructive feedback not only helps candidates but also enhances your company's reputation as a supportive employer.

Professional and Polite Tone

Maintain a professional and polite tone throughout the email.

Thank the candidate for their time and effort. Express gratitude for their interest in the position and your company.

A simple "Thank you for taking the time to interview with us" can go a long way in softening the impact of the rejection.

Offer Future Opportunities

Encourage candidates to apply for future positions. Let them know that, although they were not selected for this role, you were impressed with their qualifications and would like to consider them for future openings.

This keeps the door open for future engagement and leaves the candidate with a positive impression.

Example and Template of Rejection Emails

Writing a rejection email is never easy. Below are examples and templates to guide you in crafting thoughtful and professional rejection emails.

Example 1: Basic Rejection Email

You can use this basic template if you really don't have time to provide personalized feedback after the interview :

Subject: Update on Your Application for [Job Title] at [Company Name]

Body:

Dear [Candidate’s Name],

Thank you for taking the time to apply for the [Job Title] position at [Company Name]. We appreciate your interest in our company and the effort you put into your application and interview process.

After careful consideration, we have decided to move forward with another candidate whose qualifications more closely match the requirements of the role. This was not an easy decision, as we received applications from many qualified candidates like yourself.

We encourage you to apply for future openings at [Company Name] that align with your skills and experience. We wish you the best in your job search and future professional endeavors.

Thank you again for your interest in our company.

Sincerely,

[Your Name]
[Your Position]
[Company Name]

Example 2: Detailed Rejection Email with Feedback

If you want to maintain good relationship with each candidate, you can use this template with personalized feedback included :

Subject: Your Interview for [Job Title] at [Company Name]

Body:

Dear [Candidate’s Name],

I hope this email finds you well. We want to extend our sincere thanks for taking the time to interview with us for the [Job Title] position. We truly appreciated the opportunity to learn about your skills and experiences.

After careful consideration and thorough review of all our candidates, we have decided to move forward with another applicant whose qualifications more closely align with our needs for this particular role. This was not an easy choice given the impressive talents of all our interviewees, including yourself.

We were particularly impressed with your [mention specific strength or quality]. However, we felt that [specific reason, e.g., another candidate had more experience in a particular area] was crucial for this role. We encourage you to continue developing your skills in [specific area] as it will undoubtedly serve you well in your career.

We are grateful for the interest you have shown in [Company Name] and for sharing your professional aspirations with us. Although this specific position was not the right fit, your talent and enthusiasm are clear. We encourage you to apply for future openings at our company that align with your skills and career goals.

Thank you again for your time and effort, and we wish you all the best in your continued job search and future professional endeavors. Please feel free to stay in touch.

Sincerely,

[Your Name]
[Your Position]

Example 3: Rejection Email for Internal Candidates

Internal candidates are even more important to maintain relationship with. Here's a template to achieve that :

Subject: Regarding Your Application for [Job Title] Within [Company Name]

Body:

Dear [Candidate’s Name],

Thank you for applying for the [Job Title] position. We appreciate your ongoing contributions to [Company Name] and your interest in advancing within our organization.

After careful consideration, we have chosen to move forward with another candidate for this role. This decision was particularly difficult due to your valuable work and dedication to our team. We were impressed by your [mention specific strength or contribution], but ultimately felt that another candidate’s specific skill set was better suited to the needs of this position.

We value your commitment to [Company Name] and encourage you to seek other growth opportunities within the company. We are happy to discuss your career path and provide guidance or support in your professional development.

Thank you again for your interest in the [Job Title] position, and we look forward to your continued success and contributions to our team.

Warm regards,

[Your Name]
[Your Position]
[Company Name]

Noota: Automated Personalized Rejection Emails

Imagine a tool that can automatically write and send personalized rejection emails to your candidates. That's what Noota enables you to do :

• Automated Transcription and Analysis: Right after an interview, Noota transcribes the entire conversation. This gives you a detailed record of everything discussed, which is essential for crafting personalized feedback.
• Highlighting Key Points and Skills: Noota analyzes the transcript and highlights the key points and skills mentioned during the interview. This makes it easy for you to include relevant details in your rejection emails, ensuring they are specific and helpful.
• Customizable Rejection Email Templates: You can create rejection email templates within Noota tailored to different job roles or stages of the interview process. This ensures that each email is appropriately customized for the candidate's situation.

You want to send rejection emails that are respectful, personalized, and timely for each interviewee ? Try Noota for free.