Tell the candidate plainly that they were not selected, thank them for taking the time to interview, and keep any explanation accurate and job-related. The templates below cover a formal letter and a more personal email, with guidance on timing, explanations, and documentation.
Post-interview rejection letter examples
Adapt the wording to the role, your hiring process, and the decision actually made. Do not promise future consideration unless you mean it.
Formal letter
Dear [Candidate Name],
Thank you for interviewing for the [Job Title] position at [Organization]. We appreciate the time you took to discuss your experience and qualifications with us.
We have decided to move forward with another candidate and will not be proceeding with your application. We appreciate your interest in [Organization] and wish you success in your job search.
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Sincerely,
[Name]
[Title]
Personal email
Subject: Update on your [Job Title] interview
Hi [Candidate Name],
Thank you for speaking with us about the [Job Title] role. We enjoyed learning about your experience. After consideration, we have decided to move forward with another candidate whose skills more closely match the needs of this position.
We appreciate your interest in [Organization]. If you would genuinely welcome a future application, you can add: “Please feel free to apply for future openings that match your experience.”
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Best,
[Name]
What to include—and what to leave out
A useful rejection message gives the candidate a clear answer without turning the notice into a lengthy evaluation. Workable recommends keeping post-interview rejection letters brief and clear; LinkedIn’s example offers a concise, role-related explanation. No source establishes that a letter or email is universally better.
- Identify the role and thank the candidate for their interview and time.
- State the decision directly. Say that you will not proceed with their application; avoid wording that could sound like the process is still open.
- Give a reason only if appropriate. Keep it concise, truthful, and supported by the hiring record. For example, you might say that another candidate’s skills more closely align with the role if that accurately reflects the decision.
- Close courteously. Do not imply that you will keep the candidate on file, contact them later, or consider them for future roles unless that is actually your practice.
- Keep the message job-related. Do not mention protected personal characteristics or speculate about them.
The U.S. Equal Employment Opportunity Commission (EEOC) says unsuccessful candidates should be notified and advises employers to use accurate reasons for non-selection. See its Best Practices of Private Sector Employers.
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Send the notice once the hiring decision is settled, and avoid leaving interviewed candidates without an update. A New Mexico Judicial Branch staffing and selection training resource recommends sending rejection letters after the selected candidate accepts. Treat that as one practical process example, not a universal deadline: the right timing depends on the employer’s process and applicable requirements.
Keep hiring decisions consistent and documented
Base decisions on the same job-related criteria used to assess candidates, and record the reason for the decision accurately. The EEOC’s employer best-practices guidance recommends keeping records of candidates considered, who was selected, and the reasons for the selection. Its small-business hiring guidance advises retaining applications and interview notes for at least one year; confirm what retention rules apply to your organization and jurisdiction.
EEOC guidance cautions employers against hiring decisions based on protected characteristics and against interview questions about characteristics such as race, religion, sex, national origin, disability, or age. Review the agency’s guidance on recruiting, hiring, or promoting employees and what not to ask when hiring. Keep both the decision and any written explanation anchored in documented, job-related factors.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.When a consumer report influenced the decision
A standard rejection template may not meet the separate requirements that can apply when an employer relies on a consumer report from a reporting company. EEOC and Federal Trade Commission guidance describes steps before and after adverse action, including providing the report and a summary of rights before the decision and giving a notice with specified information about the reporting company and the applicant’s rights afterward. Review Background Checks: What Employers Need to Know and consult qualified counsel or the applicable rules for a specific case.
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