Module 07 · Candidate Experience · Template
Candidate Rejection Templates
Rejection is the moment candidates remember most. These templates are human, specific and respectful — no corporate boilerplate. Fill in the shared details once, pick a stage, then copy or download. Your entries are saved in this browser.
0 of 7 fields completed
Candidate & sender details
Shared across every template. The positive note and keep-in-touch line are optional — only include them if they're true.
About this template
When: The candidate applied but isn't a fit on paper. Send within 5 working days of applying.
Tone: Short, warm, respectful of the effort it takes to apply. No false hope.
After application (before any call)
Underscores mark fields you haven't filled in yet. Always personalise before sending.
Subject: Your application for ________ at ________ Hi ________, Thank you for applying for the ________ role — I know applying takes real effort, and I don't take that for granted. After reviewing your application, we've decided not to move forward. This was a genuinely tough call: we're hiring for a very specific profile at this stage, and I don't think this role is the right match for your background right now. This says nothing about the quality of your experience — early-stage hiring is unusually narrow, and a "no" from us is often about fit with a very particular moment, not about ability. I hope you find a role where you can do your best work, and I wish you the very best with the search. Warm regards, ________ ________