Candidate rejection email template (5 versions)
US federal rules as of 30 Oct 2026. Not legal advice; state and city rules may add requirements.
Send a short, kind, specific candidate rejection email as soon as you decide, and never state a reason that is a protected trait or that you cannot back up. One rule: if the decision is based even in part on a background check report, do not use these emails. Use the pre-adverse and adverse action process instead.
At a glance
- Reply within [5 to 10] business days of the decision.
- Thank them, say the decision, give at most one neutral reason, offer something useful.
- Keep reasons to job-related, factual points ("we chose someone with more experience in X").
- Do not say "overqualified", "not a culture fit" or anything about age, family, health or origin.
Template 1: application not progressing
Subject: Your application for [Job title] at [Company]
Hi [First name],
Thank you for applying for [Job title]. We had many strong applications and have decided to move forward with candidates whose experience is closer to [one job-related requirement].
We will keep your details on file for [6] months and may reach out if a better match opens. We wish you well in your search.
[Name], [Company] ---
Template 2: after a phone screen
Subject: Update on [Job title]
Hi [First name],
Thank you for speaking with me on [date]. After the screen we are not moving forward, because [we need deeper experience in X for this role]. I enjoyed hearing about [specific project or point].
If you would like feedback on anything, reply and I will share what I can. Good luck.
[Name], [Company] ---
Template 3: after interviews
Subject: Your interview for [Job title]
Hi [First name],
Thank you for the time you gave our team on [date(s)]. It was a close decision. We have chosen another candidate whose background matched [job-related reason] more closely.
You were [strong on X, specific and true]. I would be glad to stay in touch. [Optional: "You are welcome to apply for future roles such as [type]."]
[Name], [Company] ---
Template 4: final round, strong candidate
Subject: Our decision on [Job title]
Hi [First name],
I wanted to tell you personally. We have decided to offer the role to another finalist. This was not easy: you stood out for [specific strength], and the team would like to keep in touch for [future role type].
If helpful, I can give you two or three points of feedback on a call. Thank you for your effort.
[Name], [Company] ---
Template 5: offer withdrawn (not background-check related)
Subject: About your offer for [Job title]
Dear [First name],
I am sorry to tell you that we are withdrawing the offer we made on [date], because [business reason, e.g. the role has been eliminated / funding for the position has been cancelled]. This decision is not about you.
We would like to [offer a payment / support / reference letter], which is [describe]. Please call me on [phone] if you would like to talk.
[Name, title], [Company] --- If the withdrawal is because of a background check, stop and use the adverse action steps.
How to use them
- Pick the version that matches the stage. Edit the one reason so it is true and specific.
- Send from a named person, not a no-reply address.
- Keep a short record of the real reason in your applicant file (employers covered by Title VII must keep hiring records for one year, longer if a charge is filed; see 29 CFR 1602.14, checked 2026-10-30).
- In LiveRec you can reject a candidate and choose a default message.
Customization notes
| Situation | Note |
|---|---|
| High volume | Use Template 1 only; do not promise feedback you cannot give. |
| Internal candidate | Offer a call; do it by phone first. |
| Candidate asked for feedback | Share job-related points only. Avoid comparing them to the person hired. |
| Candidate disclosed a disability or accommodation need | Do not mention it. Ensure the reason is documented and job-related. |
FAQ
Should I give a reason? A brief neutral one is kind but optional. Never give one you cannot document.
How fast should I reply? As soon as the decision is final. Silence is the most common candidate complaint.
Can I tell them who we hired? No. Do not share the other candidate's details.
Do I have to reject in writing? No law requires it for ordinary rejections; it is good practice. Different rules apply if a background report was involved.
Next step: set a default rejection message in LiveRec.
Sources
- EEOC prohibited practices: https://www.eeoc.gov/prohibited-employment-policiespractices (accessed 30 Oct 2026)
- FTC on consumer reports: https://www.ftc.gov/business-guidance/resources/using-consumer-reports-what-employers-need-know
This is general information, not legal, tax or immigration advice. Rules change and your situation may differ. Consult a licensed attorney or qualified adviser.