You're about to send a rejection email to a candidate who went through three rounds of interviews. You copy-paste your standard template, hit send, and move on.

What you don't realize: That candidate just became a permanent "never working there" person. And they're telling their network about the experience.

Here's how to write rejection emails that maintain relationships instead of torching them.

Why This Matters More Than You Think

That candidate you're rejecting today might be:

• Perfect for a different role in six months
• A referral source for future candidates
• Connected to your next great hire
• A customer, client, or partner
• Someone who posts about their experience on social media

Your rejection email is either building your employer brand or destroying it. Choose wisely.

The Standard Rejection Email (And Why It's Terrible)

Most rejection emails sound like this:

"Thank you for your interest in [Company Name]. After careful consideration, we have decided to move forward with other candidates whose qualifications more closely match our needs. We wish you the best in your job search."

This email tells the candidate:

• You weren't good enough
• We won't tell you why
• This is an automated template
• We don't actually care about your job search

Great way to make someone feel valued! Super effective at maintaining relationships!

What Makes a Good Rejection Email

A good rejection email does three things:

1. Acknowledges the candidate's effort They spent hours on your interview process. A generic template is insulting.

2. Provides specific feedback (when possible) "Other candidates were a better fit" tells them nothing. Specific feedback helps them improve.

3. Leaves the door open If they were good but not quite right, say that. You might want to hire them later.

Template for Candidates After Phone Screens

Subject: Update on [Role Name] Position

Hi [Name],

Thank you for taking the time to speak with me about the [Role Name] position. I appreciated learning about your background in [specific thing they mentioned].

After reviewing all candidates, we've decided to move forward with someone whose experience aligns more closely with our immediate needs, specifically [specific reason if appropriate, e.g., "industry background in healthcare tech" or "hands-on experience with our specific tech stack"].

I was impressed by [something specific and genuine], and I'd like to keep your information on file for future opportunities that might be a better match. Would it be alright if I reach out if something relevant opens up?

Best of luck with your search, and thank you again for your time.

[Your name]

Why this works: It's personal, specific, and honest without being harsh. The candidate knows why they weren't selected and doesn't feel like a number.

Template for Candidates After Multiple Rounds

Subject: [Role Name] Position - Final Update

Hi [Name],

I wanted to reach out personally regarding the [Role Name] position. This was an incredibly difficult decision—you made it to our final round for a reason, and the team was genuinely impressed by [specific thing, e.g., "your approach to the case study" or "your thoughtful questions about our product roadmap"].

Ultimately, we decided to move forward with a candidate who had [specific differentiator, e.g., "direct experience in our specific market segment" or "hands-on background with the exact systems we use"]. It came down to a very specific fit for this particular role.

I want to be clear: this was about fit for this role, not about your capabilities. [Something encouraging and specific, e.g., "Your experience in X and your approach to Y were standout qualities."].

I'd love to stay connected and reach out if a role opens that might be an even better match. Would you be open to me keeping your information and contacting you about future opportunities?

Thank you for the time and energy you invested in this process. I know multiple interview rounds are a significant commitment, and I genuinely appreciate it.

Best, [Your name]

Why this works: After multiple rounds, candidates deserve more than a template. This acknowledges their effort, provides specific feedback, and maintains the relationship.

When To Provide Detailed Feedback (And When Not To)

Provide specific feedback when:

• The candidate made it past the first round
• You have clear, constructive reasons for the decision
• The feedback could genuinely help them improve
• You'd consider them for future roles

Don't provide detailed feedback when:

• They weren't qualified and shouldn't have been interviewed
• The feedback would be subjective or potentially hurtful
• There are legal concerns about what you say
• They were disrespectful or inappropriate in the process

The Fast Rejection (For Clearly Unqualified Candidates)

For candidates who applied but clearly aren't qualified, a faster, simpler rejection is fine:

Subject: Update on Your Application

Hi [Name],

Thank you for applying to [Role Name] at [Company]. After reviewing your application, we've determined that your background doesn't align with what we're looking for in this particular role.

I encourage you to check our careers page for other positions that might be a better match for your skills and experience.

Best of luck in your search, [Your name]

Why this works: It's fast, honest, and doesn't waste their time. They weren't close, you're not pretending otherwise, everyone can move on.

Common Rejection Email Mistakes

Mistake #1: Taking too long Don't leave candidates hanging for weeks after a final interview. Three days maximum for final decisions.

Mistake #2: Being vague to avoid awkwardness "We're going in a different direction" tells them nothing and helps no one.

Mistake #3: Lying about keeping them on file Don't say you'll keep their info if you won't. Candidates know it's usually BS.

Mistake #4: Over-explaining You don't need to justify your entire decision-making process. Be concise.

Mistake #5: Generic templates for everyone A candidate who went through four rounds deserves more than someone who applied but wasn't qualified.

The Magic Phrase That Keeps Doors Open

Include this in rejections for strong candidates:

"While you weren't the right fit for this specific role, I was impressed by [specific quality]. Would you be open to me reaching out if something that's a better match opens up?"

Most candidates will say yes. Now you have permission to contact them later. And they feel valued instead of rejected.

What To Do When They Ask For Feedback

Sometimes candidates reply asking for specific feedback. Have a response ready:

"Thanks for asking. The team felt [specific, constructive feedback if you can provide it]. For context, the candidate we moved forward with had [differentiating factor]. I'd encourage you to [specific actionable advice if appropriate]. Feel free to apply again if you see other roles that interest you."

Be helpful if you can. If you can't provide more detail, say so honestly rather than being vague.

The Bottom Line

Your rejection emails are an extension of your employer brand. Every candidate you reject is either:

• Someone who might be perfect for a future role
• Someone who might refer great candidates to you
• Someone who will tell others about their experience

Spend an extra two minutes writing a thoughtful rejection instead of copy-pasting a generic template. Acknowledge effort. Provide specific feedback when appropriate. Leave the door open for strong candidates.

Your future self—trying to fill a role and wishing you had maintained better candidate relationships—will thank you.

The Fast Version:

• Personalize rejection emails (at least a little)
• Acknowledge the candidate's time and effort
• Provide specific feedback when possible
• Be faster with rejections (3 days max after final interviews)
• Keep doors open with strong candidates
• Never send a rejection email that burns a bridge you might want to cross later