How to Reject a Candidate After an Interview (With Email Templates)

Sending a candidate rejection email is rarely the part of recruiting anyone looks forward to. After weeks of interviews, the focus naturally shifts to making an offer, finalizing paperwork, and getting the new hire ready to start. Meanwhile, the candidates who weren't selected are still waiting for an answer.

That silence can leave a lasting impression, especially on someone who invested time in multiple interviews. To reject a candidate after an interview, tell them promptly, in a way that reflects how involved they were. Give clear, respectful feedback when appropriate.

The timing can be trickier than it sounds. Consider a recruiter at a regional credit union who has just finished interviews for a branch manager position. The team has chosen an external candidate. There's also a strong runner-up, an internal assistant branch manager who applied, and four people who didn't get past first interviews.

All six candidates need an answer, but they shouldn't necessarily receive it at the same time or in the same way.

Should you reject a candidate by phone or email?

The further someone progresses through your hiring process, the more personal your communication should generally be. A candidate who completed one short interview may appreciate a thoughtful email. Someone who spent several hours meeting your team, completing assessments, and preparing for a final interview deserves a more personal response.

In a 2025 SHRM article on turning candidates down, recruiting professionals say each stage of the process calls for a different response. One recruiting leader describes calling anyone who sat for an in-person interview and wasn't selected, instead of relying on email alone.

Interview format, existing relationships, and individual preferences can all change what's appropriate. The table below is a starting point.

What matters most is that candidates hear directly from you instead of having to figure out what happened. If a finalist prefers email over a call, respect that preference. And if you can't reach someone by phone, send a clear follow-up instead of leaving them waiting.

When to send a candidate rejection email, and what to check before the offer

Candidates should hear from you soon after you've decided they won't move forward, but the timing depends on each person's stage in the process. For the credit union recruiter, the four people who didn't pass their first interviews can be told right away. They're no longer under consideration, so there's no reason to hold their rejections while the company negotiates with its preferred candidate.

The runner-up is different. The hiring team may want to keep that person in reserve until the chosen candidate accepts. The SHRM article quotes a recruiter who waits for that acceptance before contacting runners-up.

Still, keeping someone as a backup shouldn't mean leaving them without an update. If the offer process takes longer than expected, tell them you're finalizing the hiring decision and give them a realistic timeline for hearing back.

The internal candidate needs particular attention. They may work with the hiring manager or hear the news from colleagues, so arrange a private conversation before the team announcement. For the credit union, that creates a practical communication plan:

• First-interview candidates: Send personalized rejection emails once the team has decided not to advance them.
• Preferred candidate: Extend the offer and work toward acceptance.
• Internal candidate: Arrange a private conversation before the hiring decision becomes public, timed with the offer process.
• External runner-up: Keep them informed while the decision is pending, then share the outcome promptly once they're no longer under consideration.

This is where a little coordination with the hiring manager helps. Before extending an offer, confirm who will tell each remaining candidate and when. Otherwise, everyone can assume someone else is handling the rejections.

What if you're an agency recruiter waiting on client feedback?

Agency recruiters face an added complication, because the hiring decision may be out of their hands. If a client confirms they won't move forward with your candidate but hasn't given detailed feedback, don't leave the candidate waiting indefinitely.

Share the decision and explain that you don't have more feedback to pass on. You can keep asking the client for specifics, but avoid inventing an explanation to make the rejection feel more complete. Where possible, agree on feedback expectations with clients before interviews begin, which makes closing the loop with candidates much simpler.

What to say when rejecting a candidate over the phone

Calling someone to deliver disappointing news can feel uncomfortable, especially when they've made it through several rounds of interviews. You don't need a lengthy speech. Be warm, get to the decision quickly, and leave room for questions.

A call with the credit union's runner-up might sound like this:

"Hi [Name], thanks for taking my call. I wanted to speak with you personally about the branch manager position.

The team enjoyed getting to know you, but we've decided to move forward with another candidate.

It was a close decision, and we were particularly impressed by your experience with [specific strength]. In the end, we selected someone whose background more closely matched [relevant job requirement].

I know that's disappointing news, especially after the time you invested in the process. I appreciate the effort you put into meeting with everyone.

If you're open to it, I'd like to stay in touch about future opportunities. Do you have any questions I can answer?"

You don't need to offer a detailed comparison with the person who was hired. If you give a reason, keep it factual, tied to the role, and consistent with the hiring team's documented assessment, such as the evidence on your interview scorecard.

If the candidate asks for more detailed feedback, share what you're authorized to provide under your organization's policies.

Candidate rejection email templates by interview stage

A good candidate rejection email doesn't need to be long. Most candidates want a clear answer, acknowledgment of their time, and, when appropriate, some sense of what happens next.

Candidate rejection email after a first interview

Subject: Update on your application for [Role]

Hi [Name],

Thank you for taking the time to interview with [Company] for the [Role] position. After reviewing our interviews, we've decided not to move forward with your application.

We appreciated learning more about your experience, particularly our conversation about [specific topic discussed]. Thank you again for your interest in joining our team, and we wish you all the best in your job search.

Best,

[Your name]

Rejection email to a finalist you'd like to stay in touch with

Subject: Following up on our conversation

Hi [Name],

Thank you again for speaking with me today. I know this wasn't the outcome you were hoping for, and I appreciate the time and effort you put into the interview process.

The team was particularly impressed by your experience with [specific skill or responsibility], and we enjoyed getting to know you. Although we've selected another candidate for this position, we'd welcome the chance to reconnect if another role opens that fits your background.

If you're comfortable with that, I'd be happy to stay in touch.

Thank you again,

[Your name]

Only include an invitation to stay in touch if the team would consider the person for future opportunities.

Rejection email to an internal candidate

Subject: Follow-up on the [Role] position

Hi [Name],

Thank you again for taking the time to discuss the [Role] opportunity with us. I appreciated our conversation earlier and wanted to follow up in writing.

While we've decided to move forward with another candidate for this position, we value your contributions to the team and your interest in growing within [Company]. As we discussed, [specific skill or experience] would be a valuable area to develop as you work toward future leadership opportunities.

I'd like to continue that conversation and find ways we can support your professional development. Thank you again for your interest and for everything you bring to the team.

Best,

[Your name]

For internal candidates, the email should support a conversation that's already happened, not replace it. Be thoughtful about any development opportunities you mention. Don't promise a promotion or suggest they're next in line unless that's been formally agreed. If your organization has a succession planning process, use it to guide the follow-up.

How much feedback should you give a rejected candidate?

Candidates often want to know why they weren't selected, particularly after investing time in multiple interviews. Useful feedback can help, but you don't need to give a detailed breakdown of every interview score or compare the candidate with the person who received the offer.

Start with the requirements for the role and the evidence collected during interviews. Say commercial lending experience was central to the branch manager role and weighed in the decision. You might explain that the team prioritized stronger experience in that area. Our guide to interview feedback covers what to share and what to leave out.

Vague reasons don't give the candidate useful information, and they may raise questions about how the decision was made. Avoid lines like "We didn't feel you were the right fit" or "The team wasn't sure about your personality" in any message you send.

That's partly a fairness question and partly a legal one. The EEOC says it's illegal to discriminate against an applicant because of race, color, religion, sex, national origin, age (40 or older), disability, or genetic information.

That doesn't mean every rejection email needs an explanation. In some circumstances, particularly early in the process, a clear and respectful statement of the decision is enough. When you do give feedback, make sure it reflects the actual hiring decision and follows your organization's policies.

How to respond when a candidate challenges the decision

Not every candidate will respond positively to being rejected. Some may be disappointed, ask for reconsideration, or question whether the process was fair. Give them an opportunity to express their concerns without turning the conversation into a debate.

If a candidate says they don't understand why they weren't selected, you can acknowledge their disappointment and restate the job-related feedback you're able to share. You might say: "I understand this is disappointing, especially after several interviews. The team decided based on the role's requirements and the interview assessments. Thank you for the time you invested." A reply like that restates the decision without reopening it.

Avoid introducing new explanations that weren't part of the original hiring decision. If a candidate raises concerns about discrimination based on a protected characteristic, take it seriously. Refer it through your HR or legal process instead of trying to resolve it yourself. Keep records of the communication according to your organization's procedures.

Document candidate rejections and preserve important relationships

Once you've communicated a rejection, update the candidate's record in your applicant tracking system (ATS) or recruiting system. At a minimum, document the stage at which the candidate was rejected, the decision date, the job-related reason recorded internally, and how the outcome was communicated.

Your interview notes and scorecards should support the hiring decision, particularly if you gave specific feedback. Under the EEOC's recordkeeping rules, private employers generally must keep hiring records for at least one year. The clock runs from the record or the personnel action, whichever is later. Some employers have different requirements, and records related to a filed discrimination charge must be kept until final disposition.

Follow all applicable retention requirements and your organization's policies. It's also worth identifying candidates you'd like to consider again.

The credit union's runner-up, for example, may be a strong fit for a future branch manager opening. If they're interested in future contact, you can add them to your talent pipeline with notes about their experience and preferences. Not every rejected candidate belongs there, and respect their preferences about staying in touch.

Before you close the search, check that no one is left waiting

Rejection is part of every hiring process, but leaving candidates without an answer doesn't have to be.

Before closing your next search, review everyone who interviewed. Make sure each candidate has received an update, any open decisions have an owner, and no one is left wondering whether they're still being considered. Candidates may not remember every question you asked, but they'll likely remember how you treated them when they didn't get the job. That memory is your candidate experience.