Templates: How to Write a Rejection Email and a Referral Email

Rejecting candidates is one of the more difficult tasks in the hiring process—especially when the applicant was a strong contender. Whether you're turning down one person or many, using thoughtful and consistent job rejection email templates helps ensure that your messaging remains professional, respectful, and aligned with your company’s employer brand.

Below, we’ll walk through best practices for writing a rejection letter, provide email templates for common scenarios, and discuss how to handle internal candidate rejections with care.

 

What to Include in a Job Rejection Email

To keep communication respectful and consistent during the hiring process, it’s helpful to include a few key elements in every rejection message:

Start with a clear subject line.
Make it easy for candidates to recognize what the email is about by using a straightforward subject line like “Your Application with [Company Name]” or “Update on Your [Job Title] Application.”

Express your appreciation.
A quick thank-you goes a long way. Acknowledge the candidate’s time and effort—whether they just submitted a resume or made it through multiple interview rounds. It reinforces that you value their interest in your organization.

Be honest and professional.
Let the candidate know that they were not selected for the position. Keep your tone kind but clear, and avoid overly apologetic or vague language.

Consider whether feedback is appropriate.
If the candidate reached the later stages of the hiring process and you’re comfortable doing so, you might include brief, constructive feedback. Focus on the hiring decision—not the individual. For example, you might say, “We’ve decided to move forward with someone who has more experience in [specific area],” or “We ultimately selected an internal candidate who has been working on similar projects.” Just be mindful—too much detail can create legal risk, so tread carefully.

Decide between automation and personalization.
While automated emails save time (especially during high-volume hiring), personalized rejection messages can make a lasting impression. A thoughtful note can show candidates that your organization values people—not just positions. And if they’re a great fit for a future role, that small gesture might encourage them to apply again.

 

Job Rejection Email Template

Here’s a professional and empathetic template you can customize:

Subject Line: Your Application with [Company Name]

Email Body:

Dear [Candidate Name],

Thank you for taking the time to apply for the [Job Title] position at [Company Name].

After careful consideration, we’ve decided to move forward with another candidate.

We were impressed by your qualifications and accomplishments, and we’ll keep your resume on file for future opportunities that may be a better match.

We wish you the very best in your job search and future career.

Best regards,
[Your Name / HR Team]

 

Template for Recommending Another Job Opportunity

Sometimes a candidate isn't the right fit for one role but could thrive in another opening at your company. In those cases, use this alternative version of your rejection email:

Subject Line: Explore Another Opportunity at [Company Name]

Email Body:

Dear [Candidate Name],

Thank you for your interest in the [Job Title] role at [Company Name].

While we’ve selected another candidate for this position, we were impressed with your experience. We’d like to encourage you to apply for another opening on our team: [New Job Title].

You can find more details and submit your application here: [Insert Link]

Thanks again for considering [Company Name]. We hope to hear from you soon!

Best,
[Your Name / HR Team]

 

How to Handle Rejections for Internal Candidates

Rejecting internal applicants can be even more delicate. These candidates have already shown loyalty to your company—and will continue working with the team after receiving a rejection.

Here are a few best practices to keep the conversation constructive:

• Be Transparent but Supportive: Share the reasoning behind the decision honestly but diplomatically. Focus on the needs of the role and how the final candidate was the best match at this time.
  
• Offer a Follow-Up Conversation: Provide time to meet with the employee one-on-one to discuss their career goals and development opportunities. This can reduce feelings of discouragement and reinforce your commitment to their growth.
• Foster a Positive Internal Culture: Rejection shouldn't feel like a closed door. Encourage a culture where employees are happy for their colleagues, trust hiring decisions, and are motivated to grow for future opportunities.
  

For more information on internal hiring, check out our HR Party of One video below!

 

Why Rejecting Candidates the Right Way Matters

It’s tempting to view job rejections as a simple administrative step. But the way you handle them can have long-term implications. A poorly written or delayed rejection can damage your company’s reputation, frustrate applicants, and even lead to negative reviews on platforms like Glassdoor or Indeed. On the other hand, a professional and respectful rejection can leave a candidate with a positive impression—even if they didn’t get the job.

When candidates are treated with courtesy and professionalism, they’re more likely to: