How to send rejection mail to candidate

The not-so-fun part of the hiring process! Sending a rejection email to a candidate can be a delicate matter, but here are some tips to help you do it professionally and respectfully:

Before you start:

  1. Be honest and clear: Make sure you're not leading the candidate on by giving false hope. Be direct and clear about the reason for rejection.
  2. Keep it concise: Keep the email brief and to the point. Aim for 1-2 paragraphs at most.
  3. Use a professional tone: Use a formal and professional tone throughout the email.
  4. Proofread: Double-check for spelling and grammar errors before sending the email.

Sample Rejection Email Template:

Subject: Update on [Position] Application

Dear [Candidate Name],

I wanted to personally reach out to you regarding your application for the [Position] role at [Company Name]. We appreciate the time and effort you took to apply for this position and thank you for your interest in joining our team.

After careful consideration, I regret to inform you that we will not be moving forward with your application at this time. While your skills and experience are impressive, we have decided to pursue other candidates whose qualifications better align with the needs of our team.

Please know that this decision is in no way a reflection on your abilities or potential as a candidate. We appreciate your interest in our company and wish you the best of luck in your job search.

If you have any questions or would like feedback on your application, please don't hesitate to reach out to me directly.

Best regards,

[Your Name] [Your Title] [Company Name]

Additional Tips:

  1. Be respectful: Remember that the candidate has taken the time to apply and interview, so be respectful of their time and effort.
  2. Provide feedback (optional): If you feel comfortable doing so, you can offer constructive feedback to help the candidate improve their application or interview skills.
  3. Keep it confidential: If the candidate has shared sensitive information during the application process, be sure to keep that confidential.
  4. Follow up: If the candidate has any questions or concerns, be sure to respond promptly and professionally.

Remember, sending a rejection email is a necessary part of the hiring process. By being clear, concise, and respectful, you can maintain a positive reputation and show that you value the candidate's time and effort.