Saying "no" with kindness: how do you write an email rejecting an application after an interview?

By Rita Hassani Idrissi • Published: 6 October 2025

Recruiters, don't neglect writing rejection letters or emails after an interview!

Why should you do this? It's simple: 92% of candidates actively discourage others from applying to a company with which they have had a bad experience (Robert Walters).

I imagine you don't want your employer brand to suffer as a result? And you're quite right! That's why we've put together a few examples of how to write an application rejection email that's both friendly and professional... all sprinkled with valuable advice!

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Examples of emails rejecting applications after an interview

Email rejecting an application after interview

Hello [candidate's first and last name],

Thank you very much for investing your time and effort to meet our team for the position of [job title] at [company name]. We were all delighted to meet you and learn more about you.

Unfortunately, we are currently focusing on hiring candidates with more experience. Your application was therefore unsuccessful.

However, our team was really impressed by your motivation and personal skills despite only a few years' experience in your previous assignments.

That's why we'd like to keep your application on file, in case it might be suitable for one of our future vacancies. So, if we have a vacancy that better matches your profile, we'll be happy to contact you.

If you have any further questions or need more information, please don't hesitate to write to us. I'll be happy to answer them and discuss them with you.

I wish you good luck in your research and future projects,

Yours faithfully

[Sender's name]

Refusal of internal application email

Hello [first and last name of applicant],

Thank you very much for applying for our [job title] position. We appreciate the time and effort you have invested.

However, I would like to inform you of our decision to move forward with another candidate for this role.

We appreciate all the work you've done in your current role and admire your desire to take on a new role, but for the time being we're looking for someone with more management experience.

Depending on your skills and experience in your [current job title] role, you may wish to consider applying for a [job title] role when we start accepting applications on [date].

I wish you well and thank you again for your application and dedication to [Company Name]. Please do not hesitate to apply for any other internal positions that interest you.

Yours faithfully

[name of sender]

Why is it important to write a rejection email after an interview?

Although many companies omit this stage in their recruitment process, it is essential to write an email declining an application after an interview.

Why? Because it reflects the company's values. Because it reflects your organisation's values of benevolence and respect towards candidates.

Here are a few reasons why you should do it. 👉

Respect and transparency

Sending a rejection email is a way of showing candidates that you recognise the investment and energy they have put in. This gesture goes far beyond a simple administrative formality: it clarifies the situation and shows that you respect the application process as a whole.

What's more, a well-formulated refusal also ensures that the applicant is not left in a state of uncertainty, a feeling that generates a great deal of frustration.

Maintaining a good reputation

In a job market where companies are fighting to attract the best profiles, your reputation can clearly make a difference.

A well-written rejection email supports your organisation's image, proving that you value candidates and act professionally.

This attention to applicants helps strengthen your employer brand and sets you apart from the competition. By doing so, you position yourself as an organisation that cares about the candidate experience.

Encouragement and feedback

A rejection is not just a simple rejection: it can also be a source of encouragement, as you express your appreciation.

In fact, even if the application is unsuccessful, detailed feedback provides valuable information to help the applicant progress. Giving feedback and advice on areas for improvement turns this "failure" into an opportunity for development.

Maintaining a talent pool

Even if candidates have not been selected for a specific position, they may turn out to be choice talents for future recruitments.

By maintaining respectful communication, you create a lasting relationship with them. And in doing so, you keep a pool of talent on hand for potential future collaborations!

How do you write a good rejection email after an interview? Our 5 tips

1 - Thank the candidate!

The first thing, and by no means the least, is to thank the candidate:

for their interest in the company ;
for the time they have devoted to the process;
for their motivation and investment.

Take the time to acknowledge the effort made by the applicant by expressing your gratitude, even more so if they came to the interview.

2 - Be frank, be transparent!

Next, you need to explain to the candidate why you didn't select them.

You owe them at least that much!

Why not? There are several reasons:

for the time spent ;
for their professional development (possibly to change or improve certain points in their application process);
for your own personal development (don't lose motivation, accept failure and move on).

👉 Examples of plausible reasons, but which employers do not dare to put forward:

the candidate's personality is too out of sync with the team dynamic;
application sent too late
professional experience that does not match the level/sector/field of the post;
their professional skills are good, but their soft skills are not compatible with the prerequisites of the position.

💡 Important point: you are not obliged to tell them that you are keeping their contact details if this is not the case. You have the right not to have been thrilled by their profile!

3 - Don't just present the negative, highlight the candidate's strengths!

As a candidate and jobseeker, it's difficult to be turned down for a job. It can be very demotivating and can really undermine your self-confidence. Especially when you've been turned down more and more...

We therefore advise you to highlight the applicant's strong points. This will help them to continue their search with confidence.

👉 Example: your language skills are really impressive!

4 - Don't close yourself off, stay open to discussion!

If you're an SME or a large group, it's understandably difficult to give feedback on the interview with all the rejected candidates.

But if someone asks you (especially if they've already met you once or several times), you should answer their questions. It's the least you can do, especially if they've been involved over a long period of time.

Beyond the human aspect, being open to discussion allows the applicant to :

end their candidate experience with your company satisfied and more self-confident;
be re-motivated and more confident in their next search;
obtain clear and precise answers to the questions they have;
possibly improve certain aspects of their application.

5 - (Optional) Suggest that candidates apply again

If you think a candidate would be good for another position within your company, let them know. You could invite them to apply for upcoming jobs, for example.

💡 However, we advise against including this invitation in your message if you don't really think so. Don't give false hope just to appear friendly!

What about automating the rejection email?

What if we told you that there are tools to help you with this task?

Specialised recruitment software simplifies the preparation and management of rejection letters in a number of ways.

First of all, they allow you to create customisable email templates, guaranteeing consistent communication... and above all saving a considerable amount of time in drafting the content!

What's more, these tools can automate the sending of these emails, ensuring the responsiveness you need to promote your company's image.

🛠️ Examples of software:

Beehire is a recruitment solution with a strong "employer brand" focus. It includes all the features you need to guarantee a top-notch candidate experience, including automated, personalised response emails. Another plus: instant messaging for real-time exchanges with candidates.
Factorial saves recruiters a lot of time by sending automatic responses to candidates who have been rejected or accepted by your company. There are different email templates to enhance not only the candidate experience, but also your brand image.
softgarden is an ATS (Applicant Tracking System) designed to optimise your entire recruitment process. With this software, the time wasted on time-consuming and repetitive tasks is a thing of the past: thanks to its many predefined templates and messages, automation and the implementation of workflows, you can respond to applicants in good time.