An interview rejection letter is a brief, respectful message telling a candidate that they were not selected for a role. Use the template below to communicate the decision clearly, thank the person for their time, and—if appropriate—offer limited, specific feedback.
What an Interview Rejection Letter Does
A rejection letter closes the loop after a candidate has invested time in an interview. It confirms that the hiring decision has been made, prevents the candidate from having to guess whether they are still under consideration, and gives them a professional point of contact if they have a practical follow-up question. It also leaves the person with a clearer impression of how the organization treats applicants.
The message should be honest without being unnecessarily detailed. A candidate usually needs to know the outcome, not receive a full account of every internal discussion or a ranking against other applicants. A concise explanation can be courteous and useful; a long explanation may create confusion, invite debate, or disclose information that was not meant for the candidate.
This kind of letter is different from an automated acknowledgement or an application-stage rejection. The candidate has met with someone, so it is usually considerate to recognize that effort and, where possible, refer to the interview or role. The right level of personalization depends on the process, the relationship, and whether the sender can give accurate feedback.
When to Send It and Who Should Send It
Send the decision once it is final and the appropriate candidates have been informed. There is no single timing rule that fits every hiring process, but prompt communication is generally more respectful than leaving an interviewee waiting without an update. If a decision is delayed, a short status message is preferable to silence: say that the process is taking longer than expected and, if known, when the candidate can expect another update.
The person who has been the candidate’s main contact is often well placed to send the message. That might be a recruiter, hiring manager, or another designated representative. Consistency matters: agree internally on who communicates the result, what the decision is, and whether any feedback can be offered before contacting the candidate. This reduces the chance of sending mixed messages.
If several people interviewed the candidate, the sender can still thank them on behalf of the group without listing each interviewer. Avoid sending a rejection while the decision is still tentative or while the candidate is being considered for the same opening. If the candidate may be considered for a different role, explain that separately and only if there is a real next step, rather than implying a future opportunity that has not been agreed.
What to Include in the Letter
A useful interview rejection message is easy to understand and does not make the candidate search for the point. Include the essential information, then keep any additional explanation proportionate to what you can confidently share.
- A clear subject line: Identify the interview or role so the message is recognizable and easy to find later.
- A personal greeting: Use the candidate’s name and the appropriate level of formality.
- A direct decision: State that the candidate will not be moving forward for this position. Avoid language that sounds like the decision is still pending.
- A genuine thank-you: Acknowledge the time they spent interviewing and, where relevant, preparing or completing a work-related exercise.
- A brief explanation, if suitable: You may say that another candidate’s experience more closely matched the role’s current needs. Do not invent a reason or make claims you cannot support.
- A closing and contact route: End courteously. Invite a reply only if someone is prepared to handle it, and do not promise future consideration unless that is genuinely intended.
Use plain language. Phrases such as “we have decided to move forward with another candidate” communicate the result more clearly than vague wording such as “we will keep your details on file.” If the latter is true and relevant, it can be mentioned as a separate point, but it should not replace the decision.
Interview Rejection Letter Template
Subject: Interview outcome for ____________________
Dear ____________________,
Thank you for taking the time to interview for the ____________________ position. We appreciated learning about your experience and your interest in the role.
After careful consideration, we have decided not to move forward with your application for this position.
Optional brief reason: ________________________________________________
We appreciate the time you invested in the process and wish you the best in your job search.
Sincerely,
____________________
____________________
Filled-In Sample
Sample only; the names and details below are fictional. This example shows how the basic template can sound when tailored to a particular interview without adding a lengthy evaluation.
Subject: Interview outcome for the project coordinator position
Dear Maya,
Thank you for speaking with us about the project coordinator position. We appreciated hearing about your approach to organizing cross-functional work and the examples you shared from your previous projects.
After considering the interview, we have decided to move forward with another candidate whose recent experience more closely matches the coordination needs of this opening. This was a difficult decision, and it does not diminish the time and thought you brought to the process.
Thank you again for your interest in the role. We wish you every success with your search.
Sincerely,
Jordan Lee
Hiring team
The sample gives a role-related reason but does not compare candidates by name, disclose private interview discussion, or suggest that Maya will be offered another position. If you cannot give a reliable reason, leave that sentence out rather than substituting a generic claim that might be misleading.
How Much Feedback Should You Give?
Feedback is optional; a rejection message does not need to include a detailed critique. If you choose to provide it, make it specific, job-related, and grounded in what the candidate actually said or did during the process. For example, you might explain that the role requires recent experience coordinating a particular type of project, while the interview demonstrated stronger experience in a different area. That is more informative than saying only that another person was “a better fit.”
Keep feedback focused on a small number of points the candidate can understand. Avoid presenting subjective impressions as objective facts, speculating about personality, or making comments about personal characteristics unrelated to the work. Do not promise a feedback call unless the person sending the letter has time and authorization to hold one. If the candidate asks for more detail, answer only to the extent that the organization can provide a consistent, accurate response.
A common misconception is that every rejection needs a detailed explanation to be respectful. In practice, a clear decision and sincere thanks can be respectful on their own. A vague explanation may be less helpful than none at all, especially if it gives the candidate a false impression about why the decision was made. Follow the organization’s established process for handling candidate information and communications.
Email, Phone, or Printed Letter?
Email is a practical format for many interview outcomes because it gives the candidate a written record and allows them to read the message privately. Use a subject line that identifies the role and keep the decision near the beginning of the email. A printed letter can suit a more formal process, but it should still state the outcome plainly and arrive without an avoidable delay.
A phone call may be appropriate when the candidate has had several substantial conversations with the team, has been told to expect a call, or has built a direct relationship with the hiring manager. If you call, be prepared to state the decision clearly and respond calmly to questions. A brief written follow-up can confirm the outcome. Do not use a call to soften the message so much that the candidate leaves unsure whether they were rejected.
Whichever channel you choose, check that the recipient and role are correct before sending. A personalized message sent to the wrong person can be more damaging than a generic one. If the message is sent by email, use a professional account and avoid including sensitive details about other applicants or internal deliberations.
Common Problems to Avoid
- Being unclear: “We will be in touch” can sound like the process is continuing. If the decision is final, say so directly.
- Waiting without an update: A delay may be unavoidable, but leaving the candidate without information can undermine trust. Send a short progress update if the expected timing changes.
- Using a false personal touch: Do not claim to remember a particular answer or compliment a skill unless that detail is accurate. A simple, sincere thank-you is better than invented praise.
- Giving contradictory reasons: Make sure the explanation matches the actual decision and is consistent with what the candidate was told during the process.
- Overexplaining: Avoid disclosing another applicant’s background, internal disagreements, or a point-by-point scorecard that was not intended as candidate feedback.
- Leaving a misleading opening: “We will keep your résumé on file” should not imply a future interview is likely. Include it only when it reflects the actual process.
- Sending a mass message carelessly: If using a shared message, check names, role titles, pronouns where known, and recipient fields. A template should save time without making a candidate feel mistaken for someone else.
Templates are starting points, not scripts that must be followed word for word. Adjust the greeting and level of detail to the interview, while keeping the decision and any factual explanation consistent. If the circumstances are unusual or a question raises a concern outside ordinary hiring communication, follow the appropriate internal process rather than improvising a response.
Frequently Asked Questions
How do you politely reject a candidate after an interview?
Thank them for their time, state clearly that they will not move forward for the role, and close courteously. Add a short, accurate reason if you can share one; otherwise, do not invent an explanation.
Should you explain why a candidate was rejected?
You can, but a detailed explanation is not required for a clear and respectful message. If you offer a reason, keep it brief, job-related, and consistent with the decision. Avoid unsupported judgments or comparisons with an identifiable candidate.
How soon should you send an interview rejection email?
Send it after the decision is final and the people who need to communicate it are aligned. There is no universal timetable for every hiring process. If the decision is delayed, consider sending a status update rather than leaving the candidate without information.
Can you keep a rejected candidate in mind for another role?
Yes, if there is a genuine possibility and the candidate’s information can be considered through the organization’s usual process. Make clear that the current role is closed to them and avoid promising a future interview or job.
Should you reject a candidate by phone or email?
Either can be appropriate. Email gives the candidate a written record and is common for straightforward updates; a call may feel more personal after an extended interview process. Choose a channel that fits the relationship and any expectations already set, and communicate the outcome clearly.