A UK rejection letter after an interview should thank the candidate, clearly say they have not been selected, and close respectfully. Use the blank template below, then tailor it to the interview and explain briefly whether feedback is available.
What a post-interview rejection letter should do
A rejection message is a practical part of the candidate experience: it closes the process, avoids leaving someone uncertain and gives them a clear answer about the role. It can be sent as an email or a printed letter; the wording matters more than the format. A concise, considerate message is usually more helpful than a long explanation that could be unclear or unnecessarily personal.
At minimum, identify the role, thank the person for their time and state the decision plainly. Avoid euphemisms such as “we will keep your details on file” if you do not mean that, or wording that sounds as though the decision is still pending. If you are genuinely able to offer feedback, say how the candidate can request it. Do not promise a response or future opportunity that you cannot provide.
- Address the candidate by the name they used in the application or interview.
- Refer to the position so the message cannot be mistaken for another vacancy.
- Use a direct but courteous sentence to communicate the outcome.
- End with a professional sign-off and an appropriate contact name or recruitment team.
When to send the letter
Send the decision once it has been confirmed and you can communicate it accurately. If the selection process is taking longer than expected, a brief update is better than silence: explain that a decision has not yet been made and give a realistic date for the next update. Do not give a date merely to reassure people if you are unlikely to meet it.
Where practical, tell interviewed candidates before or at the same time as announcing the appointment publicly. That is a courtesy rather than a reason to delay a confirmed decision indefinitely. If a candidate is waiting on another offer or has asked about your timetable, acknowledge that and provide a clear, honest update. There is no universally suitable number of days after an interview for every employer; the right timing depends on the process and any timetable you have already communicated.
For a group of candidates, keep a simple record of who has been contacted and when. This reduces the risk of sending a message to the wrong person or leaving one applicant without an outcome. Check that the decision is final and that the recipient details are correct before sending.
Rejection letter after interview UK template
Dear ____________________,
Thank you for taking the time to interview for the ____________________ position on ____________________. We appreciated the opportunity to learn more about your experience and interest in the role.
After careful consideration, we have decided not to take your application further for this position. We will be progressing with another candidate whose experience more closely matches the requirements of the role.
Thank you again for your time and interest. If you would like brief feedback, please ____________________.
We wish you every success with your job search.
Kind regards,
____________________
____________________
Sample — fictional details:
Dear Maya,
Thank you for taking the time to interview for the Customer Support Assistant position on 14 October 2026. We appreciated hearing about your experience helping customers and your interest in the role.
After careful consideration, we have decided not to take your application further. We will be progressing with another candidate whose experience more closely matches the needs of the position.
Thank you again for your time. If you would like brief feedback, please reply to this email by 28 October.
We wish you every success with your job search.
Kind regards,
Rowan Ellis
Recruitment team
How to make the wording specific and useful
The template is a starting point, not a script that must be sent unchanged. A small personal detail can make the note feel considered: mention the candidate’s presentation, relevant experience or a thoughtful question, provided the comment is genuine and suitable to share. Avoid generic praise that sounds automatic, especially if it conflicts with the reason you are rejecting the person.
If you can give a reason, keep it factual, job-related and brief. For example: “We are progressing with a candidate whose recent experience includes more direct responsibility for rota planning.” This is more informative than saying someone was “not quite the right fit”. It also avoids making a broad judgement about personality. Do not compare candidates in a way that reveals another applicant’s personal information.
Be careful with feedback about interview performance. A specific observation is more useful than a vague label: “The examples did not show the level of budget forecasting required for this post” is clearer than “your answers were weak”. Only include an assessment that reflects the decision process and that you are prepared to stand behind. If feedback is not available, say so politely rather than inventing a reason to soften the refusal.
Choosing between a short email and a fuller letter
For many routine recruitment processes, a short email is sufficient. It is quick to read, easy to send promptly and can include a named contact for a follow-up question. A fuller letter may be more appropriate where the process has been formal, the candidate has completed several interview stages, or the organisation normally communicates decisions by letter. Match the formality of the message to the relationship and the process, while keeping the outcome unmistakable.
A phone call can feel more personal for a finalist or a senior role, but it should not replace a written confirmation if the candidate needs a record of the decision. If you call, be prepared to state the outcome clearly, answer reasonable process questions and follow up in writing. Do not make the candidate wait for a call that never arrives; if you cannot reach them, send the message through the agreed channel.
There is no need to write a lengthy letter simply because the interview was lengthy. A good message is complete when it communicates the decision, thanks the person and covers any genuine next step. Extra detail is useful only when it is accurate and helpful.
Common mistakes to avoid
- Leaving the decision unclear: “We are moving forward with the process” may sound as though the candidate is still being considered. Say directly that you will not be progressing with their application for this role.
- Sending a rushed message: Check the name, role, pronouns where known, date and recipient address. A mistaken name can undermine an otherwise considerate note.
- Offering empty promises: Do not say you will keep someone in mind or contact them about future openings unless you have a genuine process for doing so.
- Giving inconsistent explanations: Make sure any reason in the message matches the decision and the criteria used. If you cannot give a reliable explanation, keep the note brief.
- Criticising personal qualities: Avoid labels such as “not confident enough” without a clear connection to a requirement. Describe job-related evidence, not assumptions about character.
Recruitment communications should be handled fairly and consistently. Avoid comments that could be discriminatory or unrelated to the role, and take care not to disclose another candidate’s information. If a particular situation raises a legal question, ask a qualified professional rather than relying on a template.
Feedback, future applications and candidate questions
Many candidates will want to know why they were unsuccessful. If you offer feedback, set expectations about its scope: for instance, explain that you can share one or two points from the interview rather than a detailed written assessment. Base those points on recorded, role-related evidence and deliver them in a respectful tone. Feedback should not be improvised differently for similar candidates in ways that could appear unfair.
If the person may be suitable for another role, invite them to apply only if that is sincere. A useful line might be, “We expect to advertise other roles, and you are welcome to apply if one matches your experience.” This does not promise an interview or a future job. Likewise, only say that an application will be retained if that reflects your organisation’s actual process and the candidate has been given the relevant information.
When a candidate asks for more detail, respond within a reasonable timeframe and answer the question you can answer. If you cannot provide individual feedback, say that plainly and thank them for asking. A courteous, consistent response is preferable to silence or a defensive exchange.
Frequently Asked Questions
How do you politely reject someone after an interview?
Thank them for attending, state that they have not been selected, and close with a sincere good wish. Keep the tone warm but do not make the decision sound negotiable.
Should a UK employer give a reason for rejecting an interview candidate?
You can give a brief, job-related reason if it is accurate and appropriate to share. If you do not have useful feedback, it is better to say little than to invent an explanation. Follow your organisation’s recruitment process and seek qualified advice if a specific legal issue arises.
Can I reject a candidate by email?
Yes, an email is a common way to communicate a recruitment decision. Use a clear subject line, check the recipient and role details, and consider following a call with written confirmation when the process warrants it.
What subject line should I use for an interview rejection email?
Choose a neutral, recognisable subject such as “Update on your application for the [role] position”. Avoid putting sensitive details in the subject line, and make sure the message itself clearly states the outcome.
Can I say I will keep a candidate’s CV on file?
Only say this if it reflects what will actually happen under your organisation’s process. Do not imply that the candidate will automatically be considered for later vacancies; they may need to apply again.
How long should a rejection letter be?
Usually, a few short paragraphs are enough: thanks, the decision, any genuine feedback or next step, and a sign-off. Add detail only when it improves clarity or answers a real question.