Saying "no" with kindness: how to write a rejection email after an interview?

By Rita Hassani Idrissi • Published: October 6, 2025

Recruiters, don't neglect writing rejection letters or e-mails after an interview!

Why not? It's simple: 92% of candidates actively discourage others from applying to a company with which they've had a bad experience (Robert Walters).

I imagine you don't want your employer brand to suffer as a result? And you'd be 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 application rejection mail after interview

Refusal of 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, our current focus is on hiring candidates with more experience. Your application was therefore not considered.

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 fits in with our next job openings. 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 require more information, please do not 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

[name of sender]

Mail refusing internal application

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 position 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] position when we start accepting applications on [date].

I wish you the best of luck and thank you again for your application and dedication to [Company name]. Please feel free 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 step in their recruitment process, writing a rejection email after an interview is essential.

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

Here are a few reasons why you should take the plunge. 👉

Respect and transparency

Sending a rejection e-mail is a way of showing candidates that you recognize the investment and energy they have put in. This gesture goes far beyond a simple administrative formality: it clarifies the situation and demonstrates that you respect the entire application process.

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 the difference.

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

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

Encouragement and feedback

Rejection is more than just a rejection: it can also be a source of encouragement, as you express your appreciation.

Indeed, even if the application is unsuccessful, detailed feedback provides valuable information to help the applicant move forward. Giving feedback and advice on areas for improvement transforms this "failure" into an opportunity for advancement.

Maintain a talent pool

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

By maintaining respectful communication, you can build a lasting relationship with them. And you'll keep a pool of talent on hand for potential future collaborations!

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

1 - Thank the candidate!

First and foremost, you should 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 he or she came to the interview.

2 - Be frank, be transparent!

Next, you need to explain to the candidate why you didn't select him or her.

You owe them at least that much!

Why not? There are several reasons:

for the time spent ;
for his or her professional development (possibly to modify or improve certain points in the application process);
for your personal development (don't get demotivated, accept failure and move on).

👉 Examples of plausible reasons, but which employers don't dare present:

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

💡 Important point: you're not obliged to tell him/her that you'll keep his/her contact details if this isn't the case. You have the right not to have been thrilled by his profile!

3 - Don't just present the negative: emphasize the candidate's strengths!

As a candidate and job seeker, it's hard to be turned down for a job. It can be very demotivating, and can really undermine your self-confidence. Especially when the rejections keep coming...

We therefore advise you to emphasize the applicant's strong points. You'll be helping them to continue their search with confidence.

👉 Example: on the other hand, your language skills are truly 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), it's a good idea to 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 enables the applicant to :

end their candidate experience with your company satisfied and more self-confident;
be re-motivated and more serene in their next search;
obtain clear, precise answers to the questions they have;
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 don't recommend including this invitation in your message if you don't really mean it. 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?

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

Firstly, they enable you to create customizable e-mail templates, guaranteeing consistent communication... and, above all, considerable time-saving when it comes to drafting content!

What's more, these tools can automate the sending of these mails, ensuring the responsiveness necessary for your company's good image.

🛠️ Examples of software :

Beehire is a recruitment solution with a strong "employer brand" focus. It includes all the features needed to guarantee a top-notch candidate experience, including automated, personalized response e-mails. Another plus: instant messaging for real-time exchanges with candidates.
Factorial saves recruiters a lot of time, thanks to automatic responses sent to candidates who have been rejected or accepted by your company. Various e-mail templates are available to enhance not only the candidate experience, but also your brand image.
softgarden is an ATS (Applicant Tracking System) designed to optimize your entire recruitment process. With this software, no more time is wasted on time-consuming, repetitive tasks: thanks to its numerous predefined templates and messages, automation and workflows, you can respond to applicants on time.