Rejection Notice Samples: Best Practices for Recruiters

If your goal is to create a positive candidate experience that attracts top tech talent, there might be something you’re overlooking: the rejection notice. While no one likes to deliver bad news, crafting an empathetic and professional rejection letter can leave a lasting impression on candidates and help you maintain a strong employer brand. In fact, research shows that 52% of job seekers decline offers due to poor candidate experiences and 35% share their dissatisfaction online, which can impact your company’s reputation. Meanwhile, candidates who report a positive hiring experience are 76% more likely to accept an offer.

While the candidate you’re removing from the running today might not be the right fit, it’s important to remember they could be a top applicant for another position in the future, and they likely have colleagues who are also looking for work in the tech space. Ending things on a positive note expands your talent pool moving forward. This article explores why sending a rejection letter is an important step in the hiring process, explains how to write a rejection notice and shares samples.

The Purpose of Rejection Notices

A well-crafted rejection notice informs candidates of the outcome in a way that respects their efforts and leaves the door open for future opportunities. Candidates often invest a considerable amount of time and energy into applying and interviewing for jobs, with seven in 10 people claiming they pay close attention to how a company conducts the hiring process.

Despite this, 65% of job seekers experience inconsistent communication and 82% lack trust in the process. By providing clear, timely rejection notices, companies demonstrate transparency, increase trust and strengthen their public image. Professional and empathetic rejection notices can also foster goodwill and let applicants know you value their efforts, even if they weren’t chosen for the role.

What to Include in a Rejection Notice

Having a structured rejection process establishes a clear timeline to deliver constructive feedback. With a thoughtful approach, hiring managers can make sure candidates feel respected, valued and informed. Unfortunately, approximately 80% of hiring managers have admitted to ghosting candidates without providing feedback. This statistic highlights that there’s plenty of room for improvement when it comes to prioritizing clear, direct communication. Here’s what to focus on when writing a rejection notice:

• Use clear and concise language. Inform the candidate of the outcome as soon as possible, and avoid unnecessary details that could cause confusion.
• Include an explanation. If appropriate and company policies allow, provide a brief reason for the rejection.
• Offer constructive feedback. For candidates who reach advanced stages of the hiring process, consider sharing a few insights that could support them in their career search.
• Personalize your letter. Address candidates by name and refer to specific aspects of their application or interview to show your respect.
• Mention future opportunities. Encourage qualified candidates to apply for future positions so you can keep them in your talent pool.
• Show gratitude. Always thank candidates for their time and interest to leave a long-lasting positive impression and improve your employer brand.

Sample Rejection Notices for Different Scenarios

Having a collection of sample rejection letter templates tailored to different stages in the hiring process can make it easier to notify candidates when they’re out of the running. Here are some professional rejection email examples for early-stage, post-interview and final-stage decisions.

1. Early-Stage Rejection

For candidates who don’t progress beyond the initial application review, a brief and courteous rejection message is sufficient. Here’s an example:

Dear [Candidate’s Name],

Thank you for your interest in the [Position] role at [Company Name]. After reviewing your application, we’ve decided to move forward with other candidates whose qualifications align more closely with our current requirements.

We appreciate the time you spent applying and encourage you to keep an eye on future openings that may better match your experience.

Sincerely,
[Your Name]
[Your Title]

2. Post-Interview Rejection

When a candidate has gone through an interview, the rejection should be more personalized to reflect their invested time and effort. Here’s an example of a post-interview rejection letter:

Dear [Candidate’s Name],

Thank you for taking the time to interview for the [Position] role with us at [Company Name]. We truly enjoyed learning about your skills and experience.

After careful consideration, we’ve decided to proceed with another candidate we believe is the best fit for the position.

We’re grateful for the opportunity to meet you and would be happy to consider your application for future openings that align with your expertise. Thank you once again for your interest in our team, and we wish you the best in your job search.

Warm regards,
[Your Name]
[Your Title]

3. Final-Stage Rejection

For candidates who reach the final stages, a more detailed rejection notice that includes feedback can help maintain a positive relationship. Here’s an example of a final-stage rejection letter:

Dear [Candidate’s Name],

Thank you for investing so much time and effort into the interview process for the [Position] role at [Company Name]. Your experience and skills impressed us, and making a final decision was challenging due to the high caliber of candidates.

After careful reflection, we chose to move forward with another candidate whose qualifications align more closely with our specific needs. However, your background and accomplishments stood out to us, and we would be happy to keep your resume on file for upcoming positions.

Please feel free to reach out if you’d like additional feedback on your application. We truly appreciate your interest in our team and wish you continued success in your career.

Best regards,
[Your Name]
[Your Title]

Making Thoughtful Rejections Part of Your Recruitment Process

Incorporating well-crafted rejection notices into your recruitment process can have a big impact on your brand’s reputation and the relationships you form with candidates. Now that we’ve covered how to write a rejection notice, here are some final tips and takeaways:

• Provide prompt responses to give candidates closure and reduce uncertainty.
• When writing a rejection letter or email, personalize it to show you value the candidate’s time.
• Use an empathetic and professional tone to ease disappointment and maintain a strong employer brand.
• Consider video or audio calls instead of email to add a more personal touch, especially for final-stage rejections.
• Pay attention to metrics such as your candidate net promoter scores, candidate satisfaction scores and reapplication rates to measure the effectiveness of your approach.

For more strategies on optimizing recruitment, explore Dice’s hiring solutions today.