Unsuccessful Job Application Email Template
Copy our unsuccessful job application email templates to let candidates know they will not be progressing. Choose the version that matches the stage of your recruitment process, then personalise it before sending.
What makes a good unsuccessful application email?
A good unsuccessful application email should be clear, respectful, timely and appropriate to the stage the candidate reached. The candidate should not have to interpret vague wording to understand whether the process has ended.
Clear
State plainly that the candidate will not be progressing for this vacancy.
Timely
Send the decision once it has been made rather than leaving candidates waiting unnecessarily.
Respectful
Thank the candidate for their interest and the time they invested in applying.
Appropriate
Candidates who interviewed usually deserve a warmer, more personal message than early-stage applicants.
Helpful
Where appropriate, explain whether feedback is available or whether future opportunities may be relevant.
The further a candidate progresses, the more personal the unsuccessful communication should usually become.
3 unsuccessful job application email templates
These versions cover three common situations: an unsuccessful application after initial review, an unsuccessful candidate following interview, and a candidate you genuinely want to consider for future opportunities.
Professional rejection after application review
Subject: Update on your application for [Job Title]
Hi [Candidate First Name],
Thank you for your interest in the [Job Title] position at [Company Name] and for taking the time to submit your application.
After reviewing the applications we received, we have decided not to progress your application to the next stage on this occasion.
We appreciate the time you invested in applying and wish you every success with your job search.
Kind regards,
[Name]
[Job Title / Hiring Team]
[Company Name]
Unsuccessful candidate following an interview
Subject: Update following your interview for [Job Title]
Hi [Candidate First Name],
Thank you again for taking the time to speak with us about the [Job Title] position at [Company Name].
We appreciated the opportunity to learn more about your experience. After completing our interview process, we have decided to progress with another candidate for this particular role.
We know interviews require time and preparation, so we wanted to thank you for the effort you put into the process.
[Optional: We would be happy to provide brief feedback on your interview if this would be helpful.]
Thank you again for your interest in [Company Name], and we wish you all the best with your next opportunity.
Kind regards,
[Name]
[Job Title / Hiring Team]
[Company Name]
Unsuccessful for this role, but suitable for future vacancies
Subject: Update on your application for [Job Title]
Hi [Candidate First Name],
Thank you for applying for the [Job Title] role at [Company Name].
After reviewing the applications, we have decided not to progress your application for this particular vacancy.
However, we were impressed by your experience in [relevant area / skill] and would be interested in considering you for suitable opportunities that may arise in the future.
[If appropriate: With your permission, we would like to retain your details so that we can contact you about relevant future vacancies.]
Thank you again for your interest in [Company Name], and we wish you every success in the meantime.
Kind regards,
[Name]
[Job Title / Hiring Team]
[Company Name]
Only promise future contact if you genuinely mean it. Avoid telling every unsuccessful applicant that you will keep them in mind if there is no realistic intention or process for doing so.
What should an unsuccessful application email include?
An unsuccessful email does not need to be long. Its main purpose is to close the loop clearly and professionally.
Make it immediately clear which vacancy the email relates to.
Tell the candidate directly that they will not be progressing for this vacancy.
Recognise the time they spent applying, interviewing or completing assessments.
If you are prepared to provide feedback, say how or when the candidate can receive it.
Invite future applications or talent-pool contact only when that is realistically part of your process.
End on a courteous note rather than making the message feel abrupt or automated.
Why should you send unsuccessful applicants an email?
An application creates an expectation that there will eventually be an outcome. Closing the loop gives candidates certainty and helps prevent them from waiting for a response that is never going to arrive.
Provides closure
Candidates know that the process has ended and can focus on other opportunities.
Shows professionalism
A clear response demonstrates that candidate communication is part of your hiring process.
Protects the candidate experience
People who are unsuccessful today may still become future applicants, customers or advocates.
A candidate who has attended an interview, completed a task or spoken with several members of your team has invested significantly more time than someone screened out at the application stage.
When should you send a rejection email?
Do not reject applicants prematurely if they are still being considered, but once the decision is final there is usually little benefit in delaying the communication.
Complete the relevant review stage
Review the application, interview or assessment before confirming the outcome.
Confirm the decision
Make sure the hiring team agrees that the candidate is no longer progressing.
Choose the right message
Use a shorter standard email at application stage and a warmer version after interview.
Send it promptly
Once the decision is final, close the loop rather than leaving the candidate waiting.
Should you give unsuccessful candidates feedback?
You do not necessarily need to provide detailed individual feedback to every applicant. The amount of feedback that is practical usually depends on how far the person progressed.
Brief rejection is usually enough
For high-volume applications, a clear decision and thank you may be the most practical approach.
Feedback is more useful
Interviewed candidates have invested more time, so specific and constructive feedback can be more valuable where your process allows it.
Personal communication matters
Candidates who reached the final stage may benefit from a phone call or personalised email explaining the decision at a useful level.
Keep feedback factual, relevant to the recruitment decision and consistent with the evidence gathered during the process. Avoid vague personal judgements.
What to avoid in an unsuccessful candidate email
Keep every candidate clear on what happens next
A good recruitment process should make candidate status easy to understand. Review applications, communicate decisions promptly and keep successful candidates moving towards interview and hire.
Unsuccessful application email FAQs
How do you politely tell a candidate they were unsuccessful?
Thank them for their interest, clearly state that they will not be progressing for the role and close the message respectfully. If they reached interview stage, acknowledge the additional time and effort they invested.
What should the subject line of a rejection email be?
Keep it clear and neutral. Examples include “Update on your application for [Job Title]” or “Update following your interview for [Job Title]”. The subject line does not need to contain the word “rejection”.
How soon should you reject an unsuccessful candidate?
Once the hiring decision for that candidate is genuinely final, send the update promptly. Avoid rejecting someone who is still under consideration, but do not leave candidates waiting unnecessarily after the decision has been made.
Should you give a reason why a candidate was unsuccessful?
Not every applicant requires detailed individual feedback. Candidates who reached interview or final-stage assessment may benefit from concise, constructive feedback where your process allows it. Keep any feedback factual and related to the role.
Can you tell an unsuccessful candidate you will keep their CV?
Only say this when you genuinely intend to consider the candidate for future vacancies and your handling of their personal data supports doing so. Avoid using talent-pool wording as a generic way to soften every rejection.
Should unsuccessful candidates receive an email after interview?
Yes. Candidates who have attended an interview should receive a clear outcome once the decision has been made. A personalised email or call is generally more appropriate than a generic automated rejection at this stage.
