When to use this template
Use this after a full onsite (usually 4–6 hours across multiple interviewers) where you've decided not to make an offer. By this point the candidate has invested real time, mental energy, and often a day of PTO. The rejection should feel personal, not procedural.
Send within 3 business days of the onsite — ideally the same week. If the decision is still open, tell them that and give a specific timeline. Silence after an onsite is how you get Glassdoor reviews.
Wherever possible, have the recruiter or hiring manager call before the email, especially for senior candidates. A short call plus a follow-up email is far better than email alone.
Considerations
- Offer a call for feedback. If they take you up on it, show up prepared.
- Don't rank them against the offered candidate ('we found someone better' is corrosive).
- Acknowledge their investment — their time, the travel, the day off.
- If you'd genuinely hire them for a different role, say so specifically with a link.
- Avoid templated language where possible. The more senior the role, the more personal the note should feel.
The email template
Copy the version below and replace the {{placeholders}} with your specifics — or use the generator to fill everything in at once.
Update on your {{role}} interview at {{company}}
Hi {{candidate_name}},
Thank you again for coming in to meet the team for the {{role}} role. We really appreciated the time and energy you put into the day.
This decision was genuinely hard. After the team debrief, we've decided to move forward with another candidate for this specific role. That's not a reflection on your experience — you made a strong impression, and several of us spoke highly of the conversations you led.
If you'd like feedback, I'd be glad to set up a short call. Whatever you decide, thank you for the time and thought you put into this process. I hope we cross paths again.
All the best,
{{your_name}}How to personalize
Replace these placeholders before sending:
- {{candidate_name}}
- {{role}}
- {{company}}
- {{hiring_manager}}
- {{your_name}}
For any rejection that follows a live conversation, add one specific detail from that conversation — a project they mentioned, a question they asked, something they built. One concrete reference turns a form letter into a message the candidate will remember.