When to use this template
Use this when a resume has been actively screened (not just received) and the candidate doesn't meet the core requirements of the role. This is slightly different from a post-application review — you've looked at the CV with intent and formed a judgment.
The right moment to send is after a recruiter or hiring manager has made a firm decision, typically 3–7 days after the application arrives. Do it in a batch at the end of each screening round to keep the pipeline clean.
Resist the urge to over-explain. Candidates rejected at this stage rarely want a debate about their qualifications — they want to know and move on.
Considerations
- Don't paste a list of missing requirements. It invites argument and rarely helps.
- If the candidate could be a fit for another open role, mention it with a direct link.
- Keep 'we'll keep your resume on file' out unless your ATS actually re-surfaces old applications.
- Use their first name, not 'Dear Applicant'.
The email template
Copy the version below and replace the {{placeholders}} with your specifics — or use the generator to fill everything in at once.
Your application for {{role}} at {{company}}
Hi {{candidate_name}},
Thanks for your interest in the {{role}} position at {{company}}. After reviewing your background, we've decided to move ahead with other candidates whose experience more closely matches what the role requires.
We really appreciate you taking the time to apply and wish you the best with your search.
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.