Is email or physical mail better?

Email — both for speed and because most candidates expect it. Mail it within 3–5 business days of your decision. Silence past two weeks is the worst-rated candidate experience.

Should I encourage them to reapply?

Only if you genuinely would consider them again. False encouragement creates a worse experience the second time around. The "keep on file" language is the safe middle ground.

Can I reject by phone instead?

For candidates who reached final interviews or executive-level positions, a phone rejection followed by a confirming email is the gold standard. For early-stage rejections, email-only is fine.

Is email or physical mail better?

Email — both for speed and because most candidates expect it. Mail it within 3–5 business days of your decision. Silence past two weeks is the worst-rated candidate experience.

Should I encourage them to reapply?

Only if you genuinely would consider them again. False encouragement creates a worse experience the second time around. The "keep on file" language is the safe middle ground.

Can I reject by phone instead?

For candidates who reached final interviews or executive-level positions, a phone rejection followed by a confirming email is the gold standard. For early-stage rejections, email-only is fine.

Job Offer Rejection Letter (Candidate Decline)

Polite, professional rejection letter for candidates not selected.

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ACME CORPORATION

August 4, 2026

Dear Alex Morgan,

Thank you for your interest in the Senior Software Engineer position at Acme Corporation, and for the time you invested in our interview process — including our last conversation on August 4, 2026.

After careful consideration, we have decided to move forward with another candidate.

This decision in no way reflects on the quality of your candidacy. We received applications from many strong candidates, and choosing among them was genuinely difficult.

We will keep your information on file and reach out should a more suitable role open up. We hope you will stay in touch as well.

Thank you again for considering Acme Corporation, and for sharing your time and expertise with our team. We wish you all the best in your job search.

Sincerely,


Priya Patel
Talent Acquisition Lead
Acme Corporation

About this template

Sending a rejection letter is a small action with disproportionate impact on your employer brand. Glassdoor data consistently shows that candidates rejected with a respectful, timely letter are 3–4x more likely to leave a positive company review than those rejected silently or with template auto-emails. The best rejection letters do four things: thank the candidate for their time, deliver the no clearly without ambiguity, soften the no with a brief explanation that does not invite a back-and-forth debate, and leave the door open without making promises. Avoid two common mistakes: over-explaining the reason (creates legal exposure under EEOC discrimination claims) or being so vague that the candidate cannot read the email. The "after careful consideration we have decided to move forward with another candidate" formulation is the legally-safe gold standard.

When to use it

Notifying a candidate they were not selected after final interviews.
Closing out candidates after a hiring freeze.
Rejecting candidates from a final shortlist when one was selected.

What to include

Thank for time and interest.
Clear no — leave no ambiguity.
Brief, non-specific reason (or none).
Future-roles language (positive but non-committal).
Sincere closing.

Frequently asked

Generally no. Specific reasons can become evidence in EEOC discrimination claims if the candidate is in a protected class. The phrase "moved forward with another candidate" is sufficient and legally safe. If a candidate explicitly asks for feedback, you can offer general developmental observations privately, but never put them in writing as a reason for rejection.

⚠ Legal disclaimer. This template is provided for informational purposes only and is not a substitute for legal advice from a qualified attorney. Always consult a licensed professional before using this document for any binding agreement.

Jurisdiction: United States — federal labor law (FLSA, NLRA, Title VII) + state-specific employment statutes

Last reviewed: 2026-05

Reviewed by the ScoutMyTool editorial team, Founder — consult a licensed attorney for binding use.