Crafting for the Perfect Rejection Email: Dos and Don'ts

Let's face it: rejection hurts. LinkedIn is full of posts recounting the emotional rollercoaster of job hunting, and the heartbreak that comes with the inevitable rejection email. No candidate wants to hear that they didn't get a job after hours in applying and interviewing.

On the flip side, no recruiter enjoys delivering the bad news. Crafting the perfect rejection email is an art that requires a delicate balance of empathy and transparency. A well-crafted rejection email not only softens the blow for the candidate but also reflects positively on the company, acknowledging the effort the candidate invested.

Here's a recipe for the perfect rejection email, with ✅dos and 🚫don'ts to guide you through the process.

Avoid misleading subject lines

🚫Important information regarding your application

✅Thanks for considering [company]

✅Not a Goodbye, Just a 'Not Yet'

The subject line sets the tone for the email. Instead of sounding ominous, opt for a more compassionate and optimistic approach. The goal is to communicate that while this opportunity didn't work out, it's not the end of the road.

Gratitude over generic

🚫Thank you for applying to the [role] at [company]

✅We really appreciate that you took the time to consider us. We know there are a lot of companies out there that are hiring.

✅Do: Thanks so much for taking the time to talk with me and the team last week. It was great to hear more about your [specific detail from conversation].

Expressing gratitude is crucial. Acknowledge the effort the candidate put into the application process. Let them know that their interest in your company is valued, even if they weren't the right fit for the current position.

Call out a compliment

🚫 We were impressed with your experience, but …

✅ The team was really impressed with your [ability] — even with limited experience — such as when you [example] at [previous company].

✅ Your skills and knowledge about [subject] were impressive.

Offering a genuine compliment not only adds a positive touch but also softens the impact of the rejection. It shows that the candidate's strengths were recognized, even if they weren't an exact match for the current role. This also increases the chances they will apply for future opportunities within your organization.

Give short, specific feedback

🚫Your candidacy is not a good fit at this time.

✅While your experience in [industry] impressive, we ultimately decided to move forward with a candidate whose skills align more closely with our current needs of [give one example].

✅ We elected to go (to next steps/to offer) with another candidate whose profile fit better because of [capability] or [experience]

✅We’re currently focusing on hiring more senior engineers, one for infrastructure, and one who can be a tech lead for our full-stack engineering.

This is the #1 complaints about rejection emails. 86% of job seekers want constructive feedback about their interview performance but only 57% have ever received it, according to Indeed. Most folks agree that if a candidate puts in the effort to interview with you, it's only fair to put effort in providing feedback. If you went with another candidate for a given role, tell them why the other prospect was more qualified. If they’re underqualified, explain why.

Foster future opportunities

🚫We’ll keep your application on file should another position become available.

✅We hope you don’t mind if we reach out to you in the future.

✅I hope we can stay in touch about future opportunities. Do you have any feedback for me, or for the team?

While the first option sounds like a generic placeholder, the second option is more personal and leaves the door open for future opportunities. It's a subtle way of expressing that though it didn't work out this time, you're open to staying connected.

These are just a few simple suggestions that can make all the difference in delivering a rejection email that, while never enjoyable, is at least respectful and considerate of the candidate's time and effort.

Now let’s see all the ingredients put together!

SAMPLE

Dear X,

We really appreciate that you took the time to consider us. We know there are a lot of companies out there that are hiring.

The team was really impressed with your digital marketing experience such as when you ran the paid campaigns at [previous company]. Unfortunately, we’ve decided to move forward with another candidate who has more people-management experience. However, we hope you don’t mind if we reach out to you in the future.

Thanks again for the time you invested in applying and interviewing for this role. We wish you the best of luck in your job search.

Sincerely,
[YourName]

Remember, a rejection email is not just about delivering bad news; it's an opportunity to leave a positive impression — and create a strong pipeline for future roles of your growing organization.