TL;DR:
Send it promptly. Waiting is usually worse for the candidate than the answer.
Say no in the first lines, thank them for something specific and make no promises you will not keep.
Keep it short, human and free of excuses.
Telling a candidate no is one of the less pleasant parts of hiring, so it is tempting to delay or to send a vague line that never quite says it. For the person waiting, either is worse than a clear and kind answer.
A good rejection takes about ten minutes to write in any mail app. This article shows the parts, with a worked example for someone who reached the final interview.
Why the timing matters
Candidates plan their lives around your answer: other offers, notice periods, rent. Once you have decided, tell them soon, ideally within a few days of the decision. If you cannot decide yet, a short note saying when you will know is better than silence.
Do not wait to tell someone no until you have signed the person you chose. If a candidate who went further needs a call, make it a call.
The parts of a good rejection
Decision first: State the answer in the first or second sentence. Do not make the reader scroll through compliments to find it.
Specific thanks: Thank them for something that really happened in the process: the time they spent on the exercise, a point from the interview. Generic thanks reads like a form letter.
A brief, honest reason, or none: If you give a reason, make it true and kind, such as another candidate's closer experience with one area. If you cannot say much, saying less is fine. Do not invent a reason.
No false promises: Only say you will keep their resume on file or be in touch if that is actually your practice. "We'll keep you in mind" that you do not mean is unkind in the long run.
A warm close: Wish them well in a sentence and stop. Offer feedback only if you will give it.
Worked example: a rejection after a final interview
A candidate spent several hours on your process, including a final conversation with the team. The email below is short, clear and kind. The names are made up.
Subject: Your application for support specialist
Hi Jordan,
Thank you for coming in to talk with the team last Thursday. We have decided to offer the role to another candidate, so we won't be moving forward with your application.
I especially appreciated how you walked us through the customer reply you wrote. The way you explained the problem before offering a fix is the kind of care we look for. This was a close decision, and it came down to the other person's earlier experience with our help-desk tool.
If you would like, I am happy to share a bit more feedback by email. I wish you well with your search.
Best,
SamCheck it against the parts. The decision is in the first paragraph. The thanks names a real moment. The reason is short and true. The offer of feedback is one the sender must be ready to honor. There is no promise to keep in touch.
Mistakes to avoid
"We'll keep your resume on file" when you do not.
Burying the no under paragraphs of praise.
Giving a reason you made up, or one that could sound like a judgment of the person.
Comparing the candidate with the person who got the job.
Sending a bulk message to someone who gave you hours of their time.
Sending it well
Send from a person's address, not a no-reply one, and check the name and the role before you press send. A merge from a spreadsheet saves time for early-stage rejections, but test it on yourself first, so no one gets a message addressed to someone else.
For a candidate who reached the final round, a short phone call followed by the email is a considerate option, if you have time. Whatever the format, keep it private: do not copy others on the message.
Where it goes wrong most often
The common failure is the vague message that seems to avoid saying no, such as "we'll be in touch". Readers wait for weeks. Say the word no, or its plain equivalent, near the top.
The second failure is the long apology. A rejection that spends five sentences on how hard the decision was makes the reader comfort you. One honest sentence is enough.
Different stages, different weight
Someone who only submitted an application can get a short, kind message. Someone who did an interview deserves a personal line. Someone who reached the final conversation deserves a quick call or a longer, personal email. Match the effort to what they gave you.
Re-read the message once before sending, imagining that you were the one receiving it after weeks of effort. If any line would sting without need, soften it, and if any line is vague, make it plain.
A second example for an earlier stage
For someone who only sent an application, a shorter note is fine: thank them for applying for the role by name, say that you have chosen to move forward with other candidates, and wish them well. Keep it to three or four sentences. Skip any line that says the decision was difficult unless it is true, and do not suggest a closer fit than there was.
If your process allows candidates to apply again, say so only when you mean it, and name what would make a future application stronger, if you can do so honestly.
Doing it faster
Keep a short template for each stage, and rewrite the thank-you and reason each time. If you want a second reader, DuckyHelper can look at your draft on screen and say how it reads when you ask out loud. You still choose every word.
Frequently asked questions
Should I give feedback?
Only if you can do it honestly and will answer follow-up questions. Feedback that is vague or rushed can do more harm than a polite no.
Is it OK to use a template?
For early stages, yes, as long as you check the name and role. For people who spent hours with your team, write a personal note.
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