To turn down a candidate kindly, tell them quickly, say the decision in the first sentence, thank them for their time, give one honest and job-related reason if they reached an interview, and wish them well. Keep the message short and keep a copy. This guide gives templates for each stage and the rules to follow.
Key takeaways
- Send the message within a few working days of the decision. Silence is the worst reply.
- Put the decision in the first line, then thank the person.
- For people who interviewed, add one or two true, job-related points. Never mention personal traits.
- Do not promise to keep their details unless they agreed, and tell them how long you will keep data.
- Use a template, then change the name, the role and one personal detail.
Why a small business should bother
In a small business, your name is your brand. Candidates are customers, neighbours and future colleagues. A kind, clear message takes five minutes and costs nothing. A missing reply leaves people waiting and guessing, and they tell others. It also helps you: a clear close lets you move on, and a good message can keep a strong person open to applying again.
For a deeper guide on feedback, see how to give useful feedback to rejected candidates. For longer templates, see rejection emails that respect candidates. This article is the short version for owners who do the hiring alone.
Principles
- Be prompt. Aim to reply within a few working days of the decision.
- Be clear. Do not say “we will keep your CV” if you will not.
- Be kind but not vague. Avoid false hope.
- Be honest. Never invent a reason.
- Be brief. Four to seven sentences are enough.
- Be consistent. Treat every candidate at the same stage in the same way.
- Be careful. Do not mention age, health, family, religion, race or other protected traits.
Timing by stage
| Stage | When to reply | What to include |
|---|---|---|
| Applied, not shortlisted | When you close the shortlist, or within two weeks of applying | Thanks, the decision, good wishes |
| Phone or video screen | Within two or three working days | Thanks for their time, the decision |
| First interview | Within three working days of the decision | Thanks, the decision, one or two job-related points if possible |
| Final interview | A phone call, then a short email | Thanks, the decision, specific feedback, an invitation to ask questions |
| Offer declined by you after trial | Same day if possible, by phone | Clear, calm, thanks |
Templates you can copy
After an application
Subject: Your application for [role]
“Hello [name], thank you for applying for the [role] at [company]. We have reviewed all applications against the requirements in the ad, and we will not take your application further this time. We know applying takes effort, and we appreciate your interest in [company]. We wish you well in your search.”
After a phone or video screen
“Hello [name], thank you for speaking with me about the [role]. We have decided to continue with other candidates whose experience is closer to what we need for this role. I enjoyed our conversation, and I wish you success in your search.”
After a first interview
“Hello [name], thank you for the time you gave us for the interview for the [role]. We have decided to offer the role to another candidate. The role needed strong experience in [requirement], and in the interview we heard more about [other area]. You explained [strength] very clearly. We wish you well, and you are welcome to apply for future roles.”
After a final interview (call script)
“Hello [name], thank you for coming through every stage. I wanted to tell you myself that we have chosen another candidate. It was a close decision. The deciding factor was [requirement]. What stood out about you was [strength]. If you would like to ask me anything about it, please do. I would be glad to hear from you again about future roles.”
If you want to keep them in mind
Only say this if you mean it, and ask first: “If you would like us to keep your details for future roles, please reply yes. We will keep them for [period] and then delete them. You can ask us to remove them at any time.”
What to avoid
- Vague lines such as “you were not the right fit”.
- False hope: “we will be in touch” when you will not.
- Reasons that mention personal traits or guesses, such as “we want someone younger” or “you seemed nervous”.
- Comparing the person with others by name.
- Long explanations that invite an argument.
- Sending the message at night after a hard day. Wait and re-read.
Privacy and records
A rejection message is a good time to say how long you will keep a person data. Keep the application, the notes and the message for as long as your local rules say, then delete them. In the UK and EU, people can ask to see their data. The ICO guidance on recruitment and selection explains your duties, and our guides on GDPR for job applicants and how long to keep rejected applicant data give practical steps.
Acas also offers advice on fair recruitment at acas.org.uk/recruitment.
If the person replies upset or asks why
Stay calm and kind. Thank them for replying. If they ask for feedback and you have clear notes, give two or three job-related points. If you have no notes, say what the role needed and what you saw in general, honestly. If they say the decision was unfair, do not argue. Say you will review the notes, and do so. If they raise discrimination, write down what they said and take advice. Do not delete anything.
Template for a short reply to a request for feedback
“Thank you for asking. The role needed [requirement 1] and [requirement 2]. In the interview, we heard strong examples about [area], and less about [requirement]. I hope that helps, and I wish you well.”
Keeping a log
| Candidate | Stage | Decision date | Message sent | Data delete date |
|---|---|---|---|---|
| Name or ID | Applied | |||
| Name or ID | First interview |
A simple log helps you keep to your own promises, and shows you the delays. Add a delete date when you send the message, and clear old records every few months. The first hire plan and how to hire without HR include similar steps.
Mistakes to avoid
- Waiting until you have a signed offer from your first choice. Tell others once the choice is made, or say there is a delay.
- Using a message that reads as if no person wrote it.
- Sending the same message to someone who spent three hours with you and to someone who sent a CV.
- Giving a reason you cannot support with notes.
- Leaving people without news for weeks.
Worked example (fictional)
A bakery owner interviews four people for a counter role. After the decisions, she sends the three unsuccessful candidates a message the same day. She uses her template, adds the name, and for each adds one true point from her notes: one had strong experience with tills but less with customers; another explained opening hours clearly; the third was friendly but could not work the weekends needed. She does not mention age, family or anything personal. One candidate replies with thanks and applies again for a later role, and gets it.
How the law shapes your message
You are not usually required to give reasons for a rejection, but what you write can be used if a candidate later claims unfair treatment. That is why short, factual, job-related messages are best. Do not write anything that you would not want a stranger to read. In the US, the EEOC lists the practices that are prohibited. In the UK, see GOV.UK employing people. In the EU, national equal treatment rules apply.
If you used any third party check, such as a background report, some places require extra steps before you reject a person because of it. Read the guidance for your country before you send the message. If you are unsure, take advice. See criminal record checks in hiring.
Handling the hardest cases
A friend or contact applied
Be even more careful. Use the same template and the same timing as for others. Offer to talk by phone if you wish, and keep the reasons job-related. Our guide to hiring friends and family gives more advice.
The person was your second choice
If you might need them if the first choice declines, be honest: “You were a strong candidate. We have made an offer to someone else, and we will let you know quickly if the situation changes.” Do not use this line to keep a person waiting for weeks. Set a date and tell them.
A current employee applied for the job
Speak in person first, then send a short note. Give clear feedback and a path for growth. The internal candidate will remain in the team, so the way you handle this shapes morale. See internal vs external hiring.
The candidate has a disability and asked for adjustments
Do not mention the disability in your reason. Give only job-related points. Make sure the process was fair, with the adjustments made, and that your notes show the evidence on the requirements.
Setting up a simple system
- Write four templates: after application, after screen, after interview, after final interview.
- Save them in your email as drafts or in a document.
- Add a column to your tracker for “message sent” and “delete date”.
- Set a weekly time to send messages, such as Friday morning.
- Once a quarter, review your templates and update them.
A small system keeps you consistent, which is both fairer and faster. It also shows candidates that your business is organised and respectful, which helps with referrals and future applications.
Tone: examples of warm and cold wording
| Cold | Warm and clear |
|---|---|
| Unfortunately you have been unsuccessful. | Thank you for applying. We have decided not to take your application further this time. |
| We received many strong applicants. | We chose another candidate whose experience was closer to the requirements for this role. |
| Your profile does not match. | The role needed hands-on experience with [skill], which we did not see in your examples. |
| Do not contact us for feedback. | If you would like feedback, reply to this email and I will share the main points. |
Read your message aloud before you send it. If it sounds like something you would be glad to receive, send it. If it sounds like a form letter, add one personal line that is true. Candidates remember the tone of a rejection long after they forget the details of the interview. A warm, honest and brief message costs you five minutes, and it protects the reputation of your business in the community where you hire.
Keep a short folder of replies from candidates. Over time, you will see which phrases people appreciate and which cause questions. Adjust the templates, and share them with anyone else in your business who helps with hiring, so that every candidate hears the same respectful voice.
Finally, remember that candidates are people who hoped for a yes. A sentence that acknowledges the effort they made, such as the time spent preparing for the interview, shows respect. Keep it short and true, avoid clichés, and let the message stand on its own without long apologies.
Frequently asked questions
How soon should I reply to a rejected candidate?
Within a few working days of the decision. Quick replies are kind, and they help you keep a good name.
Do I have to give a reason?
Usually not by law, but a short honest reason helps people who spent time on interviews. Keep it job-related.
Should I keep the CV on file?
Only if the person agrees or you have another lawful reason. Tell them how long you will keep it, and delete it when the time ends.
What if I never got a reply from the candidate?
Send your message anyway. Closure is part of good practice, even when the person has gone quiet.
Related guides
This is general information, not legal advice.